Administrative Assistant (51296)

JOB SUMMARY : The Administrative Assistant provides administrative and coordination support to the Transit Director and to the Executive Director for matters concerning the Transit Department.

Kiowa Fastrans provides public transportation across Caddo, Comanche, Cotton, Grady, and Kiowa Counties. The department is carrying out a five-year strategic plan that includes a permanent transit facility, service agreements with communities the Tribe serves, and a fleet on a planned replacement schedule. This position supports the work that plan requires: scheduling and preparing for meetings, coordinating travel and training, managing correspondence and records, working with vendors, and moving requests through the Tribe's internal systems.

The department is federally funded and its work is deadline-driven. This position is expected to anticipate what is coming, keep the Director and the Executive Director ahead of their calendars and commitments, and follow items through to completion without prompting

RESPONSIBILITES:

- Manage daily administrative tasks, including answering and directing phone calls, scheduling, and organizing documents.

- Maintain calendars for the Transit Director and coordinate scheduling with the Executive Director.

- Coordinate meetings and events, prepare agendas, distribute materials in advance, take notes, and track follow-up items to completion.

- Place and return calls on behalf of the Transit Director and the Executive Director, including outreach to vendors, service providers, community partners, and other tribal departments.

- Research travel options, prepare itineraries, complete travel requests, conference registrations, and reimbursement documentation for departmental travel and training.

- Communicate effectively with vendors, riders, other tribal departments and staff, and outside partners, providing excellent customer service and representing the department professionally.

- Coordinate with vendors on scheduling, documentation, and follow-up, and support the department in gathering quotes and information as requested.

- Prepare requisitions, purchase orders, and Accounts Payable Vouchers, and route them through the Tribe's internal systems in accordance with tribal policy.

- Handle expense reporting, invoicing, and basic accounting tasks for the department.

- Prepare correspondence, letters, reports, and presentation materials as requested.

- Maintain organized departmental files and records, including agreements, correspondence, and meeting records, so that documents can be produced on request.

- Assist in project management by tracking deadlines and facilitating communication among team members.

- Maintain office supplies and manage inventory.

- Perform basic data entry as required.

- Provide administrative support for managers, employees, and office visitors.

- All other duties assigned.

QUALIFICATIONS:

- Must possess a High School Diploma or GED equivalent.

- Preferred education: associate degree in business administration or related field.

- Must possess at least two (2) years of work experience in an office setting.

- Must be knowledgeable in Microsoft word, excel, and power point software.

- Preferred: experience supporting a director or executive, coordinating travel and meetings, working with vendors, or working in a tribal, government, or federally funded program office.

REQUIREMENTS:

- Must possess a valid drivers license and be insurable under the Kiowa Tribe’s motor vehicle policy.

- Must be willing to submit to and pass drug testing.

- Must be willing to submit to and pass a background investigation which reflects a positive moral character.

PHYSICAL DEMANDS AND WORKING CONDITIONS:

- Job duties will primarily be completed in an office setting.

- Must be able to lift a minimum of ten (10) lbs.

- Occasional in-state and out of state travel may be required.

- May be required to complete job duties in various weather climates based upon the circumstance.

- Must be able to sit and stand for long intervals to complete job duties.

Qualifications

Equal Opportunity Employer : The Kiowa Tribe does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor.

According to the Kiowa Tribe Human Resources Policies and Procedures, the Kiowa Tribe recognizes Kiowa Preference first, other federally recognized tribes second and other races last.

Indian Preference  applies in accordance with Indian Preference Act of 1934 (Title 25, USC Section 472), BIA Form 4432, Tribal Identification or Certificate Degree of Indian Blood must be submitted with employment application to receive Indian Preference.