GELC Admin Assistant

The Puyallup Tribe of Indians is committed to protecting and exercising the inherent inalienable sovereign rights of the Tribe and Individuals in the interest of the Medicine Creek Treat Territories, as stewards to ensure preservation of our cultural and environmental integrity for common good and prosperity for all.

Open: September 19, 2024

Close: October 21, 2024

Job Title: Administrative Assistant

Department: GELC

Reports To: Director

Hours: 40 Hrs/Wk - Full Time

Salary: Based on Salary Matrix+Benefits

Requisition: 659

*Salaries are market competitive. For accurate salary information, call (253)573-7863 or email jobs@puyalluptribe-nsn.gov. The Puyallup Tribe of Indians provides a generous benefits package that includes employer paid medical, dental, vision, life insurance, a retirement/401(k) plan with profit sharing, paid holidays, and paid time off including birthday leave.

Position Summary:

Assists Administrative Team with the complex and confidential administrative work for the Grandview Early Learning Center. Assists with schedules, flyers, announcements and disseminates information and helps explain CCDF requirements and policies & procedures through personal and telephone contacts.

Essential Duties and Responsibilities

1. Greets parents/guardians and has them sign their child in through computerized attendance program.
2. Greets and directs visitors and guests.
3. Screens and routes incoming telephone calls to classrooms and administration.
4. Assists in scheduling staff meetings for Classroom staff and Administrative Team. Takes notes during all meetings and disseminates to appropriate parties.
5. Composes routine correspondence and memos.
6. Types weekly schedule at the direction of the Administrative Team.
7. Composes and posts flyers to notify families of holiday closures.
8. Responsible for making necessary photocopies and sending facsimiles accurately and in a timely manner.
9. Picks up and delivers mail and other office information at the Administration Building.
10. Sets up and maintains accurate attendance files using computerized software and runs all necessary reports for CCDF child count requirements.
11. Assists in the delivery of classroom/office supplies received through the purchase order system.
12. Prepares all purchase orders for office supplies and keeps cabinet stocked.
13. Copies all application packets: Grandview, Subsidized and PTP and has them available for public in lobby.
14. Assists in maintaining office records, employee and children's files.
15. Provides back-up to Administrative Team as needed.
16. Required to work schedule assigned by supervisor (opening, closing, split shift etc.) as needed.
17. Performs other duties as assigned.

Qualifications and 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, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

Associates Degree or two years of previous administrative support is required; or a satisfactory equivalent combination of education and experience. Intermediate skills in Microsoft Word, Access and Excel required. Must be able to type 35 words per minute accurately. Must have intermediate computer knowledge and able to set up and implement new attendance software program.

Language Skills

Employee must demonstrate the ability to interact tactfully and positively with parents/guardians, Tribal members, all levels of staff and management. Ability to maintain a high level of confidentiality. Ability to read, analyze and interpret common professional journals, financial reports, and legal documents. Ability to respond to common inquiries or complaints from staff and regulatory agencies. Ability to write reports and business correspondence. Ability to effectively present information and respond to questions. Ability to effectively present information to management, employees and groups of people.

Mathematical Skills

Ability to work with mathematical concepts such as probability and statistical inference, and fundamentals of plane and solid geometry and trigonometry. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

Reasoning Ability

Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

Other Skills and Abilities

Knowledge of administrative procedures required; knowledge of accounting procedures preferred;

Knowledge of CCDF program requirements and GELC policies and procedures preferred.

Must have and maintain a valid driver's license and proof of automobile insurance.

Must be able to pass a background check prior to and periodically throughout employment.

Must maintain strict confidentiality at all times.

Must pass TB Testing and have and maintain CPR/1st Aid Certification.

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.

• Requires the ability to operate a personal computer, multi-line telephone, calculator, facsimile and photocopier.
• Requires the ability to read, write, communicate, and interpret information accurately in English.
• While performing the duties of this job, the employee is frequently required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear.
• The employee occasionally is required to stand and walk.
• The employee must occasionally lift and/or move up to 20 pounds.
• Specific vision abilities required by this job include close vision, color vision and ability to adjust focus.

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 noise level is loud.
• The physical exertion is low to moderate.
• Work is performed in an office setting.
• Position may be stressful at times due to confidential issues being addressed.

The Puyallup Tribe of Indians reserves the right to revise or change job duties and responsibilities as the need arises. This position description does not constitute a written or implied contract of employment.

Indian Preference Employer as Required by Law

Online Application Tips:

1. If you are using a PC, use Chrome. If you are using a MAC, use Safari.

2. Upload additional documents (resume, cover letter, letters of recommendation, proof of Indian blood, etc.) to the resume tab as one (1) PDF file or email documents to jobs@puyalluptribe-nsn.gov and we can add them to your online application. Please send in copies of any degrees or certificates that you have been awarded.

3. Indian Hiring Preference - send in the appropriate documentation for the category you select. If you have any questions about the hiring preference policy or what document to send in, email us at jobs@puyalluptribe-nsn.gov or call (253) 573-7863.

4. Provide 3+ references (we cannot obtain references from direct family members - mother, father, grandparents, sisters, brothers, or children and this includes in laws). One reference must be your most recent supervisor. We prefer the rest of your references to include co-workers, subordinates, or other supervisors, but we can accept a personal reference from someone who is familiar with your work ethic, habits, and attendance. You can send in letters of recommendation to jobs@puyalluptribe-nsn.gov

5. To add more employment, education, references, etc., click on the small + sign at the top right corner of the page.

6. When entering salaries, only use numbers. Do not use any other characters (such as , . or $)

7. After you submit your application, you will receive an email confirmation. If you do not receive an email, please call the office to confirm submission.

*Please do not wear perfumes, colognes, or strong scents to your interview. Some employees are allergic.

If you have any questions about the positions or the online application, please call (253) 573-7863

or email jobs@puyalluptribe-nsn.gov.

3009 E. Portland Ave., Tacoma, WA 98404

Native American preference applies and job placements are given on a competitive basis, using job related factors. Because of the large number of applications received and limited job positions, your application will not guarantee employment.