Administrative Assistant I- Alternate Resource

Job Summary

Job Summary : Job incumbent will provide administrative support by handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings / webinars.

Adhere to the TCC Ch'eghwtsen' model of service and guiding principle which requires providing timely and effective service along with the ability to interact with others in a way that inspires trust and demonstrates respect, compassion and empathy.

Essential Functions

Essential Functions : This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by incumbents. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

Representative Duties : Under direct supervision of the Alternate Resource Manager incumbent will :

1. Answer phone calls, directing them to the appropriate individuals or taking messages as needed. Greet and screen visitors to assess whether they should be referred to an Alternative Resource Representative for further assistance and services.

2. Draft correspondence and handle data entry for monthly data spreadsheets or other departmental documents in the correct format. Additionally, prepare and submit the required state program data each month for reimbursement.

3. Input and monitor HRSA program data for entire region.

4. Open, sort and distribute incoming correspondence, including faxes and email. Handle and distribute confidential and sensitive documents.

5. Provide clerical support for the Alternate Resource department, which includes mail outs and updating various forms and spreadsheets.

6. Must maintain strict confidentiality.

Other Responsibilities :

1. Performs other job-related duties as assigned.

Minimum Qualifications

Minimum Qualifications :

1. High school diploma or GED equivalent.

2. One to three year's clerical or secretarial experience or any equivalent combination of experience and training that provides the required knowledge, skills and abilities.

3. Must pass background check pursuant to federal Indian Child Protection and Family Violence Prevention Act requirements and State of Alaska background check.

Knowledge, Skills and Abilities :

1. Excellent verbal, written, analytical, and interpersonal skills.

2. Computer experience, using various Windows applications and database systems with the ability to type 40 w.p.m.

3. Ability to work independently with minimal supervision.

4. Experience working with diverse cultural backgrounds.

5. Ability to maintain strict confidentiality.

Supervision : This position has no supervisory responsibility.

Supervision

Physical demands : Job is sedentary, sitting for long periods of time, constantly answering the phones and computer usage. Must be able to lift at least 40 pounds as this person will route and distribute informational publications, which can be bulky. Must be able to deal with upset clients periodically. Some stooping and kneeling involved. Must be able to walk up stairs if necessary.

Summation

Summation : This position benefits from time management skills, good organizational skills and the ability to prioritize and multi task.