Program Assistant-Community Services Department

POSITION TITLE: Program Assistant

DEPARTMENT: Community Services Department

OBJECTIVE: Provide general administrative assistance including a key role in recordkeeping and tracking data; having an organized response for incoming and outgoing communications, routine office procedures, travel arrangements, and help with planning for workshops.

QUALIFICATIONS: Candidate must demonstrate the ability to accomplish the essential job results listed below. Education/Experience: High school diploma/GED and two years of similar experience.

Computer skills: Microsoft Word and Excel proficiency. Familiarity with accounting software is helpful. Interest in and ability to learn new software programs and developing IT skills. Ability to scan and store documents appropriately.

Valuable assets: Highly organized. Excellent communications skills to work well with people from different backgrounds and cultures; writing skills; Familiarity with Bristol Bay region, people, and culture. Willing and able to do occasional travel in and out of region.

ESSENTIAL JOB RESULTS:
Maintaining records and required documentation
by
a. Understanding the Department’s filing systems. Filing scanned (or hard copy) records as directed so accurate information is available on a reliable basis.
b. Responding appropriately to inquiries and requests for confidential information related to tribal enrollment.
c. Entering data as needed for a variety of program reporting needs.
d. Being present at meetings/conferences/workshops as determined. Note taking and transcribing minutes from meetings and teleconferences as necessary.

Provide clerical and administrative support for routine functions.
by
a. Developing a general understanding of the Department’s program operations.
b. Collecting and tracking timesheets, leave requests, travel notices and other personnel forms as necessary to meet bi-weekly payroll deadlines.
c. Tracking individual employee timelines for personnel processes.
d. Assisting with preparation of quarterly invoices with development of accounting software skills.
e. Keeping an inventory of supplies and equipment
f. Preparing all Supply Request forms, processing and routing in accordance with BBNA’s established procurement procedures.
g. Helping to ensure meetings/workshops are well organized with adequate notice and optimal participation by setting up video / teleconferences as needed, reserving space, setting up training packets & information, and communicating with participants.
h. Understanding BBNA’s travel policies and procedures and working closely with the Travel Manager to ensure the timely processing and submission of Travel Authorization documents with backup information.
f. Organizing mass communications for delivery via e-mail, fax, or hard copy, depending on the connectivity of the recipient.

Keeps Management informed
by
a. Producing a monthly activity report for CSD Director
b. Working with CSD staff to make sure compiled data and reports are timely and available.
c. Keeping an updated “Timeline/Calendar” for planning activities and services.
d. Participate in monthly Admin Support meetings to act as a liaison for information about events happening within the organization.
e. Occasional research and fact finding for staff, including telephone surveys of villages, information gathering from government and private sources and collating data.

Monitors and improves program and service quality
by
a. Looking for, making recommendations on ways to improve data or record keeping systems, and communications.

Travel in and out of region
a. If necessary, to participate in training, workshops, or attend meetings/conferences.

Protect program integrity and client privacy
by
a. Agreeing to maintain any and all sensitive information related to Tribes, other staff members, or program matters confidential where necessary.
b. Abiding by BBNA’s policies, in regard to confidential information and keeping any confidential information gained through employment at BBNA absolutely confidential during and after this employment.

Contribute to the overall team effort
by
a. Welcoming new and different work requirements; exploring new opportunities to add value to the organization; helping others accomplish related job results as and where needed.

REPORTS TO: Community Services Department Director
DUTY STATION: Dillingham
WAGE: $20.18/hr ($39,351/yr) – $40.35/hr ($78682.50/yr)]
GRADE RANGE: 9
EMPLOYMENT TYPE: Full-Time
FLSA STATUS: Non-Exempt