Administrative Supervisor

South Puget Intertribal Planning Agency
Shelton, WA Full-time
Posted on February 5, 2020

JOB DESCRIPTION

Administrative Supervisor

 

Department:                         Administration

Reports To:                         Deputy Executive Director

FLSA Classification:          Non-exempt

Wage Range:                       7/8

 

Position Summary:  The Administrative Supervisor provides a high level of administrative support to the management and staff of South Puget Intertribal Planning Agency (SPIPA).  Coordinates general office, utilities, maintenance and custodial services support. This position requires multi-tasking and timely completion of tasks in coordination and collaboration with the Executive Team, administrative and program staff and vendors. Supervises two Client Service Representatives. This full-time position reservation near Shelton Washington.

 

Job Responsibilities:

  • Provides administrative support to the Executive staff for tasks delegated by Executive Director and Deputy Executive Director.
  • Provides administrative support to the SPIPA Board of Directors including coordination of resolutions, minutes, meetings and board packets.
  • Supervises, schedules and assigns work activities for Client Service Representatives, including tasks such as:
    • Coordinate clerical support for the agency Directors, Managers, Coordinators and Program Staff as requested.
    • Assist with the coordination of GSA vehicles located at the IPC.
    • Coordinates front desk coverage including filling in for Client Service Representatives when needed.
    • Coordinates efficient internal and external IPC mail and distribution and maintains IPC shipping/receiving records.
    • Coordinates operation, maintenance, repair, replacement and supplies for centralized office equipment.
    • Develops and maintains adequate inventory of office and hospitality supplies for IPC.
  • Assists with the development and execution of vendor contracts, providing coordination between fiscal, legal and Executive leadership.
  • Supervises custodial services related to the IPC, including being the primary contact for utilities, climate control, landscaping, recycling, pest control, vending machines, building/security grounds issues, hospitality supplies and emergency repairs.
  • Move and set up furniture and equipment for meetings and other events.
  • Perform routine comprehensive custodial and/or maintenance inspections of IPC facility and grounds and perform minor repairs as needed. This may include areas of HVAC, restrooms, and parking lot safety.
  • Performs other duties as assigned.

 

The Administrative Supervisor, as an employee of the South Puget Intertribal Planning Agency, is expected to collaborate, engage, and work closely with all SPIPA programs to fully support the agency’s Vision, Mission, and Core Values in accordance with all agency directives.

 

Minimum Qualifications:

  • 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.
  • Minimum of two years of recent supervisory experience including training, setting and measuring performance expectations, and evaluating subordinate staff.
  • Demonstrated knowledge or understanding of rules and regulations governing Tribal programs or similar experience in other programs requiring rules and regulations that are set by a funder.
  • Ability to react with appropriate urgency and confidentiality to situations and events that require quick response and effective action.
  • At least one year experience working in a Native American community preferred.
  • 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.
  • Proven record of maintaining confidentiality.
  • 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; lifting and moving medium to large objects weighing up to 50 pounds; occasional travel to other SPIPA or Intertribal locations.

 

Salary/Fringe Benefits: Compensation for this position has a starting range of $22.97 - $25.45 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. Native American preference applies in that we seek to hire qualified enrolled members of SPIPA consortium Tribes, federally recognized Tribes or Alaska 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 stating why you believe your qualifications make you the best fit for this position 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

dgarcia@spipa.org

 

SPIPA Employment application is available online at http://www.spipa.org under Agency & Job Opportunities or by calling (360) 426-3990

 

Application screening will begin, February 17, 2020.

Open until filled