POSITION DESCRIPTION

Child Welfare Attorney

INFORMATION

Job Class: Legal Professional

Class Status: Active

Department: Office of the President

Type of Position: Exempt

Location of Work: Washington

Salary Grade(s): 14/15

Hours of Work: M-F, 8:00 am – 4:30 pm

Employment Category: Regular, Full-Time

PURPOSE

The attorney will provide legal counsel and representation to Tlingit & Haida in child welfare cases and related matters.

REPORTING RELATIONSHIPS

Reports To: General Counsel

Supervises: N/A

Liaison To: N/A

ESSENTIAL FUNCTIONS

• Appear in child welfare cases in tribal court and state court on behalf of Tlingit & Haida, including preparation and filing of petitions, briefs, motions and orders and other necessary trial preparation
• Identify appropriate cases for appeal and litigate such appeals
• Consult with caseworkers to coordinate service delivery and case planning
• Offer advice and counsel on the position to be taken by the Tribe in individual child welfare cases
• Provide training on the application of the Indian Child Welfare Act (ICWA)
• Track appellate level ICWA cases within Washington State and nationwide
• Support child welfare management, including identification of potential challenges (structural, staffing, policy) and provide solution-oriented counsel
• Engage in appropriate file management
• Prepare reports for funding agency, as requested
• Ensure compliance with all ethical rules
• Participate in appropriate continuing legal education

DECISION MAKING AUTHORITY

Spending Authority: N/A

Other Authority: N/A

NECESSARY SKILLS AND KNOWLEDGE

• Cultural competence regarding American Indians/Alaska Natives, including familiarity with Tlingit, Haida and Tsimshian cultures
• Knowledge of and experience with federal Indian Child Welfare Act, its significance, history, and implications
• Knowledge of and experience with the Washington Indian Child Welfare Act and other Washington state statutes and regulations pertaining to child welfare and dependency law
• Court experience and knowledge of family law and other areas of law relevant to the needs of the client population
• Excellent verbal and written communication skills
• Excellent advocacy and negotiation skills
• Advanced skills in research and analysis
• Computer skills including Microsoft office

MINIMUM QUALIFICATIONS (education, experience, skills)

• Juris Doctorate degree from an American Bar Association accredited law school
• A member in good standing of the Washington State Bar
• Valid driver’s license

PREFERRED QUALIFICATIONS (education, experience, skills)

• Two years’ experience and/or equivalent training involving ICWA

UNUSUAL PHYSICAL REQUIREMENTS OR RESTRICTIONS

Most work is performed in a professional office setting and is generally sedentary, requiring routine walking, standing, bending, and carrying of items weighing less than 40 lbs.  Travel on small aircraft or ferry may be required.

CONDITIONS OF HIRE:

• All employment at Tlingit & Haida is “at will”. This means that the employee or Tlingit & Haida may terminate employment at any time and for any reason. Unless specified in writing, no term of employment is expressed or implied for this position.
• Tlingit & Haida is a no tolerance workplace. All regular employees may be required to pass a pre-employment and subsequent random drug and alcohol screening to be eligible for and maintain employment.
• Tlingit & Haida requires a criminal background check be conducted on all employees. All employment offers are conditional until federal criminal background check results verify your eligibility to work for Tlingit & Haida.

POSITION DESCRIPTION

Rescue Funds Eligibility Technician II

INFORMATION

Job Class: Technician

Class Status: Active

Department: Citizen Support Service Team

Type of Position: Non-Exempt

Location of Work: Remote

Salary Grade(s): 8

Hours of Work: M-F, 8:00 am – 4:30 pm

Employment Category: Regular, Full-Time

PURPOSE

Upholding a high standard of accuracy under the guidelines provided by the United States Department of Treasury where ARPA funding is concerned. American Rescue Plan Act funding has been allocated to Tlingit & Haida to offset expenses for those impacted by the COVID-19 pandemic. This role is responsible for auditing complete applications for accuracy, creating case notes, if necessary, and authorizing applications for payment approval, to ensure Tlingit & Haida applications will pass annual government audits. Working with Technician I employees to resolve discrepancies in applications and obtaining further information for incomplete applications.

REPORTING RELATIONSHIPS

Reports To:  Rescue Funds Coordinator

Supervises: None

Liaison To: Employees

ESSENTIAL FUNCTIONS

• Maintain knowledge of current US Treasury Guidelines for ARPA funding
• Maintain knowledge of all current processes and procedures for both Rescue Relief Household and Community Directed ARPA Programs
• Receive and audit applications completed by Technician I employees for accuracy
  • Verifying eligibility for program
  • Verifying payment types with supporting documentation
  • Verifying all certifications are complete
  • Other data as needed
• Authorized to approve applications and push payments to finance department
• Case noting all files
• Communicate application issues with Tech I employees to and assist in resolving discrepancies
• Verifying applications are not subject to the Duplicate Household Policy
• Assisting with assigning applications to Tech I employees
• Ability to travel including but not limited to ferries, and small airplanes
• Other duties as assigned

DECISION MAKING AUTHORITY

Spending Authority: N/A

Other Authority: N/A

NECESSARY SKILLS AND KNOWLEDGE

• High level of attention to detail to identify application inconsistencies
• Ability to review, analyze, and interpret information from multiple sources
• Communicate professionally with Tech I employees to address discrepancies, when needed
• Ability to problem solve independently
• Excellent written and verbal communication skills
• Maintain professional and polite composure
• Maintain accurate, complete, and confidential records
• Ability to work independently with minimal supervision
• Supports a culture of inclusion and diversity
• Knowledge of office practices and procedures
• Knowledge of Tlingit, Haida, and/or Tsimshian cultures

MINIMUM QUALIFICATIONS (education, experience, skills)

• High School Diploma or equivalent
• 1 year of experience performing duties of technician I level or equivalent
• 3 years clerical experience

PREFERRED QUALIFICATIONS (education, experience, skills)

• Case Management Training (Training certifications required)
• 1-year experience working in financial assistance program

UNUSUAL PHYSICAL REQUIREMENTS OR RESTRICTIONS

The majority of work is performed in a professional office setting and is generally sedentary, requiring routine walking, standing, bending, and carrying of items weighing less than 40 lbs. Travel on small aircraft or ferry may be required.

CONDITIONS OF HIRE:

• All employment at Tlingit & Haida is “at will”. This means that the employee or Tlingit & Haida may terminate employment at any time and for any reason. Unless specified in writing, no term of employment is expressed or implied for this position.
• Tlingit & Haida is a no tolerance workplace. All regular employees may be required to pass a pre-employment and subsequent random drug and alcohol screening to be eligible for and maintain employment.
• Tlingit & Haida requires a criminal background check be conducted on all employees. All employment offers are conditional until federal criminal background check results verify your eligibility to work for Tlingit & Haida.

POSITION DESCRIPTION

Administrative Assistant I/II

INFORMATION

Job Class: Administrative Assistant

Department: Native Lands & Resources - Traditional Foods Security 

Type of Position: Non-Exempt

Location of Work: Juneau, AK ~or~ Remote

Covered Position: Yes

Salary Grade(s): 7/8

Hours of Work: M-F, 8:00 am – 4:30 pm

Employment Category: Regular, Full-Time

Closes 11/23/2022 @ 4:30pm

PURPOSE

ADMINISTRATIVE ASSISTANT I

Under minimal direction, the Administrative Assistant will perform specialized complex work on a wide variety of clerical services which require independence, judgment, and initiative. Determines office needs in prioritizing and organizing work and the appropriate action to be taken. Has knowledge of the organization’s programs and policies, and understands the processes involved in various procedures.   

ADMINISTRATIVE ASSISTANT II

Incumbent works as a part of the department level management team and in direct association with the Program Manager. The Administrative Assistant II is responsible for a wide variety of functions requiring advanced knowledge and skill in administrative processes, Tlingit & Haida Policies and Procedures, supervision, Federal and State Laws, and program performance standard guidelines. Responsibilities normally involve areas such as supervision of clerical personnel and/or volunteers, budget development and maintenance, contract and grant administration, procurement of goods and services, information systems analysis/management, and safety and security activities.

REPORTING RELATIONSHIPS

Reports To: Varies

Supervises: May supervise Administrative Clerks and/or volunteers

Liaison To: N/A

ESSENTIAL FUNCTIONS

• Provide full range of reception duties such as answering phones, greeting the public, and transfer/refer to Tlingit & Haida programs
• Provide full range of clerical duties, such as processing incoming and outgoing mail, photocopying, faxing, scanning, filing, assembling and distributing materials
• Serve as a resource person for the department and public by providing information requiring considerable interpretation, explanation of policies, and usually a general knowledge of all the department services. This may require considerable tact and discretion
• Update files, maintain a variety of paper and computer records, vacation schedules, attendance and timesheets, numerical logs, ledgers, and client files
• Provide complex word processing support with minimal direction
• Review complex applications or documents
• Perform complex data entry tasks for which there is a variety of formats and procedures and with general instructions for coding and entering data; check and correct entry for input errors
• Gather and compile statistical information and prepare regular and recurring reports to departmental grant sources. This may involve researching files, contacting clients or vendors, or other outside sources
• Make travel arrangements as necessary
• Coordinate work by scheduling assignments and oversee the work of other clerical employees
• Perform difficult word processing assignments such as the preparation of publications, charts, and graphs
• Serve as the resource person for the department on common office software; train and advise both clerical and management staff on software problem resolution and capabilities
• Develop database, spreadsheet, or word processing records and reports
• Answer questions of other employees and the general public, refer difficult inquiries to appropriate personnel
• Process purchase orders, and charge expenditures to departmental accounts, assigning appropriate account coding base on the nature and purpose of the expenditure
• Monitor and maintain office supplies and materials
• Assist in scheduling and planning for meetings in other communities, provides information, creates and displays room signs as requested
• Prepare timesheets, check requests, and other necessary paperwork
• If necessary, monitor, coordinate and direct the work and job performance of temporary clerical staff
• Maintain communication with all employees, sites, and vendors as necessary
• Other related duties as assigned

DECISION MAKING AUTHORITY

Spending Authority: N/A

Other Authority: N/A

NECESSARY SKILLS AND KNOWLEDGE

• Considerable knowledge of correct business practices, correspondence, and typing formats, including English grammar, composition, spelling and punctuation
• Ability to read and comprehend regulations, procedures, and policies; apply them to specific situations; and explain them to the public and others
• Ability to speak, write, listen, and communicate effectively, meet and deal effectively with the general public, establish and maintain cooperative working relationships
• Extensive knowledge of computer software applications including MS word Excel, Outlook, Power Point, and Access or other database programs
• Knowledge of program rules and requirements
• Ability to perform basic arithmetic, such as fractions, decimals, and percentages
• Basic knowledge of accounting systems
• Ability to work independently and prioritize workload
• Ability to organize, plan and maintain confidential records
• Ability to compare data from a variety of sources for accuracy and completeness, identify discrepancies or inaccuracies and make corrections
• Project management and conflict resolution skills
• Ability to organize and plan record keeping and filing systems
• Ability to search, select, compile, and summarize data and information
• Ability to compare data for completeness, identify any discrepancies or inaccuracies and make the necessary corrections
• Ability to plan, organize, direct, coach, and evaluate work, operations and activities for Administrative Clerks I, II and volunteers including training, performance productivity and office logistics
• Familiarity with Tlingit, Haida, and Tsimshian cultures

MINIMUM QUALIFICATIONS (education, experience, skills)

ADMINISTRATIVE ASSISTANT I

• High School Diploma or GED
• 3 years of clerical experience
• Valid Driver’s License required for some departments

ADMINISTRATIVE ASSISTANT II

• High School Diploma or GED
• 5 years of clerical experience
• Valid Driver’s License required for some departments

PREFERRED QUALIFICATIONS (education, experience, skills)

• One year or more experience in the hiring department/program’s specialty area

UNUSUAL PHYSICAL REQUIREMENTS OR RESTRICTIONS

The majority of work is performed in a professional office setting and is generally sedentary, requiring routine walking, standing, bending, and carrying of items weighing less than 40 lbs.  Travel on small aircraft or ferry may be required.

CONDITIONS OF HIRE:

• All employment at Tlingit & Haida is “at will”. This means that the employee or Tlingit & Haida may terminate employment at any time and for any reason. Unless specified in writing, no term of employment is expressed or implied for this position.
• Tlingit & Haida is a no tolerance workplace. All regular employees may be required to pass a pre-employment and subsequent random drug and alcohol screening to be eligible for and maintain employment.
• Tlingit & Haida requires a criminal background check be conducted on all employees. All employment offers are conditional until federal criminal background check results verify your eligibility to work for Tlingit & Haida.

POSITION DESCRIPTION

Procurement Specialist

INFORMATION

Job Class: Specialist                                                  

Department: Finance- Procurement                          

Type of Position: Non-Exempt Location of Work: Juneau, AK / Remote                                                                                   

Salary Grade(s): G 8/9                                               

Employment Category: Regular, Full-Time    

Position closes 9/28/2022 @ 4:30pm                                                                               

PURPOSE

The Procurement Specialist will oversee acquiring materials and products, locating key vendors and suppliers, negotiating the company’s purchasing agreements, and making sure the materials and products meet the company’s needs and specifications with a basis of cost savings. The Procurement Specialist will oversee building and maintaining vendor relationships to secure the best prices on quality products for multiple departments within the company.

REPORTING RELATIONSHIPS

Reports To: Procurement Coordinator Supervises: Up to 2 FTE

Liaison To: Employees, clients, communities

ESSENTIAL FUNCTIONS

• Identify suppliers of goods and services
• Negotiate terms with suppliers such as price, quality of goods, deadlines, expectations,
• Liaise with suppliers and project managers regarding updates and details of
• Create purchase orders and tally these with supply requests and orders
• Analyze invoices to ensure accuracy of goods delivered
• Proficient task management skills
• Monitor inventory to ensure the follow of goods remain positive
• Attend meetings with stakeholders to ensure any contractual obligations are favorable to the tribe
• Work closely with the project team to understand details of procurement requirements

DECISION MAKING AUTHORITY

Spending Authority: TBD Other Authority: N/A

NECESSARY SKILLS AND KNOWLEDGE

• Proven experience working as a procurement specialist or buyer
• Strong knowledge of various industries and market conditions

• Excellent written and verbal communication skills
• Navigate self-sufficiency upon delegated tasks
• Impeccable negotiating and problem-solving skills
• Exceptional interpersonal skills and relationship building

MINIMUM QUALIFICATIONS (education, experience, skills)

• Associates Degree
• 2 years’ related experience

PREFERRED QUALIFICATIONS (education, experience, skills)

• Bachelor’s degree or a combination of relevant education, training, and experience
• Valid Driver’s License

UNUSUAL PHYSICAL REQUIREMENTS OR RESTRICTIONS

The majority of work is performed in a professional office setting and is generally sedentary, requiring routine walking, standing, bending, and carrying of items weighing less than 40 lbs. Travel on small aircraft or ferry may be required.

CONDITIONS OF HIRE:

• All employment at Tlingit & Haida is “at will”. This means that the employee or Tlingit & Haida may terminate employment at any time and for any reason. Unless specified in writing, no term of employment is expressed or implied for this position.
• Tlingit & Haida is a no tolerance workplace. All regular employees may be required to pass a pre-employment and subsequent random drug and alcohol screening to be eligible for and maintain employment.
• Tlingit & Haida requires a criminal background check be conducted on all All employment offers are conditional until federal criminal background check results verify your eligibility to work for Tlingit & Haida.

POSITION DESCRIPTION

Contract Specialist 

INFORMATION

Job Class: Specialist

Department: Finance- Procurement

Type of Position: Non-Exempt

Location of Work: Juneau, AK / Remote

Salary Grade(s): G 8/9

Hours of Work: M-F, 8:00 am – 4:30 pm

Employment Category: Regular, Full-Time

PURPOSE

Contracts Specialist will assist in the process to create, examine, and monitor contractual agreements between the tribe and materials or labor suppliers. Contract specialist must be aware of legislative and regulatory issues that may be related to the contracts they are overseeing. Occasional revisions to contracts if new laws or regulations are established, or the scope of needs change.

REPORTING RELATIONSHIPS

Reports To: Contract Coordinator

Liaison To: Employees, clients, communities

ESSENTIAL FUNCTIONS

• Assist with preparing contractual agreements using current research methods and a knowledge of a tribe's needs and ability to fulfill its requirements
• Collaborate with a legal team consisting of lawyers, paralegals, and office staff
• Ensure that the terms of contractual agreements written in language that is legally binding and in accordance with the desires of the tribe

• Ensures internal contract data entry is accurate and well organized through a tracking system

• Assist tribe to fulfill the terms of or to terminate contracts on mutually amicable terms
• Assist in reviewing contract terms and conditions to verify that they are in compliance with policies and all applicable federal and state regulations
• Clearly explain contract terminology to personnel and other interested parties in simple, everyday language
• Self-monitor progress according to the schedule of completion to submit drafts and documents in a timely manner
• Proofread, edit, and fact-check legal documents for accuracy and consistency, according to a style guide if provided by the client
• Notify individuals or offices of decisions, problems, or further actions needed
  
• Acquire and maintain a working knowledge of relevant laws, regulations, policies, standards, or procedures
• Interpret and apply laws, regulations, policies, standards, or procedures to specific issues
  
• Monitor contracts (includes administering, extending, modifying, or terminating contracts)
• Collaborate with others or work on teams
• Assist with the purchase or contract for property, services, supplies, equipment, or other items
• Assist in soliciting proposals or bids for contracts or property
• Use computer systems or applications to access, create, edit, print, send, retrieve, or manipulate data, files, or other information.

DECISION MAKING AUTHORITY

Spending Authority: TBD

Other Authority: N/A

NECESSARY SKILLS AND KNOWLEDGE

• 2+ years of contract experience, preferably working directly with contract law
• Knowledge of current and legally-binding contractual language and terminology
• Willingness to work virtually or in an office setting
• Ability to identify, analyze, and suggest solutions for problems, customer complaints, and client concerns
• Excellent interpersonal and communication skills, including an impeccable mastery of the English language
• Clear adherence to company policies and procurement rules and regulations
• Good organization skills and the ability to multitask on several projects simultaneously
• Knowledge of negotiation best practices, both in-person and in written form, that considers cultural norms and the client's best interests

MINIMUM QUALIFICATIONS (education, experience, skills)

• Associates Degree
  • 2 years’ related experience

PREFERRED QUALIFICATIONS (education, experience, skills)

• Bachelor’s degree or a combination of relevant education, training, and experience
  • Valid Driver’s License

UNUSUAL PHYSICAL REQUIREMENTS OR RESTRICTIONS

The majority of work is performed in a professional office setting and is generally sedentary, requiring routine walking, standing, bending, and carrying of items weighing less than 40 lbs.  Travel on small aircraft or ferry may be required.

CONDITIONS OF HIRE:

• All employment at Tlingit & Haida is “at will”. This means that the employee or Tlingit & Haida may terminate employment at any time and for any reason. Unless specified in writing, no term of employment is expressed or implied for this position.
• Tlingit & Haida is a no tolerance workplace. All regular employees may be required to pass a pre-employment and subsequent random drug and alcohol screening to be eligible for and maintain employment.

INFORMATION
Job Class: Coordinator 
Department: Citizen Support Service Team

Type of Position: Non-Exempt
Location of Work: Remote

Covered Position: Yes
Salary Grade(s): 10-11

Hours of Work: M-F, 8:00 am – 4:30 pm 
Employment Category: Regular, Full-Time

PURPOSE
The Rescue Funds Coordinator (RFC) will coordinate processes to develop application processing and training materials; train new staff; process applications; communicate with Tribal citizens and follow up with citizen concerns. The RFC will coordinate daily operations and administrative functions including personnel issues, hiring and orientations, and communicate with other departments. Incumbent will oversee Rescue Funds Customer Service, and Eligibility Technicians.

REPORTING RELATIONSHIPS
Reports To: Tribal Operations 
Supervises: Up to 7 FTE
Liaison To: N/A

ESSENTIAL FUNCTIONS
• Working knowledge of Tlingit & Haida programs, applications, and requirements
• Interpret program guidelines, statutes, agency policies and procedures, and apply in situations of moderate complexity with minimal supervision
• Assist in developing program procedures and training
• Approve, process, and maintain accurate and confidential records
• Audit applications for accuracy and completeness
• Oversee Rescue Fund Customer Service and Eligibility Technicians
• Develop training resources and train staff
• Compile statistical and narrative reports in a timely manner
• Responsible for hiring, monitoring, coaching, staff development, evaluations, dispute resolution, progressive discipline, and if necessary, termination
• Other duties as assigned

DECISION MAKING AUTHORITY
Spending Authority: N/A
Other Authority: N/A

NECESSARY SKILLS AND KNOWLEDGE
• Excellent written and verbal communication skills
• Ability to work remotely
• Ability to manage staff and program activity remotely
• Excellent computer skills including proficient in Microsoft Office Suite
• Ability to analyze and interpret complex information
• Ability to manage priorities with limited information
• Ability to defuse emotionally charge situations in a respectful manner
• Ability to maintain accurate, complete, and confidential records
• Familiarity with Tlingit, Haida, and Tsimshian cultures

MINIMUM QUALIFICATIONS (education, experience, skills)
• AA Degree in Business, Social Sciences, or closely related field
• 2 years related experience
• 2 years supervisory experience

UNUSUAL PHYSICAL REQUIREMENTS OR RESTRICTIONS
The majority of work is performed in a professional office setting and is generally sedentary, requiring routine
walking, standing, bending, and carrying of items weighing less than 40 lbs. Travel on small aircraft or ferry
may be required.

CONDITIONS OF HIRE:
• All employment at Tlingit & Haida is “at will”. This means that the employee or Tlingit & Haida may
terminate employment at any time and for any reason. Unless specified in writing, no term of
employment is expressed or implied for this position.
• Tlingit & Haida is a no tolerance workplace. All regular employees may be required to pass a preemployment

and subsequent random drug and alcohol screening to be eligible for and maintain employment.
• Tlingit & Haida requires a criminal background check be conducted on all employees. All employment
offers are conditional until federal criminal background check results verify your eligibility to work for
Tlingit & Haida.

POSITION DESCRIPTION

Help Desk Technician I

INFORMATION

Job Class:  Technician

Department: Tidal Network 

Type of Position: Non-Exempt

Location of Work: Remote

Salary Grade(s): 7

Hours of Work: M-F, 8:00 am – 4:30 pm

Employment Category: Regular, Full-Time

PURPOSE

The Help Desk Technician I will provide a professional, timely, and accurate diagnosis of the client’s issues. If the Help Desk Technician I is unable to resolve it, he/she will escalate the problem to a Help Desk Technician II in a timely manner and call the client back with a resolution. This position will need to demonstrate professional, respectful, and courteous communication.

REPORTING RELATIONSHIPS

Reports To: Tidal Network Coordinator

Supervises: N/A

Liaison To: Internal and external Customers

ESSENTIAL FUNCTIONS

• Provide introductory information to new customers
• Resolve product or service problems by clarifying the customer’s complaint
• Determine the cause of the problem, selecting, and explaining the best solution to solve the problem
• Expediting correction or adjustment, and following up to ensure resolution
• Assist customers in setting up and downloading home network app to iPhone or android
• Manage large amounts of incoming calls and/or emails
• Troubleshoot common issues with products or services, i.e., password resets, app updates, proper training on use of app
• Keep records of customer interactions, process customer accounts, and file documents
• Other duties as assigned

DECISION MAKING AUTHORITY

Spending Authority: N/A

Other Authority: N/A

NECESSARY SKILLS AND KNOWLEDGE

• Ability to multitask and work in a fast-paced, call center environment
• Great problem-solving aptitude
• Strong communication skills
• Ability to answer a high volume of calls and/or emails daily
• Effective time management, prioritization, and multitasking skills
• Maintain a positive, empathetic, and professional attitude
• Ability to organize and maintain confidential records
• Familiarity with Tlingit, Haida, and Tsimshian cultures

MINIMUM QUALIFICATIONS (education, experience, skills)

• High School diploma or GED
• 1 years' experience in a Help Desk environment

POSITION DESCRIPTION

Help Desk Technician II

INFORMATION

Job Class: Technician

Department: Tidal Network 

Type of Position: Non-Exempt

Location of Work: Remote

Salary Grade(s): 8

Hours of Work: M-F, 8:00 am – 4:30 pm

Employment Category: Regular, Full-Time

PURPOSE

The Help Desk Technician II will provide a professional, timely, and accurate diagnosis of the client’s issues. If the Help Desk Technician is unable to resolve it, he/she will escalate the problem to a Help Desk Technician III in a timely manner and call the client back with a resolution. This position will need to demonstrate professional, courteous, and respectful communication. This will be a leadership role that will train and work with the Help Desk Technician I.

REPORTING RELATIONSHIPS

Reports To: Tidal Network Coordinator

Supervises: N/A

Liaison To: Internal and external Customers

ESSENTIAL FUNCTIONS

• Provide introductory information to new customers
• Manage and maintain data of re-occurring calls to better understand where training can be best applied to customers
• Handle escalated calls from Help Desk Technician I in a timely manner
• Work with management on documentation of Help Desk manual
• Provide leadership and training to Help Desk Technician I
• Audit help desk tickets to ensure proper resolution and closure
• Resolve product or service problems by clarifying the customer’s complaint, determining the cause of the problem, selecting, and explaining the best solution to solve the problem, expediting correction or adjustment, and following up to ensure resolution
• Manage large amounts of incoming calls and/or emails
• Troubleshoot common issues with product or service
• Keep records of customer interactions, process customer accounts, and file documents
• Other duties as assigned

DECISION MAKING AUTHORITY

Spending Authority: N/A

Other Authority: N/A

NECESSARY SKILLS AND KNOWLEDGE

• Ability to multitask and work in a fast-paced, call center environment
• Great problem-solving aptitude
• Strong communication skills
• Ability to answer a high volume of calls and/or emails daily
• Effective time management, prioritization, and multitasking skills
• Maintain a positive, empathetic, and professional attitude
• Ability to organize and maintain confidential records
• Familiarity with Tlingit, Haida, and Tsimshian cultures

MINIMUM QUALIFICATIONS (education, experience, skills)

• Associates degree in IT field
• 3 years' experience in a Help Desk environment

Substitution for degree

• High school diploma or GED

and

• 5 years' experience in a Help Desk environment

UNUSUAL PHYSICAL REQUIREMENTS OR RESTRICTIONS

The majority of work is performed in a professional office setting and is generally sedentary, requiring routine walking, standing, bending, and carrying of items weighing less than 40 lbs.  Travel on small aircraft or ferry may be required.

CONDITIONS OF HIRE:

• All employment at Tlingit & Haida is “at will”. This means that the employee or Tlingit & Haida may terminate employment at any time and for any reason. Unless specified in writing, no term of employment is expressed or implied for this position.
• Tlingit & Haida is a no tolerance workplace. All regular employees may be required to pass a pre-employment and subsequent random drug and alcohol screening to be eligible for and maintain employment.
• Tlingit & Haida requires a criminal background check be conducted on all employees. All employment offers are conditional until federal criminal background check results verify your eligibility to work for Tlingit & Haida.

POSITION DESCRIPTION

Administrative Assistant I/II

INFORMATION

Job Class: Administrative Assistant

Department: Tidal Network

Type of Position: Non-Exempt

Location of Work: Remote

Covered Position: Yes

Salary Grade(s): 7/8

Prepared by: M. Bruce

Hours of Work: M-F, 8:00 am – 4:30 pm

Employment Category: Regular, Full-Time

Effective Date: 06.01.2022

PURPOSE

ADMINISTRATIVE ASSISTANT I

Under minimal direction, the Administrative Assistant will perform specialized complex work on a wide variety of clerical services which require independence, judgment, and initiative. Determines office needs in prioritizing and organizing work and the appropriate action to be taken. Has knowledge of the organization’s programs and policies, and understands the processes involved in various procedures.

ADMINISTRATIVE ASSISTANT II

Incumbent works as a part of the department level management team and in direct association with the Tidal Network Coordinator. The Administrative Assistant II is responsible for a wide variety of functions requiring advanced knowledge and skill in administrative processes. Knowledge of Microsoft Office, Adobe Pro, excellent communication skills, and ability to manage time resourcefully. Responsibilities normally involve areas such as budget development and maintenance, contract and grant administration, procurement of goods and services, and customer service.

REPORTING RELATIONSHIPS

Reports To: Tidal Network Coordinator

Supervises: N/A

Liaison To: Other departments and Vendors/Customers

ESSENTIAL FUNCTIONS

• Provide full range of reception duties such as answering phones, greeting the public, and transfer/refer to Tlingit & Haida programs
• Provide full range of clerical duties, such as processing incoming and outgoing mail, maintaining/ updating meetings in calander
• Serve as a resource person for the department and public by providing information requiring considerable interpretation, explanation of policies, and usually a general knowledge of all the department services. This may require considerable tact and discretion
• Update files, maintain a variety of paper and computer records, vacation schedules, attendance and timesheets, numerical logs, ledgers, and client files
• Provide complex word processing support with minimal direction
• Review complex applications or documents
• Perform complex data entry tasks for which there is a variety of formats and procedures and with general instructions for coding and entering data; check and correct entry for input errors
• Gather and compile statistical information and prepare regular and recurring reports to departmental grant This may involve researching files, contacting clients or vendors, or other outside sources
• Make travel arrangements as necessary
• Serve as the resource person for the department on common office software
• Develop/maintain database, spreadsheet, or word processing records and reports
• Process purchase orders, and charge expenditures to departmental accounts, assigning appropriate account coding base on the nature and purpose of the expenditure
• Monitor and maintain office supplies and materials
• Assist in scheduling and planning for meetings in other communities, provides information, creates and displays room signs as requested
• Prepare timesheets, check requests, and other necessary paperwork
• Maintain communication with all employees, sites, and vendors as necessary
• Other related duties as assigned

DECISION MAKING AUTHORITY

Spending Authority: N/A Other Authority: N/A

NECESSARY SKILLS AND KNOWLEDGE

• Considerable knowledge of correct business practices, correspondence, and typing formats, including English grammar, composition, spelling and punctuation
• Ability to speak, write, listen, and communicate effectively, meet and deal effectively with the general public, establish and maintain cooperative working relationships
• Extensive knowledge of computer software applications including MS word Excel, Outlook, Power Point, and Access or other database programs
• Knowledge of program rules and requirements
• Ability to perform basic arithmetic, such as fractions, decimals, and percentages
• Basic knowledge of accounting systems
• Ability to work independently and prioritize workload
• Ability to organize, plan and maintain confidential records
• Ability to compare data from a variety of sources for accuracy and completeness, identify discrepancies or inaccuracies and make corrections
• Project management and conflict resolution skills
• Ability to organize and plan record keeping and filing systems
• Ability to search, select, compile, and summarize data and information
• Ability to compare data for completeness, identify any discrepancies or inaccuracies and make the necessary corrections
• Familiarity with Tlingit, Haida, and Tsimshian cultures

MINIMUM QUALIFICATIONS (education, experience, skills)

ADMINISTRATIVE ASSISTANT I

• High School Diploma or GED
• 3 years of clerical experience
• Valid Driver’s License required for some departments

ADMINISTRATIVE ASSISTANT II

• High School Diploma or GED
• 5 years of clerical experience
• Valid Driver’s License required for some departments

PREFERRED QUALIFICATIONS (education, experience, skills)

• One year or more experience in the hiring department/program’s specialty area

UNUSUAL PHYSICAL REQUIREMENTS OR RESTRICTIONS

The majority of work is performed in a professional office setting and is generally sedentary, requiring routine walking, standing, bending, and carrying of items weighing less than 40 lbs.  Travel on small aircraft or ferry may be required.

CONDITIONS OF HIRE:

• All employment at Tlingit & Haida is “at will”. This means that the employee or Tlingit & Haida may terminate employment at any time and for any reason. Unless specified in writing, no term of employment is expressed or implied for this position.
• Tlingit & Haida is a no tolerance workplace. All regular employees may be required to pass a pre-employment and subsequent random drug and alcohol screening to be eligible for and maintain employment.
• Tlingit & Haida requires a criminal background check be conducted on all employees. All employment offers are conditional until federal criminal background check results verify your eligibility to work for Tlingit & Haida.