Administrative Support Supervisor, CD

COOK INLET TRIBAL COUNCIL, INC.

JOB DESCRIPTION

Job Title: Administrative Support Supervisor

Department: Career Development

Reports To: Career Development Director

Supervises: Administrative Assistant I/II/III

FLSA Status: Exempt

Pay Grade: E4

Job Type: Full-Time, Regular

AKBCU: No ICPA: Yes

General Function:

The Administrative Support Supervisor shall provide high level administrative support to Career Development as well as supervise and oversee all administrative staff and the duties assigned to them. This position will be responsible for operations of the Front Desk and the Computer Lab, including fielding telephone calls, checking people in, scheduling/rescheduling participants with CD Staff, receiving and processing documentation and mail and providing the utmost quality of customer service. This position also ensures CD computer lab and lobby area are clean and well maintained by self and administrative staff.

Duties and responsibilities :

• Provide administrative and operational support to all programs within Career Development.
• Ensure duties are prioritized and completed correctly and promptly. Mentor and help lead the Administrative Assistant staff.
• Responsible for assisting with the development and implementation of ongoing refresher trainings for new and current Administrative Assistants utilizing program procedures and plans
• Assist the Administrative Supervisor by being a resource for staff, having considerable knowledge of the department programs, technology and processes.
• Perform quality assurance (internal quality control) activities. Identify errors made in the functions of the administrative support team and bring them to the manger/senior manager’s attention. Provide feedback/training to assistants. Provide feedback which includes recommendations for training and other methods to improve accuracy.
• Provide participants with excellent customer service, treating them with dignity and respect, working from a position of trauma informed practices.
• Record meeting minutes for meetings as requested.
• Conduct annual staff performance evaluations.
• Maintain active presence and availability for staff and participant needs.
• Create and maintain a full Administrative Assistant staff schedule which also includes the Front Desk and Computer Lab. If an Administrative Assistant is not able to work a shift or find coverage, it is the responsibility of the Administrative Support Supervisor to cover the shift or reach to CD Leadership team.
• Maintain confidentiality according to regulations, policies, and procedures.
• Schedule, attend and participate in monthly staff meetings.
• Attend internal and external meetings
• Maintain confidentiality according to regulations, policies, and procedures.
• Perform related duties as needed and assigned.
• Work in partnership with the Department Director, CD Senior Manager, CD Supervisors, and CITC’s Navigation team to ensure non-duplication of services and cross train to assist with coverage.
• Responsible for the training and orientation of new Administrative Assistant staff with assistance from the Senior Manager.
• Identify and respond appropriately to internal and external customer needs utilizing available resources. Keeps composure under stress. Is approachable and compassionate.
• Coordinate and organize activities such as meetings, travel, conferences and all department activities, as directed by the Director.
• Provide oversite and supervision to the administrative staff.
• Ensure the front desk is staffed at all times Career Development and/or CITC is open.
• Compile reports and gather data as needed as assigned by the Director.
• Ensure the timely completion of ordering, stocking, organization and cleanliness of CD supplies as needed.
• Ensure the timely ordering of supply and supportive service as requested by CD Leadership.
• Ensure regular, timely and accurate reconciliation of Career Development’s Credit Card for orders, and ensure orders are expensed to the correct program budget.
• Work cohesively with other supervisors, managers and teams to ensure quality of service across the department.
• Address all complaints and grievances as it relates to direct reports according to policy and procedures.
• Work alongside the Senior Manager to create staff development and individual learning plans to ensure staff are gaining and maintaining necessary skills for increased performance.

Job Specifications:

• Strong leadership and team building skills
• Excellent verbal and written communication skills including excellent phone and interviewing skills.
• Strong organizational and time-management skills.
• Openness to technical direction and willingness to contribute to planning processes.
• Demonstrated ability to work under pressure.
• Strong commitment to the goals of the overall program and organization.
• Must have strong accuracy skills with attention to detail and fact reporting.
• Demonstrated understanding of traditional Alaska Native and American Indian cultures and values, including an understanding of CITC’s Values.
• Strong Computer literacy with experience in providing program support.
• Demonstrated ability to work independently with minimal supervision.
• Demonstrated ability to prioritize work and work-related responsibilities.
• Demonstrated proficiency in Windows applications (Excel, Word, PowerPoint).
• Adheres to Confidentiality Policy and HIPAA.

Minimum Core Competencies : CITC Values, Respectful Leadership, Professionalism, Emotional Intelligence, Problem Solving/Critical Thinking, Communication Skills.

Minimum Qualifications:

• Bachelor’s degree in Human services, Human resource management, Social work, Vocational education or a closely related field of study. Relevant work experience may substitute for the education requirement on a year-for-year basis.
• Three to five years of progressively responsible administrative support experience; or any combination of training and experience that provides the necessary skills, knowledge and abilities.
• Two years of supervisory experience.
• Valid Alaska Driver’s license and insurable under CITC’s automotive insurance which requires a driver to be at least 21 years of age and have had a driver’s license for at least three years.
• Continued employment is contingent upon a receipt of a satisfactory state and federal background check.

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• May require prolonged periods of sitting at a desk and consistently working on a computer with repetitive motion.
• The need to occasionally move around the office to access filing cabinets, storage cabinets, and office equipment may be necessary.
• Must be able to lift up to 25 pounds occasionally by utilizing proper lifting techniques and working in a safe manner.

Disclaimer

The information provided in this description has been designed to indicate the general nature and level of work performed by incumbents within this job. It is not designed to be interpreted as a comprehensive inventory of all duties, responsibilities, qualifications and working conditions required of employees assigned to this job. Management has sole discretion to add or modify duties of the job and to designate other functions as essential at any time. This job description is not an employment agreement or contract.