Administrative Assistant - Court Services

Job Summary:

The Court Services Administrative Assistant will provide high level support to the Court Services (CS) Director, Judicial Officers and Court Services (CS) Program Managers. This position will handle a wide range of executive support tasks with minimal supervision and must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting a small office of diverse people and programs. The ability to coordinate staff and respond to clients in a fast-paced environment, sometimes under pressure, with a high level of professionalism and confidentiality is crucial to this role. Expert level written and verbal communication skills, strong decision-making ability and attention to detail are equally important as this person will be positioned to identify policy gaps, department needs and coordinate work as a result. The Administrative Assistant provides back up to when the CS Director is out of the office.

Duties Include:

• Budget: Works closely with the Tribal accounting department, the CS Director and CS program staff to ensure that reimbursements and reports are submitted are timely submitted. Review budgets and spending patterns insuring that programs are spening according to Tribal and grant regulations. Assists CS Director with preparation and and review of yearly budgets, including inputing data into BI360, journal entries and participating in budget meetings. Reconciles the monthly Profit and Loss statements.
• Reporting: With the assistance of Program Managers collects data for the department to generate Tribal reports. Ensures that the statistical data for the department is tracked and entered in the Tribal database. Maintain, manage, and enter data to databases and spreadsheets and website updates.
• Planning: Assists the in planning staff training and staff meetings. Assists in the development of policies and procedures to provide better service to the PGST community. Assist the Department Director and Program Managers with Strategic Planning.
• Provide direct program support to the Director, Judicial Officers, Court Clerks and CS Program Managers and department staff with special projects and new program implementation.
• Supervise, coordinate, and review the work of office staff.
• Coordinate the work of keeping Court Services Department fully staffed.
• Provide coordination and scheduling for meetings, travel and associated logistical support.
• Manage and coordinate Program work groups and committees and all official records.
• Update and prioritize schedules and work plans as needed.
• Develop professional reports and presentations.
• Manage Director files, records and maintain an electronic records management system.
• Ensure effective communication between department staff and tribal members as well as outside agencies.
• Other Duties as Assigned.

Qualifications:

• Education/Experience: Associates Degree Required. Bachelors Degree preferred and at least three years of experience as Administrative Assistant required.
• Licensing/Certification: Valid Washington State drivers license.
• Personal Computer Skills: Advanced small business computer skills with at least 70 words per minute typing abilities, advanced word processing and spread sheet capabilities and familiarity with other software programs such as MS Word, MS Excel, Power Point, Access, email, calendar, and scheduling tools (MS Outlook, Google Calendar etc.).
• Preferred Skills: Accurate and well-organized record keeping abilities with five or more years experience supporting management at the executive level; Excellent calendar management skills, including the coordination of complex executive meetings; Experience assisting management with the creation of PowerPoint presentations; Strong knowledge of MS Office, including Word, Excel, PowerPoint and Outlook; and Experience planning and scheduling travel arrangements for management.
• Requirements:
• Must have advanced data entry skills.
• Must have a friendly and outgoing personality.
• Regularly required to use hands to finger, handle or feel and talk or hear.
• Frequently required to walk, sit, stand and reach with hands and arms.
• Occasionally required to lift and/or move up to 25 pounds.
• Vision requirements include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
• Must comply with the Tribes Substance Abuse and Personnel Policies.

Travel Requirements:

• Frequent local travel to Tribal offices and occasional regional and statewide travel as required.