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                                        RE-ADVERTISED

POSITION DESCRIPTION and VACANCY ANNOUNCEMENT

 

 

POSITION TITLE:                                Program Assistant

 

SALARY:                                             Pay Range 7 

                                                            $44,802.24 to $57,150.84 annual

                                                            DOE/DOQ

                                                                        

DEPARTMENT:                                   Department of Children and Family Services

 

LOCATION:                                         July Grounds, 73330 July Grounds Lane, Pendleton, Oregon

 

EMPLOYMENT STATUS:                    Full Time with benefits package

                                                            Covered Status requires a background check and FBI fingerprint check

                                                            Non-Exempt

                                                            (This is a grant funded position and is contingent upon grant funding.)

 

SUPERVISED BY:                                Family Engagement Program Manager

 

OPENING DATE:                                 September 21, 2026

 

CLOSING DATE:                                  October 12, 2026

 

 

CTUIR MISSION STATEMENT 

 

Exercise the Tribe’s sovereign authority to achieve the maximum protection of resources identified in the Treaty of 1855, to protect newly acquired lands wherein the Tribe has a vested interest, to protect the lands of all the citizens and residents of the Umatilla Indian Reservation. This position will protect human life, water, land, air, and wildlife by exercising professional skills and abilities in the protection of the resources of the Confederated Tribes of the Umatilla Indian Reservation. 

 

GENERAL STATEMENT OF DUTIES

 

This position is responsible for ensuring the program's high-quality operations through effective communication, organization, collaboration, and supervision. This position supervises the Family Engagement Specialists, oversees the direct services of the program. Additionally, this role is responsible for maintaining clean and organized office space and ensuring that machinery is in proper working order. Duties include answering phones, greeting families and visitors, and routing mail. 

 

EXAMPLES OF ESSENTIAL JOB DUTIES & RESPONSIBILITIES

Engagement Services & Operations

 

  1. Responsible for direct oversight and assurance of implementation of tribal best practices, evidence-best practices and other identified modalities to support the unity and identify of individuals and families. 
  2. Responsible for direct oversightof program activities.
  3. Responsible for ensuring referrals for family engagement services are processed, tracked and plans are updated and closed when appropriate. 
  4. Responsible for ensuring families are assisted through accessing community resources. 
  5. Responsible for coordinating and attending collaboration meetings to support collaborative high quality community activities and events. 
  6. Responsible for aggregating data collected from program activities for monthly reports. 
  7. Must  implement an efficient and effective office management system.  Includes creating, implementing and maintaining efficient processes for documentation, data entry, filing and reporting. 
    1. Responsible for completing clerical requests (including training and travel arrangements) from staff. 
    2. Responsible for maintaining files and program information to assist in providing accurate and timely information regarding program participants and activities. 
    3. Responsible for data input and retrieval with appropriate program software. 
    4. Responsible for compiling and organizing information for use by staffs. 
    5. Responsible for creating forms, templates, newsletters, attendance and sign-in sheets and other forms of communication and tracking. 
    6. Responsible for locking filing cabinets prior to leaving and/or creating a system to ensure security of program information. 
    7. Responsible for maintaining program inventory. 
  8. Responsible for ensuring that faxes, copiers, printers, electronic devices, and office machinery are in good working condition for program use. 
  9. Responsible for ensuring incoming calls are answered and routed appropriately. 
  10. Responsible for scheduling, set-up, clean-up and attending meetings (including evenings and weekends). 

Supervision

  1. Responsible for and reporting Family Engagement Specialists' quarterly staff connections. 
  2. Responsible for and reporting Family Engagement Specialists' training plans.
  3. Responsible for ensuring Family Engagement Specialists have current evaluations and professional development plans. 

 

Meetings, Reporting and Professional Conduct

  1. Must be able to handle multiple projects and work within defined timelines.   
  2. Must become knowledgeable of the types of services provided by the Tribal Governmental programs.
  3. Must be willing to be cross trained within the Family Engagement Program design. May include facilitation of workshops. 
  4. Gathers and distributes program information.
  5. Prepares and processes purchase requests, orders, and agreements in compliance with policies and procedures as requested by the Program Manager.
  6. Assists in developing and maintaining program filing Systems to ensure confidentiality with both paper and electronic filings. 
  7. Assists staff with accounting tracking and reporting systems of the Tribal Fiscal Management Policies and other applicable policies and procedures. 
  8. Other duties as assigned by Program Manager. 

 

SUPERVISORY AUTHORITY:

Family Engagement Specialist

SIGNATORY AUTHORITY:

Family Engagement timesheets, leave slips

ACCESS TO SENSITIVE AREAS:

Program files, access to Family Engagement Specialist personnel records, TIMS – family assistance cases, family engagement participants, family engagement activities)

 

REQUIRED MINIMUM QUALIFICATIONS: (It is the responsibility of the applicant to demonstrate in writing he/she does meet the following minimum qualifications.)

 

Preferred:

  1. Bachelor’s Degree in Social Services, Human Development, Child Development, and Education with 2 years of experience or 8 years of experience in the fields listed above. 

Minimum:

  1. Associate’s Degree with  2 years’ experience in the field of Social Services, Human Development, Child Development, Education  OR
  2. High school diploma or equivalent, in addition to having lived experience navigating a child through systems directly related to behavioral health, mental health, child welfare, juvenile justice, or education. 
  3. Must have at least two years of supervisory experience. 
  4. Must have experience with coordinating referrals and individual/family plans. 
  5. Must have experience facilitating circles, groups, and/or workshops. 
  6. Must have experience camping, hiking, gathering, and/or harvesting foods and medicines of the Pacific Northwest. 
  7. Must have experience creating fliers, reports, brochures, and documenting program activities. 
  8. Must be able to demonstrate/reflect characteristics such as being: empathetic, respectful, compassionate, truthful, listener, direct, open minded, positive, 
  9. Must be able to identify and share appropriate resources and information based on individual needs of a child and family. 
  10. Must share examples of modeling positive and collaborative behaviors. 
  11. Must demonstrate the ability to maintain professional boundaries, behavior and appearance. 
  12. Must demonstrate the ability to understand others perspectives and advocate effectively. 
  13. Must demonstrate communication skills, including the ability to communicate effectively, orally and in writing, through concise reports, memoranda, directives, emails, and letters.  Must possess and demonstrate good writing, spelling, proofreading, grammar, and punctuation skills.
  14. Must have the ability and interest to greet the public and handle difficult situations in person or on the phone in a professional and courteous manner.
  15. Must have the ability to self-disclose and walk alongside participants. 
  16. Ability to carry out assigned duties/projects in an efficient and timely manner with minimal supervision and must be able to handle multiple projects and work within defined timelines.        
  17. Must be able to secure sources of information relating to Tribal problems/concerns.  Must become knowledgeable of the types of services provided by the Tribal Governmental programs.
  18. Must have extensive knowledge of computer processing equipment and software, including Word, Excel, PowerPoint, Outlook, [Access, Adobe InDesign, Adobe PageMaker, Adobe Photoshop, if used], and other Office Suite programs. Knowledge of computers and other office technological equipment must be kept current by attending training as directed by the supervisor.
  19. Considerable knowledge of general office practices and procedures. Individual must be highly organized and have good record-keeping and recording skills.
  20. Must be able to operate and maintain office machines (copiers, printers, scanners, etc.).
  21. Must have a valid state driver's license, reliable transportation, and meet Tribal insurance requirements.
  22. Must practice confidentiality with records, participants and work within Family Engagement. 

 

PHYSICAL DEMANDS:

 

  1. Ability to use standard computer programming such as Microsoft Office (Word, Excel, PowerPoint, Outlook).
  2. Ability to stand and walk around for long periods of time.
  3. Ability to sit in automobiles and or airplanes for travel to conferences, seminars, and training.
  4. Ability to lift up to 50 pounds.
  5. Preferred experience hauling trailers while driver four-wheel drive vehicles.           

 

Pursuant to Tribal Worker’s Benefit Code, Section 4.02.A.  “All workers shall disclose any pre-existing physical or mental disorder and/or disability that could potentially affect or impair the worker’s ability to perform in a reasonable and safe manner the activities involved in the position in which they work. Disclosure shall be made in the employment application or interview before commencing employment or before commencing new job duties after job reclassification, reassignment, promotion, demotion, or other change in job duties. The content of such disclosure shall be made promptly by the covered worker after submitting a claim for benefits under this Code.”

 

SELECTION PROCESS:

 

Tribal Personnel Policies Manual, Section 3.01:  Employment Preferences 

  1.  

The Tribe's employment preferences shall be as follows: 

 

1.  Indian Preference. It shall be the policy of the Tribe to provide preference in hiring opportunities within the Tribal government to CTUIR members and to other Indians enrolled in federally recognized tribes. This CTUIR member and Indian preference shall be applicable in all employee hiring, promotion, and transfer decisions. 

2. Veteran’s Preference. It shall be the policy of the Tribe to provide preference in hiring opportunities to veterans honorably discharged from the United States Armed Forces. 

3. The employment preferences set forth in this section shall apply to all Tribal programs regardless of the program's funding source, and shall apply to all classes of positions referenced in §3.05. 

4. Except for the employment preferences authorized under this section, it shall be the policy of the Tribe that no employee or job applicant shall be discriminated against in pursuit of employment or career growth due to race, color, religion, gender, sexual orientation, age or national origin. 

 

All CTUIR Tribal positions are competitive.  All employment applications and supportive employment material will be evaluated based on the relevance of the applicant’s qualifications and experience as it applies to this position.  Applicants who demonstrate that they meet the minimum qualifications and experience most relevant to this position will be considered qualified to compete for this position and be eligible for an interview. 

 

DRUG FREE WORKPLACE:

 

The Confederated Tribes of the Umatilla Indian Reservation has a “Drug Free Workplace Policy” and will conduct Pre-Employment Drug Testing.  A pre-employment drug test is required before any employment offer is to be made.  All tribal employees classified as safety sensitive are subject to random Alcohol and Drug testing pursuant to the Tribal Personnel Policies Manual.

 

COVERED POSITIONS:

Pursuant to the Tribal Personnel Policies Manual, Section 2.23, this is a Covered Status Position. This position requires the individual to pass a pre-employment fingerprint background check that is sufficient to meet requirements for the Federal Bureau Investigation’s Criminal Justice Information Services certification to be able to access federal information under the Tribal Access Program (TAP).  This will be done before starting any Covered position with CTUIR. The individual will undergo an FBI fingerprint background check to determine clearance to be around children, re-investigations shall occur at a frequency of no more than every five years (TPPM, 22).

APPLICATION DEADLINE: 

 

Complete Tribal employment applications will be accepted until 4:00 P.M., on the posted closing date as found on Page 1 of this announcement, or postmarked by that date.  ONLY THOSE TRIBAL EMPLOYMENT APPLICATION PACKETS WHICH ARE COMPLETE, WITH ALL ADDITIONAL REQUIRED INFORMATION, AS FOUND IN THE “REQUIRED EMPLOYMENT APPLICATION PACKET MATERIAL” BELOW WILL BE CONSIDERED.  Employment application packets received after the application deadline will not be considered. 

 

It is the responsibility of the applicant to provide sufficient evidence to show they fully meet the qualification requirements.

 

REQUIRED EMPLOYMENT APPLICATION PACKET MATERIAL:

 

  1. Completed Tribal Employment application.
  2. Cover letter explaining your qualifications and experience relevant to the functions of this position.
  3. Personal resume identifying your qualifications and experiences relevant to the functions of this position.
  4. Completed CTUIR’s Supplemental Application Form if applicable.
  5. High School Diploma/GED or copy of official college transcripts (if applicable). 
  6. Tribal and Indian preference:   Must provide copy of Tribal Enrollment Card, Certificate of Indian Blood or such with Federally Recognized Tribe.
  7. Veteran’s preference:  Must provide proof of honorable service and discharge or completed Form DD214.

APPLICANT RESPONSIBILITY

 

It is the absolute responsibility of the applicant to provide sufficient evidence to show they fully meet the minimum qualification requirements.  Applicants failing to meet the minimum qualifications are not granted interviews. If it is questionable as to whether an applicant meets the minimum qualifications, an interview may be granted solely to make that determination.

 

OBTAIN AND SUBMIT APPLICATION TO:

            Confederated Tribes of the Umatilla Indian Reservation

            Office of Human Resources

Staffing and Recruiting

46411 Timíne Way

            Pendleton, OR. 97801

            Phone: (541)429-7180

            Email: HumanResources@ctuir.org

 

To be considered, application package must be post marked by the closing date.