Administrative Assistant II

Overview

SUMMARY:
The Administrative Assistant II will work within the Department of Pechanga Child and Family Services (”PCFS”) to provide office support and clerical duties for the Child & Family Services Director, Social Services Case Manager and the Clinical Substance Abuse Social Worker. Maintain confidentiality of cases and documents of the department.

ESSENTIAL FUNCTIONS, DUTIES AND RESPONSIBILITIES:
• Provide general office, administrative and clerical support to the PCFS department.
• Operate office equipment and complete general office work including filing, photocopying and faxing.
• Answer and route phone calls while providing excellent customer service to internal and external individuals,
• Design, revise, and edit department forms.
• Create and update records within the Social Services database.
• Maintain records, including paper files, electronic files and archiving.
• Draft, send, receive and distribute correspondence, memos, letters and reports as necessary.
• Follow-up with PCFS clients, as directed by the PCFS Director, Social Services Case Manager, or Clinical Substance Abuse Social Worker to confirm and schedule appointments related to individual case plans.
• Contact PCFS client service providers to request evidence of service engagement as directed by the PCFS Director, Social Services Case Manager, or Clinical Substance Abuse Social Worker.
• Exercise discretion and professionalism when relating to sensitive internal and external matters.
• Monitor and maintain inventory of program supplies and materials; purchase office supplies and materials.
• Prepare and process department mailings as needed.
• Prepare travel and training requests; confirm travel arrangements for conferences and business trips; compile expense reports and prepare post travel memoranda for Director.
• Organize visitation schedule for child/parent visits.
• Supervise visitation when a monitor is unavailable.
• Arrange drug testing for parents.
• Responsible for Rehabilitation Grant documents; ensuring tribal members signatures, submission of documents to finance department, payments to rehabilitation centers.
• Completes Quarterly reports for BIA/ICWA.
• Maintains logs of child abuse and neglect referrals, tribal court cases, ICWA notifications.
• Prepare formal in writing request for confidential records from outside entities such as Law Enforcement and County and State Child Welfare Agencies.
• Attend zoom meetings for community partners.
• Provide back-up support duties for mailroom and receptionist.
• Cooperate with co-workers to maintain a friendly environment and proper interaction within the office.
• Must adhere to all policies and procedures of the Pechanga Tribal Government.

QUALIFICATIONS, EDUCATION & EXPERIENCE:
• An AA degree or a combination of education and related work experience required.
• A minimum of 3-5 years of related experience in an administrative support position OR experience in supporting medium-size governmental office, or other comparable executive office, required.
• Certified as a supervision monitor required.
• Advanced computer skills, including proficiency with Microsoft Office to include Word, Excel, Outlook, PowerPoint, Publisher and Adobe applications required.
• Experience handling confidential and/or sensitive information.
• Must always maintain a professional demeanor.
• Must be willing to sign a confidentiality agreement.
• This position must comply with the Pechanga Tribal Government’s Drug-Free Workplace Policy. This includes: pre-employment testing, post-accident or injury, and random testing.
• Must successfully pass a pre-employment background investigation.

BENEFITS:
The Pechanga Band offers a comprehensive and competitive benefit package for all full-time employees. Benefits include the following:
• Paid Time Off – Vacation, Sick and Holiday pay
• Retirement – 401(k) retirement plan with a generous employer match
• Health & Wellness Coverage – Medical, dental and vision coverage
• Life and Long Term Disability – $25,000 employer paid life and Long Term Disability
• Flexible Spending Accounts – Healthcare and Dependent care reimbursement accounts
• Supplemental Life and Accidental Death and Dismemberment (AD&D) Insurance
• Supplemental Coverage – Disability, Accident, Cancer, Life, and Hospital Confinement
• Legal Shield and Identity Shield
• Pet Insurance
• Education Reimbursement Opportunities – For pre-approved specific, job related education
• Employee Assistance Program (EAP) – Face-to-face counseling, Legal assistance, Financial assistance, ID recovery, Tobacco cessation, Dependent care and Daily living resources, and Crisis consultation

Tagged as: family services, social services