PROGRAM ASSISTANT; CHILDREN’S SERVICE DIVISION

Bristol Bay Native Association; Dillingham (AK); On-site; USD 35,000 - 38,000; Full time

Job summary

Bristol Bay Native Association invites applications for a Program Assistant in the Children's Services Division in Dillingham, AK. The role provides administrative, referral, outreach, and logistical support for ICWA, family-stability, and foster-retention work under the Division Manager.

Requirements include a high school diploma and 2+ years of related experience; Alaska driver’s license and ability to lift up to 50 pounds are needed. Starting wage ranges reflect BBNA’s compensation structure.

Qualifications

• High school diploma or equivalent required.
• Two or more years of secretarial or office-support experience.
• Preference for records, minutes, data entry, outreach, and family-service familiarity.
• Knowledge of Bristol Bay region and cultures preferred.

Responsibilities

• Provide administrative and reception support for Children's Services staff.
• Maintain accurate paper and electronic records with confidentiality.
• Enter data, prepare correspondence, and assemble meeting packets.
• Assist with caregiver licensing coordination and outreach recruitment.
• Coordinate scheduling, travel, and meeting logistics.
• Support ICWA compliance calls and staff/community meetings.
• Follow mandatory reporting protocols and privacy requirements.

Skills

Strong organization

Customer service

Written and verbal communication

Confidentiality

Attention to detail

Multitasking

Team collaboration

Education

High school diploma or equivalent

Tools

Microsoft Word

Excel

Outlook

Teams

Casebook

Family Services databases

Job description

POSITION TITLE: PROGRAM ASSISTANT; CHILDREN'S SERVICE DIVISION

DEPARTMENT: FAMILY SERVICES

OBJECTIVE: Provide culturally responsive administrative, referral, outreach, and logistical support for the Children's Services Division's Indian Child Welfare Act (ICWA), family-stability, and foster-retention work. Under the supervision of the Children's Services Division Manager, the Program Assistant supports consistent communication, accurate records, caregiver recruitment and licensing coordination, family-resource activities, and connections to Tribal and community services that help children remain safe, stable, and culturally connected.

QUALIFICATIONS: REGULATORY REQUIREMENTS - Candidates must meet Alaska Barrier Crimes eligibility requirements as a prerequisite to hiring and continued employment. A background check, including fingerprints, is required.

EDUCATION & EXPERIENCE - High school diploma or equivalent and two or more years of secretarial, office-management, program-support, human-services, or related experience. Preferred qualifications include experience with records, meeting minutes, data entry, community outreach, foster-care or family-service programs, and familiarity with the Bristol Bay region, its people, and cultures. Progressive work experience may substitute for education at BBNA's discretion.

SKILLS & ABILITIES - Strong organization, customer service, written and verbal communication, confidentiality, and attention to detail. Ability to work respectfully with children, parents, relatives, foster caregivers, Tribal partners, service providers, and government agencies; manage multiple priorities with limited supervision; and learn ICWA, mandatory-reporting, foster-care licensing, and Children's Services procedures.

TECHNICAL PROFICIENCY - Microsoft Word, Excel, Outlook, Teams, keyboarding, Keyboarding and data entry, and ability to learn and utilize Casebook and Family Services databases.

OTHER REQUIREMENTS - Alaska driver's license and insurability under company policy. Ability to lift up to 50 pounds.

JOB RESULTS:

Provide administrative, reception, and program support for Children's Services staff by

• Serving as a welcoming point of contact for Children's Services, ICWA, family-stability, and foster-retention program support requests.
• Directing children, parents, relatives, foster caregivers, Tribal representatives, and service providers to appropriate staff and resources without independently providing case-management decisions.
• Maintaining secure, accurate paper and electronic records, provider files, contact lists, referral logs, forms, and program data in accordance with confidentiality and records-retention requirements.
• Entering data, preparing routine correspondence, copying and distributing documents, assembling meeting and court-support packets, and tracking deadlines at staff direction.
• Assisting with outreach to identify and recruit Native foster, relative, and resource families and maintaining current lists of prospective and emergency placement providers.
• Supporting prospective and approved caregivers with licensing paperwork, fingerprint scheduling, home-inspection coordination, required training registration, document collection, and file maintenance.
• Ordering, inventorying, and distributing approved foster-home safety and support supplies, including fire extinguishers, first-aid kits, carbon-monoxide detectors, smoke detectors, and other licensing-related items.
• Assisting staff with relative-search documentation and outreach by organizing contact information, correspondence, responses, and follow-up records.
• Helping families and caregivers complete applications and gather documents for housing, public assistance, Medicaid, food, childcare, General Assistance, and other Tribal or community-based supports.
• Organizing culturally grounded family and caregiver activities, recruitment events, trainings, and community outreach, including meeting space, travel, lodging, vendors, supplies, agendas, packets, attendance, and cleanup.
• Scheduling and supporting ICWA compliance calls, staff meetings, foster-parent meetings, community gatherings, and partner meetings; recording and distributing minutes when assigned.
• Maintaining program calendars and tracking training, travel, purchasing, supply, reporting, and follow-up needs.
• Following mandatory-reporting protocols and immediately referring safety concerns or suspected abuse or neglect to a supervisor or appropriate authority.
• Performing other related duties as assigned by the Children's Services Division Manager.

Keep Management Informed by

• Keeping an updated work plan and calendar for program activities, caregiver licensing steps, trainings, meetings, travel, and reporting deadlines.
• Monitoring files and data for missing information and promptly notifying appropriate staff of follow-up needs.
• Compiling accurate monthly activity and data information for review by the Children's Services Division Manager.
• Providing meeting minutes, status updates, and requested administrative reports within established deadlines.

Meet requirements for travel in and out of region by

• Scheduling well planned trips if necessary to provide services, participate in training, and workshops.

Monitors and improves program and service quality by

• Watching for problems in data or record keeping systems, communications, efficiency of equipment, and making helpful suggestions for changes.

Protect program integrity and client privacy by

• Agreeing and adhering to BBNA's policy on confidentiality, keeping confidential information gained through employment secure, during and after this employment.

Contributes to overall team effort by

• Welcoming new and different work requirements; exploring new opportunities to add value to the organization; helping other accomplish related job results as and where needed.

REPORTS TO: Children's Services Division Manager

DUTY STATION: Dillingham

STARTING WAGE 6: $17/hr (33,150/yr)

STARTING WAGE 7: $18.01/HR (33,119.50/YR)

GRADE RANGE: 6 - 7

EMPLOYMENT TYPE: FULL-TIME

FLSA STATUS: NON-EXEMPT