AGRICULTURE AND NATURAL RESOURCES ADMINISTRATIVE ASSISTANT

Description

This position organizationally falls under the Agricultural and Natural Resources Director of the Kickapoo Tribe of Oklahoma. Operational hours are Monday through Friday, 8:00A.M. to 5:00 P.M., or as needed may be needed. We are seeking a highly qualified and motivated individual for an agriculture and natural resources administrative assistant.  The successful candidate is responsible for essential organizational and clerical support, performing tasks like answering phones, managing schedules, handling correspondence, preparing documents, and maintaining files to ensure smooth office operations. In addition, this position also requires participating in and assisting with tribal food sovereignty projects, food production and distribution; and will require work in the field outside the office.  The ideal candidate should have a knowledge of sustainable agriculture and natural resource management while respecting cultural heritage.  This includes a deep understanding of tribal culture, food traditions, and land stewardship.

Duties, Functions and Responsibilities are but not limited to:

1. Communication & Correspondence: Answer and direct phone calls, draft and distribute emails, letters, and other documents, and serve as a professional liaison for internal and external contacts.
2. Scheduling & Coordination: Manage calendars, schedule appointments and meetings, and arrange travel for staff.
3. Document Management: Prepare, format, and edit reports, presentations, newsletters, flyers and other documents, and maintain organized filing systems (both electronic and physical).  
4. Office Operations: Order and maintain office supplies, ensure office equipment is in good working order, and coordinate with external resources.
5. Support & Organization: Assist team members with various tasks, support project management by tracking deadlines, and help maintain databases; this includes assisting in the field with tribal food sovereignty projects, including but not limited to, propagating plants, tending to plants and gardens, management of livestock, seed and plant distributions. 
6. Financial Tasks: Prepare and assist with program reports, budgets, grant submissions and reports, payment requisitions, expense reporting and basic bookkeeping.
7. Fire Suppression: Assisting in wildland fire mitigation efforts such as prescribed burns and fuel mitigation.   
8. Testing and Analysis: Collecting and preparing biological and soil samples for analysis by an outside lab; and the ability to read and follow the directives from the test results. 
9. Safety and Training: Participating in safety training and sessions; and completing any training as deemed necessary to successfully complete duties of the job.
10. Food Production and Distribution: Participating in food and seed production projects such as traditional seed saving and distribution, community gardens, crops and processing of livestock.  
11. Cultural Preservation: Integrate traditional ecological knowledge into tribal food sovereignty initiatives, promoting cultural revitalization through produce and crop production.
12. Perform other duties as assigned.

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

Qualifications

Education and Experience:

• High School Diploma
• An associate or bachelor’s degree in crop science, animal science, environmental sciences or a related field is preferred.
• 2 years of relevant work experience considered in lieu of a post high school degree.

Additional Qualifications:

• Valid Driver’s License
• Physical Endurance and Conditioning: The job requires up to 40% of the time in the field and work is physically demanding, requiring above average physical performance and stamina to work in challenging environments and elements such as extreme temperatures and work outdoors in various weather and environmental conditions.
• Communication Skills: Must be able to communicate and interact effectively with other crew members, directors, tribal members, government employees and the public.  Must be able to read, comprehend and follow written policies and work orders.  The ability to communicate effectively is vital to the department’s success and safety of its employees.
• Technical Proficiency: Familiarity with standard office software, such as word processors and spreadsheet programs; and familiar with Canva and Microsoft Publisher.
• Teamwork: Must be able to work effectively as part of a crew and coordinate with other technicians and tribal departments.
• Organization & Multitasking: The ability to manage multiple tasks, prioritize effectively, and keep the office well-organized.
• Other skills: ability to do the work with or without direct supervision.
• Must be able to pass a drug screen and background check.

• Crop and Animal Care: Propagating plants, tending to plants and gardens; and caring, feeding and managing livestock.
• Environmental Awareness: Understanding of forage and pasture management, including soil samples and testing; and forest ecology and fire behavior to implement fire management plans effectively.
• Traditional Ecological Knowledge: Have a deep understanding of tribal culture, food traditions, and land stewardship.
• Flexibility: Must have the ability to adjust work schedules for job different duties as required by the department.  Work schedules can vary, often including early mornings, weekends, and holidays to meet the constant needs of crops and animals. 
• Troubleshooting Skills: Must have the ability to troubleshoot because work may occasionally be in distant locations or on challenging terrain without immediate access to the tribal offices. 
• Decision Making: The ability to make quick, informed decisions in the field, especially during emergency situations.
• Grant Writing: Familiar with all aspects of the grant application and reporting process. This includes researching potential funding sources, drafting compelling and accurate proposals, managing application timelines, and ensuring compliance with all funder guidelines. 

 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.

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.

The work environment characteristics described herein are representative of those an employee encounters while performing the primary functions of this job as an Enrollment Assistant.  Normal office conditions exist as do conditions with other associated programs and services; Noise levels, stress, tribal members/visitors flow and number of associates directly managed will 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. This job may require up to 40% of time in the field and requires significant physical strength for lifting, pulling, and carrying heavy objects, as well as stamina for repetitive movements, long periods of standing, walking, and working in extreme temperatures. Workers frequently lift, carry, push, or pull objects, livestock and crops, sometimes weighing up to 50 pounds. Tasks often involve working outdoors for extended periods in very hot or cold weather. Workers are often exposed to noise, dust, fumes, and chemicals, which can pose health risks if safety procedures are not followed. 

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