NOTICE OF JOB VACANCY POSITION DESCRIPTION

DIVISION: Community Services Division

JOB TITLE: Administrative Assistant

POSITION STATUS: Regular, Full-Time

EXEMPT STATUS: Non-Exempt

PAY SCALE GRADE: 10-11-12

REPORTS TO: Vice President, CSD

The assistant to the Vice President is responsible for the overall efficiency of the office environment; budget monitoring, planning and coordination of various meetings, as well as assisting VP/PD’s with completing and processing all paperwork related to personnel actions.

BRIEF SUMMARY OF JOB RESPONSIBILITIES:

1. Perform administrative and clerical support to the Vice President of Community Services Division. Assist VP in monitoring program effectiveness and recommendations for division improvement and implementing the goals & objectives of division programs.
2. Draft routine correspondence and act as a communication point for VP of the Division.
3. Serves as the immediate supervisor to the Office Support Clerk (OSC). Train and assign tasks to the OSC for all CSD programs. Conduct staff evaluations of the OSC on an annual basis and as necessary.
4. With the CSD Office Support Clerk, maintain an inventory of division equipment and office supplies. Purchase as needed.
5. Assist the VP and Program Directors/Specialists in identifying & scheduling staff training needs of the Division.
6. Assist with preparations of Kawerak Board of Directors – CSD Committee meetings. Work with PD’s/Specialists to prepare and compile committee packets. Serve as the official minute keeper for the CSD committee meetings.
7. Collect and review time sheets for completeness. Maintain accurate records of employee time sheets and personnel actions. Assist the VP with the personnel recruitment process for division position vacancies.
8. Maintain schedule of employee evaluation due dates to ensure completion of staff evaluations by PD’s/Specialists.
9. Coordinate travel for program committees and staff when needed. Review travel authorizations and trip reports for accuracy. Keep accurate records of division travel.
10. Disseminate monthly budgets to Program Directors/Specialists, utilize monthly budget spread sheets to track accuracy. Assist with the development of budgets & monitoring of program expenditures.
11. Assist with the development, annual review and revision of activity plans, policies and procedures, long-range plans, etc.
12. Oversee the maintenance/records retention of Division filing system as needed.
13. Other duties as assigned by the VP of CSD.

QUALIFICATIONS:

1. Associate Degree in Office Management, Business Administration, Accounting or related field. However comparable work experience at the same or higher level may substitute for the degree requirement on a year-to-year basis.
2. Must possess strong written and verbal communication skills. Strong organizational skills required.
3. Must be dependable, self-motivated and able to work with minimum supervision.
4. Must possess strong computer skills, knowledge and skills in Internet usage, Microsoft Word, Excel and Windows.
5. Ability to work effectively with people from a variety of backgrounds.
6. Knowledge of budget development preferred.
7. Must be able to maintain strict confidentiality.

Native Preference per Public Law 93-638 Approved (3/10/04)

Contact Human Resources for an application and more information regarding this position. Completed applications must be received no later than by 5:00 pm on date of deadline. Kawerak, Inc. Human Resources Department • PO Box 948 • 500 Street • Nome, AK 99762 • (907) 443-5231 • Fax (907) 443-4443 • E-mail: personnel@kawerak.org