Administrative Assistant

Description

Position Purpose and Summary

This position organizationally falls under the Tag/Tax Department as operated by the Kickapoo Tribe of Oklahoma. Operational hours are Monday through Friday; 8:00A.M. to 5:00P.M., or as needed to provide services. The purpose of this position is to welcome visitors by greeting them in person or on the telephone, answering or referring inquiries. Directs visitors by maintaining employee and department directories, giving instructions. The Administrative Assistant will utilize organizational interpersonal skills to work with all employees and clients.

Essential Duties, Functions, and Responsibilities

Tasks are as follows, but not limited to:

1. Responsible for daily administrative functions, including answering phones.
2. Always promotes positive public/employee relations.
3. Acts with discretion and confidentiality in handling sensitive material; required to sign and adhere to a confidentiality agreement.
4. Performs special assignments directly related to the management policies or general business duties. Customarily and regularly exercise discretion and independent judgment.
5. Scheduling meetings, other appointments and maintaining calendars. Prepares all travel requests.
6. Prepares requisitions for office supplies, as needed.
7. Scanning, photocopying, faxing and filing documents
8. Drafting correspondence and email, may organize, host and facilitate activities, such as meetings.
9. Assist clients with vehicle registrations which includes, but not limited to renewals, new tags, filing, and all duties associated with assisting the Revenue Agent.
10. All other duties as assigned.

The incumbent must be flexible in order to undertake a variety of miscellaneous duties as assigned by the supervisor or team leader.

Work Environment

Ability to work under pressure and maintain personal composure evaluates situations and act/react appropriately, use tact in dealing with business associates, staff, visitors, and tribal members in difficult situations. 

The work environment characteristics described herein are representative of those an employee encounters while performing the primary functions of this job as an employee in an office setting.  Normal office conditions exist; Noise levels, stress, tribal members/visitors/Business Associates/staff and peers flow vary but may be considered high.  Administrative workload will be managed daily with additional hours required from time-to-time.

The physical demands described herein are representative of those that must be met by an employee to successfully perform the primary functions of this job.  While performing the duties of this job, the employee is required to frequently stand, walk, sit, bend, twist, talk and hear/listen.  There are prolonged periods of sitting and reading as well as standing. The employee must occasionally lift and/or move up to fifty (50) pounds.  Specific vision abilities required by this job include reading, distance and computer and color vision.  Talking and hearing/listening are essential to communicate with tribal members/visitors/Business Associates/staff and peers.  

There are constant deadlines associated with this position.  The employee must be able to multi-task, and interact with a wide variety of people at various times and on complicated and diverse issues.

Must be able to maintain a professional demeanor at all times and on any occasion wherein representing the Kickapoo Tribe of Oklahoma. 

Performance Expectations

In performance of their respective tasks and duties all employees of The Kickapoo Tribe of Oklahoma Center are expected to conform to the following:

• Uphold all principles of confidentially to the fullest extent
• Adhere to all professional and ethical behavior standards of the Kickapoo Tribe, must be compliant with the personnel policies.
• Interact in an honest, trustworthy, and dependable manner with tribal members, employees and vendors
• Must be culturally sensitive and respectful to the beliefs and traditions of the Kickapoo Tribe of Oklahoma.
• Meet or exceed the performance standards as set by the organization
• Work independently and as a team leader/member; consistently demonstrating professionalism, courtesy, efficiency, excellent internal and external customer service, high ethical standards and behavior which contribute to harmonious relationships.
• Comply with all Kickapoo Tribe of Oklahoma Policies and Procedures.
• Uphold the Policy and Procedures of the Kickapoo Tribe of Oklahoma and associated programs services.
• To report and document accidents/injuries immediately to supervisor.
• Attends all scheduled employee trainings and brings suggestions for improvement.
• Must be reliable and prompt.

Qualifications

Minimum Mandatory Qualifications

Education and Experience: 

• High School Diploma or GED Equivalent
• Associate degree in Business or related field, preferred. Or equivalent combinations of education and experience that provide the required knowledge, skills, and abilities will be evaluated on a individual basis.
• Two years of experience in an office setting.
• Must be 21 years of age or older.
• Must be able to pass a drug test, background check and obtain a gaming license.

Additional Qualifications

• Ability to use an integrated accounting software system and Microsoft applications as well as a variety of computer software including word processing, database, and spreadsheet applications.
• Ability to handle multiple tasks and priorities in a constantly changing environment.
• Process strong analytical, problem solving and organizational skills.
• Process accurate data entry and attention to detail skill.
• Ability to interpret, apply and explain laws, regulations and policies.
• Ability to identify discrepancies or inaccuracies in data and make corrections. 
• Excellent interpersonal and communication skills to establish and maintain effective working relationships and ability to interact with employees at all levels, both in person and through phone, email and written correspondence.
• Ability to clearly convey information to all levels of staff and Tribal members.
• Work independently and as part of a team to ensure proper work practices.
• Ability to handle multiple tasks simultaneously; skill in working in an environment subject to constant interruptions and quickly changing priorities. Ability to prioritize and delegate responsibilities when necessary; effective time-management skills.

Indian Preference

The Kickapoo Tribe of Oklahoma is committed to Equal Employment without regard to race, religion, color, gender, national origin, age, disability or sexual orientation.  However, in accordance with the Indian Preference Act (Title 25 U.S. Code 472 and 473) preference in filling vacancies are given to qualified Indian candidates.