Administrative and Program Support Assistant – Kitsap

SOUTH PUGET INTERTRIBAL PLANNING AGENCY; Silverdale (WA); On-site; USD 60,000 - 67,000; Full time

Job summary

South Puget Intertribal Planning Agency (SPIPA) in Silverdale, WA, is seeking an Administrative and Program Support Assistant to provide comprehensive administrative and programmatic support to the Workforce Development Program. The role involves processing documents, coordinating meetings, and supporting staff with customer- and client-centered services.

Based at the Kitsap County WFD office in Silverdale, the position requires multi-tasking and timely completion of tasks in collaboration with

Qualifications

• Administrative and programmatic support experience.
• Strong organizational and data management skills.
• Customer-service oriented with good communication.

Responsibilities

• Provide administrative, operational, and logistic support for the Workforce Development Program at the county offices.
• Prepare, process, monitor, and track documents such as purchase requisitions and vouchers, ensuring compliance.
• Coordinate logistics for internal and off-site meetings, trainings, and outreach events.
• Draft and edit documents, forms, and outreach materials; update databases and client files.
• Schedule meeting sites and arrange amenities for Tacoma and Bremerton offices.
• Answer phones, route messages, and assist with mail and package distribution.
• Maintain inventory of office and hospitality supplies and coordinate facilities and custodial services.

Job description

Administrative and Program Support Assistant - Kitsap

Department: Workforce Development Program

Reports To: County Services Coordinator

FLSA Classification: Non-exempt

Wage Range: 7/8 $29.08 - $32.05 per hour DOQ

Location: In-Office - Silverdale, WA

Summary

The Administrative and Program Support Assistant provides a high level of administrative and programmatic support to the Workforce Development Program, processing a wide variety of assignments to assist staff in providing positive customer- and client-centered services and outcomes.

The location for this position will beat the Kitsap County WFD office Silverdale, WA. This position requires multi-tasking and timely completion of tasks in coordination and collaboration with the County Services Coordinator, Workforce Development Program Manager, administrative and program staff, and vendors. Therefore, it requires an energetic and customer service-oriented individual wanting to provide the best service when working with people at all levels of the Agency.

In this position you can expect work that is challenging and different every day; enough tasks that you will never run out of work to do; and opportunities for growth and development. SPIPA strives to ensure a cooperative and supportive environment for staff and clients. We value accuracy, efficiency, and our team members being respectful, engaged, and kind.

Essential Duties And Responsibilities

• Provide administrative, operational, and logistic support for the Workforce Development Program at the county offices
• Prepare, process, monitor, and track to conclusion documents such as purchase requisitions, purchase orders, vouchers, reports or similar. Follow established policies and procedures to ensure compliance and allowability of expenditures
• Assist with programmatic activities, outreach, and reporting. Draft and edit documents, forms and outreach materials, update databases and client files.
• Coordinate logistics (e.g., identify locations, coordinate activities and supplies) for internal and off-site meetings, trainings, and outreach events as directed by the County Services Coordinator.
• Demonstrate a commitment to teamwork through relationship building and collaboration. Support employees and customers by being a hub of information
• Identify and research problems or issues and expedite solutions to ensure smooth, continuous workflow.
• Assist with the collection, preparation, distribution, and publication of various data; attend meetings and prepare minutes of proceedings when directed
• Schedule meeting sites, gather appropriate amenities, arrange furniture, prepare documents for various meetings and events taking place at the Tacoma and Bremerton offices
• Deliver productivity through the efficient use of time, resources, and a commitment to strong results
• Coordinate operation, maintenance, repair, replacement, and supplies for centralized office equipment
• Develop and maintain adequate inventory of office and hospitality supplies
• Receive clients and guests in a polite, friendly, and helpful manner that responds to inquiries regarding SPIPA services
• Answer telephones and route callers or messages in a responsive, timely and accurate manner
• Coordinate efficient internal and external mail and package distribution and maintain shipping/receiving records
• Coordinate facilities and custodial services for the county offices, including but not limited to, being the primary contact for vendors and property management companies.
• Perform routine comprehensive facilities, custodial, and maintenance inspections of the office to document and coordinate work orders with the property management companies at the Tacoma and Bremerton offices.
• Handle administrative details not requiring the immediate attention of the County Services Coordinator.
• Assist with special projects and perform other duties as assigned.

The Administrative and Program Support Assistant, as an employee of SPIPA, is expected to collaborate, engage, and work closely with all departments to fully support the Vision, Mission, and Core Values in