Admin Assistant

This position organizationally falls under the Tribal Administration as operated by the Kickapoo Tribe of Oklahoma.  Operational hours are Monday through Friday; 8:00 A.M. to 5:00 P.M, or as needed. The purpose of this position is to welcome visitors by greeting them, in person or on the telephone; answering or referring inquiries. The Administrative Assistant may also provide support and assist tribal members and other clientele with questions and/or processing forms. Directors’ visitors by maintaining employee and department directories. The Administrative Assistant will utilize telephone/customer etiquette skills to work with all employees and clients. In addition to Administrative Assistant duties, they will provide clerical support to the internal departments.

ESSENTIAL DUTIES AND RESPONSIBILITES

Tasks are as follows, but not limited to:

1. Responsible for daily administrative functions, including answering the phones.
2. Promotes positive public/employee relations at all times.
3. Operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications.
4. Answer telephones and relays information to callers, take messages, or transfer calls to appropriate individuals.
5. Greet visitors, handle their inquiries, and direct them to the appropriate persons according to their needs.
6. Acts with discretion and confidentiality in handling sensitive material; required to adhere to confidentiality in handling sensitive material; required to sign and adhere to a confidentiality agreement.
7. Performs special assignments directly related to the management policies or general business duties. Customarily and regularly exercise discretion and independent judgement.
8. Scheduling meetings, other appointments and maintain calendars for multi-purpose building use.
9. Will assist with all travel request, distributes checks, answering questions about travel requirement.
10. Prepares requisitions for office supplies, as needed.
11. Checks mail and delivers mail/inter-office correspondence on a daily basis, sorts, stamps, and delivers.
12. Serves as an interpreter as needed. Have knowledge of current topics in Indian Country.
13. Will be required to deliver or pick up items to other offices such as the health admin or clinic.
14. Will assist in various activities such as setting up for meetings, making copies as needed.
15. Perform other duties as assigned.
16. Travel as needed.

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

Education and Experience:

• High school diploma or GED equivalent. 
• Two (2) years previous clerical support experience in a fast-paced office setting, or certification in a business office setting preferred.                           

Additional Qualifications:

• 2 year previous clerical support experience in a fast paced office setting.
• Excellent communication skills, both written and verbally, must be able to communicate with clients and their families as well as office staff courteously and effectively.
• Ability to type 35 wpm.
• Perfect time and attendance is a mandatory requirement.
• Ability to speak the Kickapoo language is preferred.
• 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 do the work of the position with or without direct supervision, or as part of a team to ensure proper work practices.
• Excellent organizational skills and time management skills.
• Must have experience in all Microsoft Office programs, which includes, but not limited to, Excel, Word, Publisher and Power Point.
• Ability to maintain a HIGH level of confidentiality.

Associate degree in business or similar field, with 2 years of previous experience in an office setting.