Administrative Clerk II - Tribal Assistance - Juneau

Description

Administrative Clerk II – Tribal Assistance

Department: Tribal Assistance

Location: Juneau, AK

Covered Position: Yes 

Exemption Status: Non-Exempt

Pay Grade(s): 5 ($20.88+ DOE) 

Purpose:

The Administrative Clerk II is responsible for providing support to overall administration in the 477 Division. This position is responsible for a variety of moderately complex clerical tasks requiring greater independence, judgment, and knowledge of department procedures.

Essential Functions. An individual in this role must be able to perform the following functions with or without reasonable accommodation:

Department is hiring for Level II.  Selected candidate must be able to perform functions of both Level I and Level II.  

Level I

· Perform basic data entry and maintain records and files.

· Provide back up to receptionist.

· Sort and distribute incoming and outgoing mail.

· Photocopy, scan, and file documents.

· Provide general customer service to internal and external clients.

· Assist with inventory and ordering of office supplies.

· Perform other duties as assigned.

Level II

· Purchase and distribute client bus passes and purchase orders.

· Process invoices and code to departmental accounts, assigning appropriate account coding based on purpose of expense.

· Maintain and coordinate schedule for the front desk at 410 Willoughby, providing back-up staffing when necessary.

· Basic data entry in TribeVue

· Maintain and update records and databases with moderate supervision.

· Compile routine reports from data and files.

· Schedule meetings and manage calendars for staff.

· Assist in preparing correspondence, presentations, and documents.

· Assist with processing incoming documents, via postal mail, email, in person.

· Respond to routine inquiries and resolve minor issues independently.

· Provide administrative support for small projects or initiatives.

· May provide guidance to Administrative Clerk I staff.

Requirements

Knowledge, Skills & Abilities. A comprehensive set of capabilities required to perform job tasks effectively:

• Knowledge of office practices and procedures.

• Proficiency in using computer applications.

• Strong communication skills for interacting with coworkers, management, and the public, including phone etiquette and professional correspondence.

• Ability to organize, prioritize, and manage multiple tasks efficiently, with increasing independence at higher levels.

• High attention to detail and accuracy in data entry, filing, recordkeeping, and document preparation.

• Commitment to providing excellent customer service and handling inquiries in a professional and courteous manner.

• Problem-solving skills that develop from following instructions to identifying and resolving issues independently.

• Ability to maintain confidentiality and exercise discretion, particularly when handling sensitive or restricted information.

• Adaptability and a willingness to learn new procedures, tools, and responsibilities as roles advance.

Minimum Qualifications (education, experience, skills):

• Level II

• High school diploma or equivalent.

• At least one (1) years of increasingly responsible clerical experience.

• Solid proficiency in Microsoft Office Suite and office systems.

Preferred Qualifications (education, experience, skills):

• N/A

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 with or without reasonable accommodation:

· The majority of work is performed in a professional setting and is generally requiring routine walking, standing, bending, and carrying of items weighing less than 40 lbs.

Work Environment. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job:

· Travel on small aircraft or ferry may be required.

· Certain positions at Tlingit & Haida may have exposure to certain hazardous materials or conditions. The supervisor will review these if applicable.