Case Initiation Specialist/Administrative Assistant

This position organizationally falls under the Child Support Program as operated by the Kickapoo Tribe of Oklahoma; the incumbent is under the direct supervision of the Child Support Director.  Operational hours are Monday through Friday; 8:00 A.M. to 5:00 P.M., or as needed to serve the Child Support Program and its clientele. The purpose of this position is to perform clerical duties for the program, log calls and requests for Child Support applications, provide initial contact to clients, and perform financial tasks associated with collection and recording Child Support payments, and application intake, assures coordination with other staff for efficiency, accuracy and timeliness, and functions as liaison to the local and state agencies for cross referencing case information. Case Initiation responsibilities consist of building the physical as well as electronic Child Support file, utilizing the state and tribal databases, researching and cross-referencing cases to obtain all information necessary to proceed with establishment of Paternity and/or Child Support.

Tasks are as follows, but not limited to:

1. Greet the public, answer and respond to telephone calls, receive faxes and delivers to appropriate office.
2. Provide clerical support to the Child Support Director as needed.
3. Assist with the processing of Child Support payments.
4. Complete Case Initiation processes of new applications as well as Registered Orders.
5. Investigate and search database systems for the purpose of cross referencing cases.
6. Distribute and receive Child Support applications.
7. Build cases on both databases utilized by this office. (OSIS & CIS)
8. Maintain lobby, supply room and equipment/building maintenance needs.
9. Direct clients to appropriate staff within department.
10. Process and log all incoming and outgoing mail.
11. Perform travel liaison duties including travel arrangements and reimbursement for staff as needed.
12. Respond to moderately complex telephone inquiries concerning Child Support cases.

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. 
• Associates Degree in Accounting, Office Administration, or Data Entry Field or equivalent combination of education and experience in Office Administration.
• Two (2) Years of experience in Child Support preferred but not required.
• English and Kickapoo language preferred but not required. 

Additional Qualifications:

• Ability to do the work of the position with or without direct supervision.
• Must be able to read and write.
• Must be willing and able to travel locally and out of state on occasion.
• Must have excellent record keeping, attention to detail, and data collection skills.
• Confidentiality is a high priority.
• Must be knowledgeable in computer skills including PowerPoint, Excel, Access and Microsoft Word.
• Must be willing and able to participate in online training using the OKDHS CSS Learning Management System, Quest, and attend various classroom trainings provided by OKDHS CSS.

Mandatory Requirement:

• Must have a valid Oklahoma State Driver’s License
• Must submit to and pass a pre-employment and random screenings throughout employment.
• Must complete an OSBI/Federal background investigation including fingerprinting, must have a favorable adjudication. 

This position requires the ability to work under pressure and maintain personal composure, evaluate situations and act/react appropriately, and use tact in dealing with business associates, staff, visitors, and clients 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 in a Child Support office setting.  Normal office conditions exist as do conditions with other associated programs and services; noise levels, stress, client/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.  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, keyboarding, reading as well as standing. Specific vision abilities required by this job include reading, distance and computer and color vision.  Talking and hearing/listening are essential to communicate with clients, staff and peers.

In performance of their respective tasks and duties all employees of the Kickapoo Tribe of Oklahoma 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 Child Support Program; must be compliant with the personnel policies.
• Interact in an honest, trustworthy, and dependable manner with co-workers/clients.
• 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 out by the Child Support Program, including general as well as job specific training on LMS, Quest, and with the State Child Support offices.
• Work independently and as a team member; consistently demonstrating professionalism, courtesy, efficiency, excellent internal and external customer service, high ethical standards and behavior that contribute to harmonious relationships.
• Uphold the Policy and Procedures of the Kickapoo Tribe of Oklahoma, Child Support Program and the Kickapoo Tribe Employee Policy and Procedures.
• Report and document accidents/injuries immediately to supervisor.
• Maintain high standards of personal appearance and grooming.
• Attend all scheduled employee meetings/trainings and bring 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.”