Parks and Recreation – Administrative Assistant

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

Job Description 

Position:                              Administrative Assistant

Supervisor:                         Parks and Recreation Manager

Division:                              Tribal Education Administration   

Department:                        Parks and Recreation

Responsibilities: 

The Administrative Assistant will provide clerical, organizational, and customer service support to the Parks and Recreation Department, with a primary focus on the daily operations and programming of the KTTT Sports Complex. This position plays a key role in ensuring smooth communication, scheduling, and administrative functions for recreational activities, sports leagues, events, and facility operations.

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.
• Assists with scheduling and coordinating practices, games, tournaments, and special events at the Sports Complex.
• Maintain accurate records including participant registrations, facility rentals, waivers, and usage agreements.
• Assist with marketing efforts, including flyers, social media posts, and program announcements for sports and recreational activities.
• 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 facility.
• 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: A minimum of 30 or more college hours or an associate degree or equivalent technical degree (such as Office Assistant, Paraprofessional Advanced, or other applicable qualifying certification) and demonstrated experience performing high-level office administrative assistant functions, including drafting memorandums with oversight of budgets and operations functions. One to three years of related experience and/or training.

Preferred Qualifications: A bachelor’s degree in business administration, finance, accounting, or a related field is preferred. Proven experience as an administrative assistant or similar role, preferably in a finance or accounting environment. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications. Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines. Previous experience supporting C-level executives or finance professionals is a plus.

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.