Office Assistant Trainee

Office Assistant Trainee

Department:
Family Services

Reports to:
Squaxin TANF Site Manager, Rose Henry

FLSA Status:
Non-Exempt

Time Status:
Part time (.5 FTE)     

Opening Date:
September 1, 2017

Closing Date:
September 18, 2017

Position Summary: The Office Assistant is under close supervision and serves as the front line contact on behalf of the Squaxin Island Family Services staff with the public via telephone and in person reception. Performs routine clerical duties and assignments to support the program staff. This is a part-time position.  The successful applicant is teamed with other program staff to ensure timely delivery of client services.

PLEASE NOTE: Applicants must meet grant required income eligibility and be in compliance with program requirements to qualify for these temporary grant-funded training positions. This position will be evaluated at the end of six months or earlier as predetermined in the client Training Plan.

Essential Duties and Responsibilities:  The successful candidates will be trained to complete the following.  Other duties may be assigned.

  • Report promptly to work for scheduled shift consistently.
  • Answer multi-line telephones.  Route messages in a timely and accurate manner.  Coordinate relief for telephone coverage.
  • Receive guests of the TANF Site and/or other Family Services Programs in a polite, friendly and helpful manner and respond to inquiries regarding all program procedures and services.
  • Receive, log, sort and transmit information mail, documents, and packages on behalf of the Family Services staff and ensure they are distributed in a timely and accurate manner requesting assistance when needed.
  • Prepare, process, and monitor to completion documents such as reports, purchase requisitions, purchase orders and similar. Follow established policies and procedures.
  • Monitor, inventory, request technical support and/or repair of telecommunications and copier equipment as directed by the TANF Site Manager.
  • Provide clerical and administrative support in a collaborative setting ensuring efficient, accurate and timely completion of assigned duties.
  • Operate office equipment such as computer, calculator, copier and fax.
  • Maintain daily communication with staff members, including location of staff on a day-to-day basis.
  • Collect biweekly SPIPA time sheets for supervisor approval (signature) and transmit to SPIPA TANF and/or SPIPA payroll (as directed).
  • Collect twice per month SIT timesheets for supervisor approval (signature) and deliver to SIT payroll on the 1st and 16th of each month or as directed.
  • Supports Employment & Training Specialist and Site Manager to plan and implement client activities and events.Minimum Qualifications:  To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions:
  • Must be in compliance with program requirements.
  • Desire to learn office clerical and administrative duties, using Microsoft Office including Outlook.
  • Good communications skills as well as good listening skills.
  • Ability to comply with departmental standards of maintaining confidentiality.
  • Prior experience working or living in a Native American Community preferred.
  • Work collaboratively with co-workers and other staff in a team environment.
  • Must be available to work a set schedule with minimal absences.Education and/or Experience:  High School Diploma/GED or working towards completion.

Language Skills: Ability to read a limited number of two- and three-syllable words and to recognize similarities and differences between words and between series of numbers. Ability to print and speak simple sentences.

Mathematical Skills: Ability to add and subtract two digit numbers and to multiply and divide with 10’s and 100’s. Ability to perform these operations using units of American money and weight measurement, volume and distance.

Reasoning Ability: Ability to apply common sense understanding to carry out simple one- or two-step instructions. Ability to deal with standardized situations with only occasional to no variables.

Certificates, Licenses, Registrations:  Must successfully pass a tribal and state criminal background check and UA.

Physical Demands:  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.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Regularly the applicant will be sitting for extended periods of time; must have dexterity of hands and fingers to operate a computer keyboard; hearing and speaking to exchange information.  Occasionally the applicant will stand; walk; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl.  It is necessary to see to read reports and data; occasionally lifting medium objects generally less than 25 pounds.

Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The reception area may occasionally be noisy and drafty.  May occasionally be required to use a copier and be exposed to outdoor weather conditions due to checking the mailbox.

Other:
This position may initially be grant funded; successful applicant must meet grant funding eligibility requirements.

Confidentiality: This position may have knowledge of confidential personal information regarding others. The employee will be required to sign a Confidentiality Agreement.

DRUG FREE WORKPLACE: The successful candidate will be required to have a urinalysis for drug and alcohol screening in accordance with the Tribe’s Drug Free Workplace Policy.

INDIAN PREFERENCE: Indian Preference will be exercised in the hiring of this position in accordance with the Tribe’s Personnel Policies.

CONTACT:
Human Resources Department (360) 426-9781.