ALASKA NATIVE JUSTICE CENTER

JOB DESCRIPTION

Job Title: Administrative Supervisor

Department: Alaska Native Justice Center (ANJC)

Reports To:  Education and Outreach Manager

Supervises: Administrative Assistant I/II/III

FLSA Status: Exempt

Pay Grade: E4

Job Type: Full-Time, Regular

AKBCU: No ICPA: No

General Function: The Administrative Supervisor shall provide high level administrative support to ANJC as well as supervise and oversee the administrative staff.

Duties and responsibilities:

• Ensure high level administrative support from the Admin Team is provided to ANJC Leadership and staff.
• Oversee and coordinate activities such as schedule meetings, travel, conferences, and any other activities, as directed by ANJC leadership. 
• Oversee day to day administrative tasks and front desk operations. 
• Assist with Intake for potential ANJC participants and help train administrative staff on related tasks.
• Supervise all assigned administrative staff, including recruitment, hiring, performance management, development, and general oversite to complete job responsibilities. Conduct yearly staff performance evaluations. 
• Fulfill responsibilities during staff vacancies. 
• Complete finance projects for ANJC to include check requests, assist with coding, preparing all travel needs, credit card reconciliations, and other finance projects as assigned.
• Set up and maintain grants binders, contracts binders, budget/invoice and bill processing binders, audit binders, and all other filing needs for ANJC. 
• Assist with ANJC inventory control to include the ordering, stocking, and overall organization of ANJC.
• Attend external meetings and assist ANJC with outreach.
• Ensure that all key contact lists kept current and maintained.
• Work closely with staff and community partners to develop, maintain and report goals, and to collect data from community partners.
• Provide referrals and access to resources and other appropriate agencies that address the participants/victims needs and goals.
• Maintain ANJC database and complete data entry in a timely manner.
• Coordinate with leadership team to monitor grant required information and strategic planning processes.
• Prepare, provide and distribute timely and accurate written reports as requested.
• Acts as a resource, mentor, and trainer for all new employees to the department. 
• Orients new staff to the department, ANJC systems, and processes.
• Provides training and education to other employees as needed.
• Answers questions according to standard procedures and best practices.
• Perform other duties as needed and assigned.

Job Specifications: 

• Excellent verbal and written communication skills, to include the following: ability to write reports, correspondence, other documents as needed for grant reporting, and the ability to effectively present information to groups and community partners.
• Excellent interpersonal skills combined with the ability to work with diverse groups of people with varying needs.
• Ability to lead a team and organize duties and schedules.
• Excellent organizational and problem-solving skills.
• Ability to make decisions and exercise good judgment.
• Must be proficient at Microsoft, especially Word, Excel and Access.
• Demonstrated ability to coordinate multiple tasks and prioritize workload.
• Demonstrated knowledge and understanding of the social, health, educational, training, and cultural needs of the Alaska Native and American Indian community.
• Knowledge of general accounting practices.

Minimum Core Competencies: CITC Values, Respectful Leadership, Professionalism, Emotional Intelligence, Problem Solving/Critical Thinking, Communication Skills.

Minimum Qualifications:

• Associates degree or Vocational Education in Business Management, Business Administration, Office Management, or a related field. Relevant experience may substitute for educational requirement on a year-for-year basis.
• Two years of progressive experience in a professional office setting; or any combination of training and experience that provides the necessary skills, knowledge and abilities.
• Two years of supervisory, management, or demonstrated leadership. 
• Notary Public or become Notary Public within six months of hire.
• Valid Alaska driver’s license and insurable under CITC’s automotive insurance, which requires a driver to be at least 21 years of age and have had a driver’s license for at least three years. 
• Local, state, national and rural Alaska village travel may be required for this position. 
• Continued employment is contingent upon a report from a state and federal background check.

Preferred Qualifications:

• Bachelor’s degree in related field.
• Two (2) years’ experience working in the justice field. 
• Strong understanding of the dynamics and impact of domestic violence, sexual assault, and human trafficking.

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.

JC 2/12/24