Workforce Development Program - Program Assistant – Pierce County SiteSouth Puget Intertribal Planning Agency
Workforce Development Program - Program Assistant – Pierce County Site
Department: Program Services
Reports To: TANF County Services Coordinator
FLSA Classification: Non-Exempt
Wage Range: 7/8
Position Summary: The Workforce Development Program Assistant provides a high level of administrative support to the Workforce Development Program. This position works closely with the TANF County Services Coordinator to provide oversight and support for day-to-day operations in the absence of the TANF County Services Coordinator (TCSC). This position requires multi-tasking and timely completion of tasks in coordination and collaboration with the Workforce Development Program Manager (WDPM), TANF County Services Coordinator, and staff.
· Supervises and evaluates the performance of the Office Assistant, Transportation Specialists, and Activities and Events Support positions.
· Coaches, mentors, and resolves local staffing issues including conflict resolution in disputes.
· Provides oversite of daily office functions as directed by the TCSC.
· The Workforce Development Program Assistant will have delegated authority to act in the absence of the TCSC.
· Monitors program proposals, and assists with writing of and submitting amendments as needed with approval of the TCSC.
· Provides operational, administrative, and logistical support to the TCSC, WDPM, Office Assistant, Activities and Events Assistant, Transportation Specialists, and Case Aide/Office Assistant.
· Oversees and coordinates front office administration.
· Facilitates problem-solving on behalf of TCSC and WDPM.
· Prepares purchase orders and checks the status of requests as needed.
· Researches and organizes information assisting in logistical process improvements.
· Provides support on a wide range of complex, multi-disciplinary problems, which require short, intermediate, and long term company-wide planning and execution.
· Helps identify and implement transportation services for clients as needed.
· Establishes and maintains professional quality communications with TANF staff and outside agencies, businesses, and community partners.
· Identifies, locates, and tracks documents needed for support of TANF and the Workforce Development Program.
· Receives information and documents; ensures they are routed in a timely and accurate manner.
· Assists with the collection, preparation, distribution, and publication of various data; attends meetings and prepares minutes of proceedings when directed.
· Maintains and manages correspondence files, grant files, and performs tasks delegated by the WDPM and TCSC.
· Schedules meeting sites and appropriate amenities, gathers documents for various programs or site meetings taking place at the Tacoma office, and takes meeting minutes.
· Coordinates, prepares, and distributes meeting notices and meeting minutes.
· Assists in the operation of TANF and Workforce Development office equipment; trouble-shoots and resolves equipment problems.
· Handles administrative details not requiring the immediate attention of the WDPM and TCSC.
· Rotates between County Sites, and IPC as necessary due to program requirements.
· Other duties as assigned.
· B.A. and one year of experience in the described work area or A.A. and three years of progressive work experience in clerical and administrative support duties, or HS Diploma plus five years of relevant experience may substitute year for year for education.
· Demonstrated knowledge or understanding of rules and regulations governing tribal TANF programs or similar experience in other programs requiring rules and regulations that are set by a funder.
· Prefer at least one year experience working in a Native American community.
· Proven work record of innovation and problem solving in a collaborative setting.
· Excellent conflict resolution and interpersonal skills.
· Ability to work effectively and cooperatively with others in a culturally sensitive and professional manner.
· Demonstrated ability to communicate clearly and effectively verbally and in writing with all levels of staff, leadership, vendors, stakeholders, and most importantly with the Consortium Tribes that it is SPIPA’s mission to serve.
· Three years computer experience with Microsoft Office including Word, Excel, PowerPoint, Access, and desktop publishing programs.
· Excellent organizational skills.
· Resourceful and self-starter.
· Must possess a valid Washington State Driver’s License, or be able to obtain one within 30 days of hire, and proof of auto insurance.
Physical Abilities: Bending at the waist; sitting for extended periods of time; dexterity of hands and fingers to operate a computer keyboard; hearing and speaking to exchange information; seeing to read reports and data; occasionally lifting medium objects generally less than 25 pounds. Occasional travel to other SPIPA or Inter-Tribal TANF locations.
Salary/Fringe Benefits: Compensation for this position has a starting range of $21.03 - $23.30 per hour (based on a 37.5 hour week). Benefits include medical, dental, vision, life insurance, and agency contribution to a retirement program.
Confidentiality: This position will have knowledge of confidential personal information regarding others. The employee will be required to sign a Confidentiality Agreement and adhere to applicable standards.
Equal Opportunity: SPIPA is an equal opportunity employer. However, Native American preference applies in that we seek to hire qualified enrolled members of SPIPA consortium Tribes, federally recognized Tribes or Alaskan Natives. Minimum qualifications must be fully met for all applicants to be considered for employment.
Drug-free Workplace: SPIPA is committed to providing a drug-free workplace for its employees, volunteers and the communities it serves. This position requires successful completion of a pre-employment drug test.
To Apply: Complete a SPIPA Employment Application packet and send with cover letter and resume including three work related references to:
Dolly Garcia, Human Resources Manager
South Puget Intertribal Planning Agency
3104 SE Old Olympic Hwy
Shelton, WA 98584
SPIPA application is available online at http://www.spipa.org (“services” tab) or by calling
360.426.3990, or downloaded at: http://www.spipa.org
Open until filled but will start screening applications January 5, 2018.