CDVAP Sr. Administrative Assistant

The Puyallup Tribe of Indians is committed to protecting and exercising the inherent inalienable sovereign rights of the Tribe and Individuals in the interest of the Medicine Creek Treat Territories, as stewards to ensure preservation of our cultural and environmental integrity for common good and prosperity for all.

Open:                 November 8, 2023                                    Close:                 November 23^rd, 2023

Job Title:         Sr. Administrative Assistant               Department:     CDVAP                

Reports To:     Director                                                     Hours:                40 Hrs/Wk (FT)      

Position Summary: 

The Sr. Administrative Assistant provides essential support to the Community Domestic Violence Advocacy Program by providing day-to-day administrative, clerical and support functions to the Director. The position performs a variety of moderate to complex duties which require the use of good judgment to successfully complete those duties. 

This position also assists in managing the daily affairs of the department by maintaining office supplies, routing documents, and handling invoices/purchase orders in Micriox software.  Exceptional communication, teamwork, problem solving and collaboration skills are essential for this position.

Essential Duties and Responsibilities

1. Manages and provides oversight of the office functions and scheduling of the Director and staff.  With approval of the Director, develops processes or procedures necessary to maintain the efficient and effective operation of the department.
2. Maintains a clear understanding of Tribal culture and applies the knowledge to work assignments which support the staff and community. 
3. May work with a variety of highly confidential information and data and, as a result, handles the information professionally and maintains confidentiality at all times.
4. Arranges and maintains Director’s and all staff calendar.  Coordinates scheduling of in-person and virtual meetings for CDVAP Team and makes courtesy calls/emails to all parties prior to meeting.  Develops and distributes agenda for said meetings.  Takes and publishes meeting notes, including action items.  Tracks action items for the Director and reports status as requested.
5. Drafts properly worded written correspondence, memos, reports and forms for Director’s signature and distributes/mails as needed. Proofreads documents written by the Director when requested.
6. Manages and routes internal Tribal documents, including agenda request forms, Resolutions, check requests, purchase orders, time sheets, budget modifications, etc.
7. Maintains digital and hard copy records and files on site and in archives.  Has primary responsibility for numerous records and files and is expected to keep them up-to-date on a daily basis.
8. Assists in with the departmental budget, office supplies, and equipment maintenance.
9. Arranges and assists with the shelter calendar and client support groups.
10. Provides oversight for the department’s GSA vehicles and reviews usage records monthly. Schedules routine maintenance for department owned tribal vehicles.
11. Assists Director in various capacities such as maintaining departmental personnel files; attends meetings with Director when requested or attends Directors meetings when Director is not available.
12. Processes green sheets and Microix transactions for all bills and contractor payments.
13. Processes timesheets and tracks time for departmental employees.
14. As back-up to the Program Assistant, answers and routes incoming calls and messages.
15. Assists Director in maintaining compliance of agency’s grants and licenses, including providing quarterly report data collection and analysis of data to assist Director in preparing agency reports and evaluation of program effectiveness for grant compliance.
16. Manages programs service quarterly data count and filing of quarterly client contact sheets.
17. Responsible for tracking grant compliance, goals and objectives. Monitors the usage of grant dollars.
18. Assists with drafting and submitting Tribal News Paper articles and flyers with program specific information.
19. Assists with planning and coordination of community events throughout the year. 
20. Primary contact for building repairs, maintenance and construction. Assists with bids and coordination of building modifications.
21. Other duties as assigned.

Supervisory Responsibilities

This position does not supervise staff.

Qualifications and Requirements

Education and/or Experience

Associates degree (A.A.) in any field and two years of administrative support experience; or high school diploma and four years of related administrative support experience; or an equivalent combination of education and experience.  Beginner to Intermediate experience and knowledge using word processing and spreadsheets (i.e. Word for Windows, Excel, Access, etc.).

Language Skills

Employee must demonstrate the ability to interact tactfully and positively with community members, all levels of staff and management. Ability to maintain a high level of confidentiality.  Ability to write reports and business correspondence. Ability to effectively present information and respond to questions. Ability to effectively present information to management, employees and groups of people.

Mathematical Skills

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Reasoning Ability

Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions.  Ability to deal with problems involving a few concrete variables in standardized situations.

Licenses or Certificates

Must submit to and be able to pass a criminal background check prior to employment and periodically throughout employment.

Must have and maintain a valid and unrestricted Washington State driver’s license. Driver’s license must not contain any restrictions that would prevent the employee from driving a GSA vehicle.

Other

1. Demonstrated excellence in interpersonal skills and verbal and written communication;
2. Works well under pressure, within deadlines, with limited direction and independently;
3. Exceptional ability to work cooperatively and respectfully on a team;
4.  Knowledge and understanding of Domestic Violence dynamics.
5. Ability to work effectively with diverse individuals, children and groups.
6. Ability to persuade and problem solve.

Physical Demands

1. Requires the ability to operate a typewriter, personal computer and software, multi-line telephone, calculator, facsimile and photocopier.
2. Requires the ability to read, write, communicate, and interpret information accurately in English.
3. While performing the duties of this job, the employee is frequently required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear.
4. The employee occasionally is required to stand and walk.
5. The employee is occasionally required to stand and stoop, kneel, crouch, or crawl.
6. The employee must occasionally lift and/or move up to 20 pounds.
7. Specific vision abilities required by this job include close vision, color vision and ability to adjust focus.

Work Environment

1. The noise level is low to moderate.
2. The physical exertion is low to moderate.
3. Work is performed in an office setting.
4. There are frequent employee, client and customer contacts during the day.
5. Position may be stressful at times due to the sensitive or confidential issues being addressed.
6. Requires occasional travel using employee’s own transportation.

The Puyallup Tribe of Indians reserves the right to revise or change job duties and responsibilities as the need arises. This position description does not constitute a written or implied contract of employment.

Indian Preference Employer as Required by Law

Native American preference applies and job placements are given on a competitive basis, using job related factors.  Because of the large number of applications received and limited job positions, your application will not guarantee employment.