Receptionist (Central Office)

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.

Position:                               Receptionist (Central Office)

Supervisor:                         Tribal Education Operations Director

Division:                                Tribal Education Administration   

Department:                        Tribal Education

Responsibilities:

The Receptionist (Central Office) in Tribal Education Administration serves as the first point of contact for visitors and callers, ensuring a professional and welcoming environment. Key duties include greeting guests, screening and directing phone calls, taking and relaying messages, and providing general information, and supporting Administration with document and file management.

Essential Duties and responsibilities include the following:

• Answer telephone, screen and direct incoming phone calls while providing basic information when needed.
• Assist in the organization, filing, and maintenance of administrative records, documents, and files.
• Communicate verbally and in writing to answer inquiries and provide information.
• Coordinate the flow of information both internally and externally.
• Serve as the first point of contact for the Education administration reception area, greeting and assisting visitors directed specifically to administrative staff.
• Keep and maintain the document sign-in log.
• Maintain appointment diary either manually or electronically.
• Maintain databases up to date in the information and bulletin boards as assigned.
• Maintain confidentiality of sensitive information and uphold professional standards.
• Maintain the administration work room, including making coffee and ensuring supplies are stocked.
• Manage the office space keep tidy and well maintained.
• May be required to screen staff upon arrival
• Organize and coordinate meetings, conferences, travel arrangements internal and external events.
• Post Information and Flyers approved by Administration.
• Prepare and manage correspondence, reports and documents.
• Prepare the TSS conference room for administration meetings, including setting up materials and ensuring the space is organized.
• Provides callers with information such as company address, directions to the company location, company fax numbers, company website and other related information.
• Receive and sort daily mail and deliveries.
• Remain at post to ensure that Central Office reception area is covered and addressed.
• Responsible for creating central office supply orders and relaying information to the appropriate parties for ordering.
• Responsible for helping maintain clean and orderly work rooms.
• Responsible for providing excellent customer service.
• Schedule, maintain, confirm and update appointment calendars when requested.
• Support Education Administration with clerical tasks such as photocopying, scanning, data entry, and preparing reports.
• Take, record, and relay messages accurately and promptly to the Tribal Education Operations Director
• Track, flag, and review memos, correspondence, and documents to ensure accuracy prior to being submitted for final review and/or approval.
• Transfers phone calls to designated departments after the appropriate screening process has been followed.
• Perform other tasks as assigned by the supervisor.

Knowledge, skills and abilities for the position:

• Ability to exercise independent and sound judgment.
• Ability to manage and maintain security of confidential data and information.
• Ability to perform simple arithmetic for time-keeping and counting calculations.
• Ability to read, write, speak and understand English and Spanish, and communicate effectively with others.
• Ability to speak both Kickapoo and Spanish.
• Ability to understand and follow written and verbal direction.
• Attention to detail and accuracy.
• Cultural awareness of and sensitivity to Kickapoo traditions, religious beliefs and way of life.
• Customer service orientation.
• Keyboard skills.
• Knowledge of administrative and clerical procedures.
• Knowledge of computers and relevant software applications.
• Knowledge of customer service principles and practices.
• Must be reliable.
• Must have initiative.
• Organizing and planning.
• Positive attitude.
• Professional personal presentation.
• Stress tolerance.

Supervision exercised:

This position does not carry out supervisory responsibilities in accordance with the organization’s policies and applicable laws.

Education/experience requirements: 

Minimum Qualifications: A minimum of 30 college credit hours with an emphasis on education or a related discipline is preferred, or alternatively, at least two years of experience in a professional or customer service environment. 

Preferred Qualifications: Associate’s degree in office administration, education, or a related field. Previous experience working in a school or educational office setting. Knowledge of school district policies, procedures, or terminology.

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.