The Administrative Assistant is a year-round position with variable hours seasonally. This position provides administrative support to the Tourism and Transportation Departments of Sitka Tribal Enterprises, providing the highest level of professionalism while maintaining the cultural values of the Native community of Sitka. The Administrative Assistant is responsible for supporting an office operation and setting a positive and professional tone for the Tourism and Transportation Departments, "the RIDE," Tribal Transportation Program, and the Sitka Tribe of Alaska (STA). This position is essential for keeping the day-to-day functioning of the STEs Tourism and Transportation Departments running smoothly. The Administrative Assistant must maintain a professional and neat appearance in the office and in the public while representing STE. The employee must be available to work evenings, weekends, and certain holidays as required. This position requires the employee to be physically in Sitka and able to work May through October apart from reasonable pre-approved leave.
ESSENTIAL DUTIES AND RESPONSIBILITIES
A.Supervision and Authority
This position reports to the Tourism and Public Transit Manager and does not supervise any positions.
B.General Duties
Scheduling: Scheduling appointments, meetings, and conferences
Communication: Answering phones, taking messages, and transferring calls
Document preparation: Preparing reports, invoices, memos, and other documents
Database management: Maintaining databases, collecting information, and filing systems
Office organization: Organizing and managing the office
Assist with administrative Tribal Tours and Transportation Department projects and event
C. Dispatch, Clerical and Operational Assistance
Monitor and operate two-way radio to support and assist bus drivers and transportation staff during the hours of operation for the RIDE
Attend to drivers needs being called out over the radio, including communications with law enforcement, calling for emergency services, and alerting management when necessary
Answer both in-person and telephone inquiries pleasantly and professionally; respond to inquiries in an appropriate/timely manner to provide public transit, fixed-route, and service information
Greet customers pleasantly and professionally, conduct basic screening for the purpose of referring to appropriate Public Transit and Tribal Tourism Program Projects
Process mail delivery and incoming mail for STE
Accurately enter data to provide monthly reporting to fulfill contracts
Work with administrative staff to maintain and order office supplies
Keep entry, reception, lobby, and conference table - including window areas - neat and clutter free
Help maintain form files
Maintain STE calendars of events as necessary, including, but not limited to, the tour ship calendar, Dance/Performance Calendar, and STE Staff Leave Calendar
Assist in daily set-up for tours
Other duties as assigned
D. Cash and Credit Card Handling
Receive, record, and place daily revenue in designated safe location
Count and accurately record daily box revenue from "the RIDE"
Count and accurately record daily sales revenue from Tribal Tours (cash and credit card sales)
Assist in the verification of reconciled cash banks for STE
E. Meetings, STA Reporting and Professional Conduct
Keep Supervisor updated on assigned projects
Attend, take notes, and participate in Bus Driver Safety meetings, and meetings requested by Supervisor
Participate in STA all-staff events (which may occur after hours or on weekends) including but not limited to the Annual Picnic, Annual Meeting, Annual Native American Heritage Month, Children's Christmas Party, and other all-staff events 3
Assist in preparing data for monthly and annual reports and any other items assigned for reporting
Respond to questions, concerns, complaints, comments, constructive advice, and compliments of "the RIDE", Tribal Transportation Program, and Tribal Tours, in a professional, courteous, and timely manner
Keep a neat, clean, and professional appearance
Represent the Sitka Tribe of Alaska and maintain positive relations with other Tribal, State, Federal, and local governments, public agencies, Tribal Citizens, the public, and the media
Treat STA Council, staff, Tribal Citizens, and the public in a respectful manner
Perform other duties as assigned
Minimum Qualifications
A. Education
High School diploma or GED and one year of office experience
B. Experience/License and Certifications
Valid Alaska Drivers License or ability to obtain one within 60 days of hire
Previous cash-handling experience in other employment positions
C. Knowledge, Skills, and Abilities
Excellent customer service skills
Intermediate level of computer skills (must have the ability to create draft professional documents using Microsoft Word and Microsoft Publisher for review by supervisor)
Ability to communicate clearly, both verbally and in writing, to customers and co-workers in a professional manner
Ability to maintain composure and professionalism in high-pressure situations
Ability to multitask in a fast-paced office environment and be self-motivated
Must be a detail-oriented individual
In previous employment, demonstrated ability to be a reliable worker (show up on time and consistent with the required work schedule)
Knowledge of Sitka, Tlingit Culture, and Sitka Tribe of Alaska (preferred)
D. Criminal Background Check
This position requires full compliance with the STA Criminal Background Check ordinance. All candidates for this position must consent to a criminal history record check, submit fingerprints, and submit a separate application for suitability. No individual may fill this position:
Who has been convicted of any crime involving a sexual offense;
Who has been found guilty of or pled guilty or no contest to, two misdemeanors or one felony crime involving any crimes of violence, crimes against persons, offenses committed against children, sexual assault, molestation, exploitation, contact, or prostitution;
Whose past conduct creates an immediate or long-term risk for any Indian child or raises questions about an individuals trustworthiness; or
Who is currently subject to a restraining order issued after a hearing which restrains the individual from harassing, stalking, or threatening an intimate partner or child.
Who has ever been convicted or plead no contest to two misdemeanors or one felony crime involving theft or dishonesty.
The individual who holds this position is requi
