Administrative Assistant

Job Code: 43-6014 

Salary: $16.10 - $26.48

Exempt: Non-Exempt, Full-Time, Permanent 

Department: Social Service Division

Location: ICWA Reports 

To: ICWA Program Manager

Telecommute: No 

Fleet: Yes

Mandated Reporter: Yes 

Background: PL 101-63

SUMMARY: Under the direction of the Indian Child Welfare Act Program Manager, the incumbent will provide support to the Program Manager while handling information requests, arranging meetings, conference calls, and other day-to-day functions for the Indian Child Welfare Act Program. In addition, the incumbent will also maintain minimal office procedures for the Department of Social Services.

ESSENTIAL DUTIES and RESPONSIBILITIES include the following:

• Answer phones, routing calls, answer general questions pertaining to the Indian Child Welfare Act Program and Department of Social Services.
• Perform routine clerical work including filing, word processing and maintaining the necessary forms within the office.
• Provide administrative and clerical support to the Program Manager and program staff as assigned.
• Develop and maintain structured filing system.
• Distribute ingoing and outgoing mail for the program.
• Order, receive and maintain supplies within the office.
• Assists in scheduling appointments, preparing correspondence, compiling information for proposals, preparing program reports, sending, and receiving documents.
• Handle all Enrollment Verification requests from all outside agencies. This includes regular contact with the Tribal Clerks Office and correspondence with requesting agencies.
• Go through all cases and make sure the files contain all the necessary information needed.
• Maintain calendars and communicate upcoming appointments, meetings, deadlines and scheduling changes to appropriate staff.
• Maintain excel program of client’s information and important dates
• Attend and participate in the ACCE Meetings and Events.
• Participate and help coordinate SSD Events
• Providing/assisting with monthly reports.
• Prepare and submit travel, client and vendor checks to the finance department accurately with required documentation.
• Assist with preparing purchase requests, invoices, receipts, reimbursements, and other financial documentation.
• Assist ICWA coordinator in purchasing items for clients when needed.
• Assist ICWA Coordinator in prevention strategies on a community level in the best interest in Mohawk children, youth, and family.
• Initiating ICWA Cases; obtain upcoming court dates, current case information and notifying the caseworker of ICWA’s involvement in the case.
• Any other responsibilities that may be requested by the ICWA Coordinator and the Social Services Division
• Maintain confidentiality of sensitive client, personnel, financial and program information.
• Will Promote SRMT in a positive manner at all times.

MANDATED REPORTER: Must become a mandated reporter prior to having contact with children in a job-related capacity and maintain that status throughout employment. This includes completing any necessary training and adhering to all reporting obligations as defined by applicable laws and tribal policies.

SUPERVISORY RESPONSIBILITIES: There are no supervisory responsibilities with this position.

QUALIFICATION REQUIREMENTS: 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, skills, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. Due to the sensitive nature of information and personal files maintained within Social Service Division, we must always maintain strict confidentiality.

EDUCATION and /or EXPERIENCE:

• Minimum a High School diploma or GED with a minimum of one (1) year of office or administrative support experience.

Preferred

• A two (2) year certificate/associate’s degree in related field AND
• One (1) year experience in a social service-related field.

OTHER SKILLS and/or ABILITIES: Strong communication skills, both oral and written; Ability to deal effectively with professional staff; Must have the ability to define problems, collect data, establish facts and draw valid conclusions; Shall have ability to quickly acquire or have working knowledge of grants and contracts; Must have skill to learn and apply federal and state statutes and regulations impacting the Programs of the Division.

REASONING ABILITY: Ability to express ideas and use logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.

Must be at least 18 years of age, have and maintain a valid driver’s license with a clean driver’s abstract in accordance with the Saint Regis Mohawk Tribe’s Fleet Policy.

The Saint Regis Mohawk Tribe strives to be an equal opportunity employer dedicated to the policy of nondiscrimination based on race, sex, marital status, sexual orientation, religion, national origin, age, physical disability, veteran status, or any other non-job-related factor.

The successful candidate must pass a drug test, background check, as well as a State Central Registry Clearance prior to employment being confirmed.