Administrative Assistant

This position organizationally falls under Kickapoo Community Childcare Center as operated by the Kickapoo Tribe of Oklahoma. Operational hours are Monday through Friday; 9:00 A.M. to 6:00 P.M, or as needed to better serve the KCCC families. The purpose of this position is to support the day-to-day operations of internal and external clients by anticipating their needs and strategically solving challenges such as answering questions and maintaining the waitlist.

ESSENTIAL DUTIES AND RESPONSIBILITES

Tasks are as follows, but not limited to:

• Perform all clerical duties to include but not limited to typing, filing, and answering telephone. Must be able to utilize applicable computer programs including MS Word and Excel.
• Answers and directs all phone calls to the appropriate person.
• Produce and distributes correspondence memos, letters, faxes, forms, and applications
• Always promotes positive public/employee relations.
• Acts with discretion and confidentiality in handling sensitive material
• Performs special assignments directly related to management policies or general business duties.
• Customarily and regularly exercise discretion and independent judgment.
• Scheduling meetings, other appointments and maintaining calendars
• Prepares requisitions for office supplies, as needed.
• Scanning, photocopying, faxing and filing documents
• May research material and collect data for reports, meetings, events and correspondence.
• All other duties as assigned.
• Follow all DHS checklists and guidelines.
• Adheres to department rules, regulations, and assists in all compliance with State of Oklahoma and the Bureau of Indian Affairs.
• Adheres to Tribal Policies as set forth.
• Attends necessary training, workshops, continued education etc. as deemed appropriate by the Tribe.

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 always maintain a professional demeanor and on any occasion wherein representing the Kickapoo Tribe of Oklahoma.

Education and Experience:

High School Diploma or GED Equivalent

Associate’s degree in business or related field, preferred.

Additional Qualifications

• Ability to use an integrated accounting software system and Microsoft 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.

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

• Fully uphold all principles of confidentiality
• 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 the supervisor.
• Attends all scheduled employee trainings and brings suggestions for improvement.

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.

In reference to Personnel Policy, Section 1-24, Employment At-Will. All employees who do not have a written contract with the employer for a specific fixed term of employment are thereby employed at the will of the employer for an indefinite period. Employment with the Kickapoo Tribe, without a written contract, is voluntary and therefore employees are free to resign at any time with or without cause or reason. Likewise, the Tribe may terminate the employment relationship at any time with or without notice and for any lawful reason deemed appropriate by the Tribe for good cause, bad cause, or no cause at all. This policy is commonly referred to as “employment-at-will.”