Job Summary:

Provides professional clerical and administrative support services for the Social Services Department. Ensures the efficient, timely and accurate delivery of program services.

Essential Functions:

• Provides administrative support to the Social Service Department staff, and a wide range of office management activities.
• Pleasantly greets customers on the phone and in person.
• Determines customer needs and refers to appropriate Social Services staff member, Tribal Department or service provider.
• Receives and gathers all documentation for Social Service program referrals from clients, then distributes to the appropriate program that will assist, such as: EA/CFS/VR/LIEAP/etc.
• Assists clients with completing Social Service intake, referral and application forms.
• Assists in scheduling appointments and meetings for department staff.
• Prepares check request/purchase orders and travel forms, monitors and orders supplies; ensures adequate supply of forms and use of most current forms.
• Answers and returns telephone calls. Gives information to callers or routes calls to appropriate staff.
• Assists with planning, scheduling and setting up for activities sponsored by the Social Services Department.
• Assists with simple to moderate projects for the department.
• Assists in administration of emergency assistance programs.
• Manages the Client Information Management System by accurately entering and updating client information into the databases.
• Gathers information, prepares and coordinates submission of reports as requested.
• Maintains client information in a safe, secure, and confidential manner.
• Proof reads documents and verifies accuracy of own work and that of others.
• Completes and maintains Gas Voucher log; enters Gas Voucher information into tracking database.
• Provides administrative support to the Social Service Department staff, and a wide range of office management activities.
• Composes and types routine correspondence.
• Copies and distributes information as assigned.
• Reviews and distributes incoming mail, faxes, and other communications to appropriate staff on a timely basis.
• Maintains a positive and helpful relationship with clients, Tribal staff, and others.
• Maintains Tribal forms and processes staff financial requests and files copies of submitted forms.
• Assists with time sheets and is aware of daily staff schedules.
• Coordinates staff training; for example, materials, location, and equipment.
• Maintains motor pool logs and schedules.
• Maintains the department's bulletin board and resources information.
• Maintains accurate data for the program in order to assist staff and clients.
• Responsible for maintaining strict confidentiality.
• Responds to customer requests and inquiries of moderate complexity.
• Maintains a clean and orderly lobby, family visiting room, and conference room.
• Attends monthly Social Services staff meetings.
• Develops and maintains a positive relationship with other department staff.
• Works with angry or disgruntled clients in a cooperative and effective manner
• Performs a variety of other duties as assigned by supervisor.

Education, Experience, and Licenses,

• Requires a high school diploma or GED and two (2) years administrative support related experience OR equivalent combination of education, training and experience.

Driving Requirements:

• This position may require driving.

Qualifications, Registrations, and Certifications

• Performs work in a fast paced and stressful environment where incumbent must multi-task work assignments.
• Records retention, report writing, and accurate documentation required.
• Must be able to establish and maintain effective working relationships with others.
• Requires a minimum typing speed of 40 wpm. Testing will be completed as part of application review process.
• Requires excellent written and oral communication skills.
• Requires ability to work independently.
• Requires working knowledge and proficiency in use of office equipment and computer software such as Microsoft Word, Excel, Power point, and Outlook.
• Requires a First Aid/CPR certificate or must be able to obtain within sixty (60) days of hire.
• Must be able to use judgment in the analysis of facts and circumstances surrounding individual problems or transactions in determining actions to be taken within the limits of Employment Services policies and procedures.
• Must have excellent interpersonal skills due to the high level of customer contact.
• Must have knowledge of and skill in conflict resolution techniques.
• Must have the ability to work with angry or disgruntled clients in a cooperative and effective manner.
• Knowledge of and sensitivity to Native American culture required.

Environmental Factors and Conditions/Physical Requirements:

• Continually requires the ability to express or receive detailed information or important instructions through oral communication.
• Continually requires working with fingers rather than the whole hand or arm. Requires repetitive movement of wrists, hands and/or fingers. Often requires walking or moving about to accomplish tasks.
• Requires standing and/or sitting for sustained periods of time, raising objects from a lower to a higher position and/or moving objects horizontally.
• Occasionally requires lifting of up to 40 pounds.
• Due to the nature of the interactions with other employees and the public we serve, employees may be required to provide documentation of, or receive, certain health vaccinations.
• This position is frequently subject to inside environmental conditions which provide protection from weather conditions, but not necessarily from temperature changes, and is occasionally subject to outside environmental conditions.
• May be called upon to serve as a Disaster Reservist during Emergencies, or when the Tribal Emergency Operations Center is opened.
• Local travel is occasionally required. Travel outside of the state is infrequently required.

Background Check:

• Candidates for this position will be subject to criminal and character background checks and may be subject to fingerprinting.

Disclaimer:

The individual must perform the essential duties and responsibilities with or without reasonable accommodation efficiently and accurately without causing a significant safety threat to self or others. The above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and/or skills required of all personnel so classified.