||TANF Administrative Assistant
||Regular, 40 hours per week
General Program/Department Summary:
The Federated Indians of Graton Rancheriaís Tribal Family TANF Program of Sonoma and Marin Counties serves needy Indian families with temporary cash assistance and supportive services. The Program provides parent or caretaker participants with job preparation, work related assistance and other supportive services enabling families to become self-sufficient. It is the intent of the Program that particular attention is paid to culturally relevant services and preservation of Indian families. The TANF Administrative Assistant shall contribute to advancing the TANF program for the highest quality of services delivered to the local Native American Community that is served through Tribal TANF of Sonoma and Marin.
POSITION SUMMARY: Under the direct supervision of the TANF Director, and the general supervision of the Tribal Administrator, the incumbent is responsible for providing clerical and administrative support in a collaborative setting to ensure efficient, accurate and timely completion of assigned duties. This position will assist both the TANF Director and TANF Assistant Director with projects as they are assigned, including routine scheduling and organizing meetings and special events; assisting with development and maintenance of TANF program policy and procedures and updates manuals; incumbent will provide direct support with writing, editing, initiating and managing routine correspondence and reports; organizing and maintaining files, records, invoices and travel information. Incumbent shall maintain professional demeanor at all times, and is required to maintain information in the strictest of confidence. The incumbent will provide oversight for the departmentís organization of systems and processes within TANF to maintain office efficiency, as well as coordinate with other department administrative personnel. The incumbent must have a strong ability to multi- task demanding projects and maintain order and composure.
- Provides complex and confidential administrative assistance to the TANF Director, and Assistant Director such as: storing, retrieving, and integrating information for dissemination to department staff and Tribal Council Members, community partners, etc. Prepares correspondence; assists with and prepares correspondence, reports, minutes, agendas, memos, forms, directories, resolutions, ordinances, and other documents and communications from drafts, recordings, or verbal instruction as requested.
- May access databases for information retrieval and reporting.
- Prepares correspondence with vendors and outside partners.
- Attends meetings, workshops and as required.
- Schedules meetings, including set-up, notification, and communication of details necessary to conduct successful, effective and efficient meetings, events and conferences.
- Performs routine clerical support work as required, which may include but is not limited to copying documents, filing/retrieving files, processing mail, faxing information, collating documents, maintaining lists and logs, preparing data spreadsheets, creating forms and flyers and graphs, etc.
- Maintains and follows up on all assigned program projects and requests. Includes compiling notes from project meetings.
- Reviews and maintains materials submitted by agencies, community members and organizations for content and compliance with program goals.
- Coordinates office activities in support of the Tribal TANF program and in compliance with programmatic objectives.
- Supervises and directs the activities of other support staff of the Tribal TANF office; provides backup for the TANF Receptionist and coordinates telephone coverage during breaks.
- Manages multiple calendars, coordinates calendars to schedule meetings and remind staff of upcoming deadlines, meetings and trainings.
- Maintain calendar(s) for internal department uses for delivery of program services. Arrange meetings and trainings; draft agendas, sign in sheets, name tags and refreshments and assist with scheduling locations for staff meetings.
- Process invoices and payments and develop a system for tracking purchase requisitions and coordinating program purchases with accounting.
- Maintain mailings list for clients, community partners and vendors.
- Manage maintenance on cars, copiers, and other critical equipment of the program.
- Supports management with policy development and rewrite, through transcribing notes and drafting up revisions to policy.
- Maintain current MOUís, contracts with outside providers for workshops, vendor accounts.
- Support Case Managers and other units with ordering basic needís supplies such as bus passes and future supportive services.
- Maintain program and client report files and provide scheduling of meetings with staff and families.
- Compile assessments administered to participants and compile data reports.
- Maintain administrative files with up to date contacts for all collaboration partners.
- Oversee drug and alcohol billing and test results.
- Prepare and organize program materials for program events such as summer camps.
- Project research providing relevant information for new program development.
- Assists on a monthly basis with the Tribal Newsletter and support reception with monthly mass mailing.
- Receive information and documents on behalf of the program and ensure they are routed in a timely and accurate manner.
- Operate office equipment such as computer, keyboard, calculator, copier and fax.
- Facilitate on-going communication between staff members, including location of personnel on a day-to-day basis; work collaboratively with co-workers and other staff in a team environment.
- Support Case Manager and Site Manager in planning and implementing client activities and events.
- Screens incoming calls and correspondence for TANF Director; exercises judgment and responds accordingly.
- Arranges travel, prepares and submits travel-related documents, and maintains travel information as necessary.
- Maintains financial records; processes accounts payable, purchasing and travel documents.
- Perform other duties as assigned.
Knowledge, Skills and Abilities:
- Experience with Microsoft Office Suite of applications.
- Must be able to type 60 wpm.
- Experienced with Publisher and developing flyers, forms, calendars, newsletters and cards.
- Experience with multi-line phone systems.
- Demonstrated verbal and written communication skills.
- Cultural sensitivity to the Native American Community.
- Knowledge of principles and methods of public and business administration.
- Knowledge of office management principles, practices, and procedures.
- The ability to think clearly and analyze problems of organization and management to take effective action.
- The ability to handle sensitive materials, issues, and confidential assignments with tact and diplomacy.
- Excellent written and verbal communications skills, including composing/editing, ability to demonstrate listening skills.
- Must be able to successfully pass a pre-employment drug/alcohol screen and background investigation.
Must have High School Diploma or GED, and 3 years of progressive work experience in office management.
Required combination of education (AA degree or certificate in administrative field) and 2 years of progressive work experience in office management.
While performing the duties of this job, the employee regularly is required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to walk. The employee occasionally is required to stand; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds.
Work is generally performed in an office setting with a moderate noise level.
Tribal employment application with resume and cover letter required. Application must detail the education and experience requirements related to the position as advertised including a writing sample delineating how your abilities, education and experience qualify you for this position.
TRIBAL MEMBER AND INDIAN PREFERENCE WILL APPLY
- Must be willing to adhere to professional and ethical codes of conduct and to FIGR employment policies.
- Must successfully pass a pre-employment drug/alcohol screen and background investigation.
- Must pass MS software and typing assessments.
- Must possess a valid CA Driverís License (or capable of obtaining within 30 days of employment) and maintain such license throughout the duration of employment. Must have a reasonably clean driving record and be eligible for coverage under the Tribeís vehicle insurance policy.
Preference in hiring is given to: (1) Qualified Federated Indians of Graton Rancheria members; and (2) qualified American Indians in accordance with Title 25, U.S. Code, Section 472 and 473. Applicants asserting American Indian preference must submit verifying information, such as written confirmation of tribal membership, Certificate of Degree of Indian Blood, or other documentary evidence.
SALARY: DOE. Strong benefits package.