Administrative Support Supervisor-FA

at  Cook Inlet Tribal Council Inc

JOB DESCRIPTION

Job Title: Administrative Support Supervisor
Department: Financial Assistance Department (FAD)
Reports To: Administrative Support Manager
Supervises: Administrative Assistants I-IV
FLSA Status: Exempt
Pay Grade: E4
Job Type: Full-Time, Regular
AKBCU: Yes ICPA: Yes

PHYSICAL REQUIREMENTS:

• Primarily works in an office setting, with extended periods of time at a desk and on a computer.

DISCLAIMER

The information provided in this description has been designed to indicate the general nature and level of work performed by incumbents within this job. It is not designed to be interpreted as a comprehensive inventory of all duties, responsibilities, qualifications and working conditions required of employees assigned to this job. Management has sole discretion to add or modify duties of the job and to designate other functions as essential at any time. This job description is not an employment agreement or contract.

• Provide administrative and operational support to all programs within FAD.
• Assist with coordinating and organizing team activities and meetings as directed by the Administrative Support Manager.
• Compose, edit, type, and revise letters, legal documents, various reports, and other material.
• Provide participants with excellent customer service, treating them with dignity and respect, working from a position of Trauma informed practices. Address all complaints and grievances as it relates to direct reports according to policy.
• Learn and master CITC’s program services software myCITC and Apricot. Also learn and master the State of Alaka’s Eligibility Information System to support the team and participant services.
• Provide oversite and supervision to the administrative staff.
• Ensure the creation and adherence of a thorough orientation schedule and work plan for new staff.
• Create staff development and individual learning plans to ensure staff are gaining and maintaining necessary skills for increased performance.
• Compile reports and gather data as needed as assigned by the Director and Administrative Support Manager.
• Record meeting minutes for staff meetings.
• Ensure the timely completion of ordering, stocking, organization and cleanliness of FAD.
• Ensure the timely ordering of supplies and supportive services.
• Ensure regular reconciliation for orders, and ensure orders are expensed to the correct program budget.
• Track expenditures according to annual budget.
• Assist with coordinating program outreach with other FAD teams.
• Work with Human Resources in recruiting, interviewing, and hiring new staff.
• Conduct annual staff performance evaluations.
• Maintain active presence and availability for staff needs.
• Fulfill administrative responsibilities during staff vacancies.
• Work cohesively with other supervisors, managers and teams to ensure quality of service across the department.
• Maintain confidentiality according to regulations, policies, and procedures.
• Schedule, attend and participate in monthly staff meetings.
• Attend internal and external meetings.
• Maintain confidentiality according to regulations, policies, and procedures.
• Perform related duties as needed and assigned.
• Monitor and oversee staff progress of assigned tasks in Apricot, GoTo, Access, eligibility email, etc.[KC1]
• Work with the Admin Support Manager to create action plans that address front desk feedback noted during the Quarterly Continuous Quality Management meetings.[KC2]
• Conduct monthly and/or biweekly supervisions of direct reports.
• Ensure staff complete required annual and CARF trainings.
• Work with the Administrative Support Manger to provide coaching, performance improvement plans and/or disciplinary action