TRANSPORTATION/ACTIVITIES AND EVENTS ASSISTANT (PIERCE AND KITSAP COUNTY)

Transportation/Activities and Events Assistant



(Pierce and Kitsap County)





Department: Workforce Development (WFD)



Reports to: WFD Program Assistant



F.L.S.A. Classification: Non-Exempt



Range: 5/6





Position Summary



The main location for this position will be at the Pierce County office but the position will need to be available to assist with transportation at the Kitsap County office as needed for events. The Transportation/Activities and Events Assistant uses TAS computer software to assist in tracking attendance and processing purchase requisitions and incentives for events. The incumbent drives and maintains organization vehicles to assist clients/staff with meeting transportation needs. Performs routine data entry, minor maintenance, and minor custodial duties in and around the TANF sites. The Transportation/Activities and Events Assistant reports directly to the Program Assistant.



Job Responsibilities



The following responsibilities are not intended to serve as a comprehensive list of all duties performed by all employees in this position, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.



While serving as role model of excellent and exemplary client service:





  • Work cooperatively and collaboratively and support all TANF and SPIPA staff and vendors in planning and implementing client activities and events to coordinate workshops/classes, maintain workshop/class schedule and sign-up sheets, and accurately enter attendees into the TAS system software.


  • Prepare, process, monitor, and track to conclusion documents such as reports, Purchase Requisitions, Purchase Orders and Check Requests for activities and events; maintain file of expenditures. Follow established policies and procedures.


  • Assist in maintenance of site files database(s) within established procedures and processes.


  • Coordinate the purchase of all supplies needed for activities and events and oversee inventory of all proposal events.


  • Process all incentives and track attendance in TAS for site events and activities.


  • Coordinate and arrange event location, guest lists, food service arrangements, menu planning, decorative and table/room set-up and cleanup.


  • Responsible for room set-up and cleanup for all events, meetings and activities.


  • Notify clients of activities and events via telephone, email, mailings or other media.


  • Promote activities internally and externally; provide updates to Case Managers and other TANF staff regarding planned events and activities.




  • Provides safe, dependable, and flexible driving transportation services for clients to and from activities and functions.


  • Help clients and staff in/out of GSA vehicles in a careful, respectful, and polite fashion. Assist children and elders as needed.


  • Assists in packing, loading, unloading, and unpacking equipment, supplies and food as needed.


  • Complete regular operator maintenance by keeping vehicles clean, vacuumed, and clear of trash on an as needed basis; complete regular operator maintenance; schedules regular and special vehicle maintenance and repair.


  • Coordinate and schedule with SPIPA GSA vehicle representative for vehicle maintenance and repair, as needed.


  • Keep accurate transportation schedule and participation records: produce written and/or oral reports as needed or requested, establish and maintain, as directed and authorized, transportation mileage activity logs/sheets.


  • Transport interoffice mail to and from the IPC and other TANF offices as needed and/or directed.


  • Inspect and certify fire extinguishers monthly, and schedule periodic recharging as needed.


  • Sets-up, modifies, redistributes, and transports training props (screens, blackboard, etc.) and supplies to support classes, events, and meetings.


  • Establishes and maintains professional quality communications with TANF staff and outside agencies, businesses, and individuals as needed.


  • The Transportation/Activities and Events Assistant, 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:



  • High school diploma or a GED.


  • One year demonstrated work experience in office clerical and administrative support.


  • Demonstrate excellent communications skills including composing/editing of written correspondence as well as active listening skills.


  • Willingness to learn and adhere to SPIPA core values when carrying out all SPIPA work.


  • Valid Washington State Driver’s License and private automobile insurance.


  • Proven record of maintaining confidentiality.


  • Prior experience working or living in a Native American Community preferred.


  • Work collaboratively with all SPIPA employees to actively promote a team environment.


  • Must have reliable transportation and be able to report to work on time and attend work from 8:00 a.m. to 4:00 pm.


  • Candidates must pass a background investigation, including relevant criminal history, and drug screen.


  • Valid driver's license with proof of auto insurance.


  • Clean 3 year driving abstract must be provided prior hiring.


  • Essential Functions/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. Ability to perform physical activities, such as, but not limited to frequently lifting medium objects generally less than 25 pounds; occasionally lift or move more than 50 pounds. Occasionally required to transport clients during inclement weather conditions. Frequent daily travel to other SPIPA or community support locations.



    Salary/Fringe Benefits: Compensation for this position has a beginning range of $19.83 - $22.11 hourly (37.5 hours weekly). Benefits include medical, dental, vision, life insurance and agency contribution to a retirement program.



    Confidentiality: This position may have knowledge of confidential personal information regarding others. The employee will be required to sign a Confidentiality Agreement.



    Equal Opportunity: SPIPA is an equal opportunity employer. However, Native American preference applies in that we seek to hire qualified enrolled members of SPIPA consortium Tribes, federally recognized Tribes or Alaskan 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 community it serves. 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 on August 30, 2019



    Open until filled




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    Transportation/activities And Events Assistant (pierce And Kitsap County) Located At Wa, Shelton - Job Post By: South Puget Intertribal Planning Agency






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