POSITION TITLE: Program Assistant – Indian Child Welfare
DEPARTMENT: Indian Child Welfare
LOCATION: Vancouver, WA
REPORTS TO: Program Manager - ICW
FLSA STATUS: Non-Exempt; Full-Time
WAGE RANGE: $26.40-$30.40 per hour

CLOSING DATE: July 7^th, 2025

***If you are an American Indian/Alaska Native and/or a Veteran and would like this to be considered preference in hiring, please upload documentation with your resume and cover letter. Acceptable documentation includes Tribal Enrollment card, a letter from your Tribe stating your enrollment, or BIA 4432 and/or DD214.***

Position Summary:

Ensures the efficient and effective operations of the Indian Child Welfare (ICW) program by providing essential administrative support and accurate data management to the ICW program staff. Maintains organized records, facilitates communication, and assists with various administrative tasks. Maintains professionalism in all interactions with internal and external customers while adhering to HIPAA and confidentiality requirements. Honors and represents the mission, vision, and values of the Cowlitz Indian Tribe.

This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive.

Essential Duties & Responsibilities:

• Enters client information, service data, and other relevant information into designated databases and tracking systems accurately and efficiently.
• Maintains and updates electronic files, ensuring data integrity and confidentiality in accordance with program policies.
• Generates reports and summaries from databases as requested.
• Assists with data quality checks and identifies discrepancies or errors, demonstrating a commitment to accuracy.
• Provides general clerical support, including answering phones, managing mail, photocopying, scanning, and faxing.
• Helps schedule meetings, appointments, and travel arrangements for ICW staff.
• Prepares and formats documents, such as letters, reports, and presentations, ensuring accuracy and professionalism.
• Maintains office supplies and helps with ordering as needed.
• Assists with the coordination of program events, training, and meetings.
• Processes invoices, expense reports, and other financial documentation as directed.
• Serves as a point of contact for internal and external inquiries, directing them appropriately.
• Maintains awareness of and adheres to the Indian Child Welfare Act (ICWA) and related regulations in all aspects of the job.
• Operates independently in managing assigned tasks and responsibilities.
• Identifies areas where administrative support is needed and takes the initiative to provide support.
• Contributes to a team effort and accomplishes related results as required.
• Performs other duties as assigned.

Knowledge, Skills, and Abilities:

• Knowledge of the traditional form of government and tribal customs and traditions.
• Knowledge of general office procedures and practices.
• Knowledge of basic principles of record-keeping and data management.
• Knowledge of the Indian Child Welfare Act (ICWA).
• Knowledge of office functions, procedures, and policies.
• Skill in operating various programs in the Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) at an intermediate level.
• Skill in the use of Adobe Sign software and the process for obtaining and managing electronic signatures.
• Skill in data entry with a high level of accuracy.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Ability to work collaboratively with a diverse team.
• Ability to interact and maintain good working relationships with individuals of varying social and cultural backgrounds.
• Ability to communicate efficiently and effectively both verbally and in writing.
• Ability to handle multiple tasks and meet deadlines.
• Ability to work independently and take initiative.

Minimum Qualifications:

• High School Diploma/GED.
• Three years of related experience.
• A valid driver’s license is required when driving vehicles for work-related purposes.
• Experience working within American Indian and/or Alaska Native communities preferred.
• Must be able to successfully pass a background screening/investigation according to the established requirements below.

Tribal preference in accordance with the Cowlitz Indian Tribe Code and CIT Employee Policies and Procedures Handbook shall apply to all positions. All positions are required to adhere to CIT’s established safety policies regarding vaccine requirements and personal protective equipment (PPE).

Background Investigation Requirements:

• Pre-employment drug screen.
• Reference checks, education, and employment verification.
• Federal, state, and/or tribal criminal history and sanction checks, including fingerprint verification.
• Has not been found guilty of, charged with, received a deferred sentence, received a conditional discharge of, or entered a plea of not contest to, or entered a plea of guilty to any one felony or misdemeanor crimes of violence, sexual assault, molestation, exploitation or sexual contact; prostitution; or crimes committed against person(s) or children.

Physical Demands:

While performing this job's duties, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee occasionally is required to stand, walk, and reach with hands and arms. The employee is occasionally required to lift up to 20 pounds. Specific vision abilities required by this job include close vision and clarity of vision at long distance.

Work Environment:

Work is generally performed in an office setting with a moderate noise level. Evening and/or weekend work may be required. Tight time constraints and multiple demands are common.