Executive Assistant Job at North Slope Borough in Barrow

Summary or Purpose Manages and coordinates the administrative functions for an assigned Department or division, in accordance with Borough and Department policies and procedures. Essential Duties And Responsibilities Updates and tracks a variety of electronic and paper files, records, reports, and related documents; maintains file integrity and confidentiality by monitoring and assuring compliance to Department policies and procedures; assures the accuracy of the electronic and paper filing systems. Supervises and coordinates staff and staff development; evaluates staff; monitors operations to identify and resolve problems relating to staffing and scheduling; reviews and processes payroll, payments and personnel action documents. Oversee day-to-day office activities; monitor document preparation for accuracy and completion; assist with staff training programs; assist with client services as necessary; coordinate and complete special projects as directed. Provide administrative and advanced secretarial support as needed. Collect information and compile data for reports as required. Enter information into computer tracking systems; schedule, prepare and proofread documents for distribution; assist in preparing grant applications and coordination of grant programs. Assist in the monitoring of the Department budget, review trends and report issues to be resolved. Manage office supplies inventory, order supplies and process invoices for payment. Compile and update statistical information, reports and related documents; attend meetings and take and transcribe meeting minutes. Coordinate and schedule travel arrangements, meetings and appointments as requested. Serve as a liaison between agencies, programs and departments; assist clients and residents as needed. Maintain absolute confidentiality of work-related issues, personnel records and Borough information. Perform other duties as assigned. Health Department Assist in production of bi-monthly newsletter. (Senior Program ONLY) Assist with the implementation of grants and state programs or contracts when necessary. (Senior Program ONLY) May be required to work a non-traditional work schedule to include evening, holidays and weekends and may be subject to 24 hour on-call status. Respect clients by recognizing their rights and maintaining confidentiality, including HIPAA requirements. Protect self, co-workers and consumers by following policies and procedures to prevent the spread of blood borne and/or airborne diseases. Knowledge, Skills And Abilities Knowledge of North Slope Borough policies and procedures. Knowledge of the principles of records management, fund accounting, and budgeting. Skill in reviewing and correcting mathematical calculations and technical documents. Skill in supervision, coordinating staff, and delegating tasks. Does not apply to Children and Youth Services. Skill in drafting and completing accurate reports, technical documents and correspondence. Skill in using personal computers and a variety of software applications. Planning/IHLC Only Ability to speak and read the Inupiaq language fluently. Education, Experience, Certifications And Licenses Required High school graduate or G.E.D/or, a combination of 12 years of education and work related experience. Four years of office management, advanced secretarial and supervisory work experience; Does not apply to Children and Youth Services. Three years of work experience with a PC utilizing common software applications. Health Department Applicant must pass a criminal history background check conducted by the State of Alaska Background Check Unit and documentation that the individual is free from active pulmonary tuberculosis. THE NORTH SLOPE BOROUGH IS AN ALCOHOL AND DRUG FREE WORKPLACE. This Job Description reflects North Slope Borough's best effort to describe the essential functions and qualifications of the job described. It is not an exhaustive statement of all the duties, responsibilities or qualifications of the job. This document is not intended to exclude an opportunity for modifications consistent with providing reasonable accommodation. This is not intended to be a contract. The North Slope Borough offers the following benefit packages to all permanent full time and permanent part time employees who work at least 15 hours a week. Health care is provided at no cost to the employee (no premiums). Our Health Care package covers major medical, preventive care, vision, dental and prescription drug benefits. Benefits Do Not Apply To Temporary Employees. 01 The information provided in your application must support your selected answers in the supplemental questions. The information you provide will be verified and documentation may be required. Please be as honest and accurate as possible. You may be asked to demonstrate your knowledge and skills in a work sample or during an interview. By completing this supplemental questionnaire you are attesting that the information you have provided is accurate. Any misstatements, omissions, or falsification of information may eliminate you from consideration or result in dismissal. "See resume" is not an acceptable answer to the questions. Yes, I understand and agree No, I do not agree 02 This position is NON-Rotational. Housing is NOT provided. Therefore, due to extreme weather conditions in the arctic and for your safety, housing accommodations must be located and pre-arranged by the applicant prior to the start of employment. The applicant must pay for housing; it is not provided by the NSB. Please note: The Borough is currently experiencing a housing shortage. Due to the remote setting, applicants are urged to consider this factor prior to submitting an application. Do you certify that you understand the above information? Yes No 03 Which best describes your level of education? Some high school High school diploma or GED Some college Associate's degree Bachelor's degree Master's degree Doctorate 04 How many years of office management, and supervisory work experience do you have? No experience Less than 2 years 2 years to less than 3 years 3 years to less than 4 years 4 years to less than 5 years 5 years or more 05 If you do have at least four years of office management and supervisory work experience, describe how you meet the qualification and list the position you held, company and dates of employment, and number of employees supervised. 06 How many years of advanced secretarial work experience do you have? No experience Less than 2 years 2 years to less than 3 years 3 years to less than 4 years 4 years to less than 5 years 5 years or more 07 If you do have at least four years of advanced secretarial work experience, describe how you meet this qualification, and list the position you held, company and dates of employment where you gained the work experience. 08 How many years of PC experience using common software application do you have? No experience Less than 2 years 2 years to less than 3 years 3 years to less than 4 years 4 years to less than 5 years 5 years or more 09 If you do have at least three years of work experience with a PC utilizing common software applications, describe how you meet the qualification and list the position(s) you held, company, and dates of employment where you gained the experience. 10 To comply with the Borough's nepotism law (NSBMC Sec. 2.20.170 and 2.20.290), the North Slope Borough must collect the following information. Are you related by blood or marriage to the Department Director or Immediate Supervisor for this position? Yes No 11 If "Yes", please check boxes below that apply: Father Father-in-Law Step-Father Mother Mother-in-Law Step-Mother Brother Brother-in-Law Step-Brother Sister Sister-in-Law Step-Sister Son Son-in-Law Step-Son Daughter Daughter-in-Law Step-Daughter Wife Husband 12 Do you currently live in the same residence as the Department Director or Immediate Supervisor of this position? Yes No 13 If you checked "Yes", please check the appropriate boxes below: I am currently living in the same residence as the: Department Director Immediate Supervisor Required Question Seniority level Mid-Senior level Employment type Full-time Job function Administrative Industries Government Administration Instructor/Assistant Professor of Information Technology and Office Management Executive Assistant to the Dean of Administration We’re unlocking community knowledge in a new way. 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