Administrative Assistant (ECLLC)  

In order to be considered for any vacancy within the Kickapoo Traditional Tribe of Texas an application must be completed. If you are among qualified candidates, you will receive a call/email from our one of our recruiters to schedule an interview. Once your application is completed please send it to the Human Resources Department HR@ktttribe.org

Job Description

Position:                              Administrative Assistant (ECLLC)            

Supervisor:                         ECLLC Office Manager (or designee)     

Department:                        Kickapoo Tribal Education Administration

Responsibilities

Greet visitors, controls access to entry and exit at center, must maintain post a front desk answer the telephone, screen/direct calls, take and relay messages.  Provide information to employees, applicants, and vendors. Collaborate with site-based leadership to provide assistance to include calendaring, screening calls, planning, coordinating and scheduling needs. Provide directions and help visitors reach office or other location.

Essential Duties and responsibilities include the following:

• Performs general administrative assistant duties such as typing, copying and maintenance of paper or electronic records.
• Answers main telephone line, schedules appointments, greets and directs clients, accepts deliveries, accepts and sends out faxes.
• Coordinates internal department correspondence, works independently on special and ongoing projects.
• Makes travel arrangements for management and other staff as approved.
• Inventories, orders, and organizes and/or distributes office supplies when received.
• Manages vendor relationships related to ordering supplies and miscellaneous office equipment.
• Acts as point of contact at the request of Program Director or Management which may include: planning and coordinating presentations; distributing information, or coordinating mail outs.
• Handles check requests, requisitions, payroll, coordinates facility repairs and telecommunications.
• Insures timely company vehicle submission, logs, and other maintenance.
• Conserves management’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications
• Answering phone inquiries, directing calls, and providing basic company information
• Provide information to callers.
• Greet persons entering organization.
• Check for all visitors to sign in and out system, refer back to Tribal Student Services
• General administrative and clerical support including but not limited to receive and sort mail and deliveries.
• Type reports, memos, letters and other documents using word relevant computer software.
• Prepares reports, presentations, and data, as well as maintaining files, records, and correspondence for meetings
• Read and analyze incoming memos, submissions and reports to determine their significance and plan their distribution.
• Completes projects by assigning work to clerical staff; following up on results
• Maintain appointment diary either manually or electronically.
• Prepare and manage correspondence, reports and documents.
• Arranges travel, accommodation, itineraries, and all correspondence related to arrangements as needed.
• Plans/organizes and implements events such as meetings, business luncheons, or client dinners
• Implement and maintain office systems.
• Arranges meetings, takes and prepares meeting notes, as required. Notes commitments made by management or staff during meetings and arrange the appropriate follow up actions.
• Arranges and manages appointments, schedules and calendars. Schedule parent meetings or other appointments as assigned by direct supervisor.
• Organize internal and external events and plan alongside other center assistance.
• Maintain an organized filing system of paper and electronic documents.
• Track employee attendance.
• Communicate verbally and in writing to answer inquiries and provide information.
• Liaison with internal and external contacts.
• Coordinate the flow of information both internally and externally.
• Make copies for staff; preparation for site-based communication;
• Responsible for creating and tracking site-based profiles.
• Operate office equipment.
• Manage and maintain a neat and professional office environment.
• Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
• Ensures operation of equipment by completing preventive maintenance requirements; following manufacturer’s instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
• Contributes to team effort by accomplishing related results as needed.
• Uses considerable judgment and initiative to determine the approach or action to take in non-routine situations with all administrative duties
• Perform other tasks as assigned by supervisor.

Education/experience requirements:

Minimum Qualifications: Minimum of 40+ college hours in education or related field and;

Minimum of two years’ experience working in a high paced educational setting or customer service oriented setting.

Preferred Qualifications: Bachelor’s Degree in education administration or related field.

18 years old or older. Kickapoo and/or Spanish speaking

Experience working with-in KTTT community.

Disqualifying Criteria:

Regulations implementing the Indian Child Protection and Family Violence Prevention Act require an individual to be denied employment if he or she has been convicted of any felony, or any two or more misdemeanor offenses, under Federal, State, or Tribal law involving crimes of violence, sexual assault, molestation, exploitation, contact or prostitution, crimes against persons, or offenses committed against children.

Native American preference is observed:

KTTT recognizes preference for KTTT tribal members and qualified Native American tribal members including preferential treatment in recruitment, hiring, promotions, layoffs and reductions in force so long as they meet minimum job qualifications.