ADMINISTRATIVE ASSISTANT

Vacancy Ann. # STOI-17-001
Title ADMINISTRATIVE ASSISTANT
Supervisor HEAD START PROGRAM DIRECTOR
Department HEAD START
Location WELLPINIT, WA
Status REGULAR, FULL-TIME
Rate of Pay $14.00 - $16.78/HOUR
Opening Date JANUARY 4, 2017
Closing Date OPEN UNTIL FILLED

SUMMARY: 

The Spokane Tribe of Indians Head Start Program is designed to promote the school readiness of low-income children by enhancing their cognitive, social, and emotional development—

·         in a learning environment that supports children’s growth in language, literacy, mathematics, science, social and emotional functioning, creative arts, physical skills, and approaches to learning; and

·         through the provision to low-income children and their families of health, educational, nutritional, social, and other services that are determined, based on family needs assessments, to be necessary. 

MAJOR DUTIES AND RESPONSIBILITIES:

  • Knowledge of cuff accounts, budgets and grant writing
  • Operate telephone switchboard to answer, screen and forward calls, providing     information, taking messages and scheduling appointments.
  • Using computers and computer programs
  • Performing day-to-day administrative tasks such as maintaining information files and processing paperwork;
  • Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person;
  • Communicating with people outside the organization, representing the organization to customers, the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail;
  • Developing constructive and cooperative working relationships with others, and maintaining them over time;
  • Developing specific goals and plans to prioritize, organize, and accomplish your work;
  • Perform administrative support tasks such as proofreading, transcribing handwritten information, and operating calculators or computers to work with pay records, invoices, balance sheets and other documents;
  • Prepare invoices, reports, memos, letters, financial statements and other documents;
  • Conduct research, compile data, and prepare papers for consideration and presentation by management or policy council;
  • Attend meetings to record minutes;
  • Read and analyze incoming memos, submissions, reports, invoices, etc. and plan for their distribution and payment;
  • Performs general office duties such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work;
  • File, maintain, and retrieve program documents, records, and reports;
  • Greet persons entering establishment, determine nature and purpose of visit, and direct or escort them to specific destinations;
  • Hear and resolve complaints from customers and public;
  • Transmit information or documents to customers, using computer, mail, or facsimile machine;
  • Schedule appointments, and maintain and update appointment calendars;
  • Analyze data to determine answers to questions from customers or members of the public;
  • Provide information about establishment such as location of departments or offices, employees within the organization, or services provided;
  • Open, sort, and distribute incoming correspondence, including faxes and email;
  • Other duties as assigned or required.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:

  • Knowledge of American Indian culture, traditions, and language;
  • Knowledge in working with low-income children and families;
  • Knowledge of principles and processes for providing services to children and families;
  • Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction;
  • Knowledge of business and management principles involved in strategic planning, resource allocation, human resource modeling, leadership technique, production methods, and coordination of people and resources;
  • Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.

MINIMUM QUALIFICATIONS:

  • High School Diploma or Equivalent
  • Minimum two years’ experience working with grant programs;
  • Minimum two years budgeting experience;
  • Valid Washington State Driver’s License, good driving record
  • Successful clearance of Criminal History and Background inquiry;
  • Prefer current or former Head Start parent (as per Head Start Program Performance Standards).
  • Ability to obtain the following certificates an licenses within the specified time frame: Commercial Driver’s License with school bus and passenger endorsements (1 year), Food Handlers Certification (3 months), First Aid an CPR Certification (3 months), First Aid and CPR Certification (3 months), Child Development Associate Certificate (1-2 years);
  • Prefer current or former Head Start parent (as per Head Start Program Performance Standards).

Applications are available in the Tribal Human Resources Department

OR, can be downloaded from our website: www.spokanetribe.com

P.O. Box 206, Wellpinit, WA 99040

Contact:  Sabrina McCoy (509) 458-6583

Fax # (509) 458-6556

E-mail: Sabrina.mccoy@spokanetribe.com

All applications must be submitted to the Human Resources Department no later than 4:30 PM the closing date

The Spokane Tribe reserves the right to hire according to its Indian Preference Policy

All applicants are subject to a pre-employment drug test and at random following employment

All applicants are subject to a 90-day orientation period