TSS Administrative Assistant
Kickapoo Traditional Tribe of Texas, Eagle Pass, TX, United States
In House Only Applicants (Tribal Members and Employees currently working within a Kickapoo Entity)
Position:
TSS Administrative Assistant
Supervisor:
Tribal Education Administration Designee
Division:
Tribal Education Administration
Department:
Tribal Education
Application process:
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.
Employment Application: KT-Employment-Application-08302016.pdf
Responsibilities
Greet visitors; control access to entry and exit at the center; maintain post at 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 including calendaring, screening calls, planning, coordinating and scheduling needs. Provide directions and help visitors reach the office or other location.
Essential Duties and responsibilities
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, and sends/receives 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/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; may include planning and coordinating presentations, distributing information, or coordinating mail outs.
Handles check requests, requisitions, payroll, coordinates facility repairs and telecommunications.
Ensures 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.
Answers phone inquiries, directs calls, and provides basic company information.
Provide information to callers; greet persons entering the organization.
Check for all visitors to sign in and out; refer back to Tribal Student Services.
General administrative and clerical support including but not limited to receiving and sorting mail and deliveries.
Type reports, memos, letters and other documents using word processing software.
Prepare reports, presentations, and data; maintain files, records, and correspondence for meetings.
Read and analyze incoming memos, submissions and reports to determine their significance and plan their distribution.
Complete projects by assigning work to clerical staff and following up on results.
Maintain appointment diary either manually or electronically.
Prepare and manage correspondence, reports and documents.
Arrange travel, accommodation, itineraries, and related correspondence as needed.
Plan/organize and implement events such as meetings, business luncheons, or client dinners.
Implement and maintain office systems.
Arrange meetings, take and prepare meeting notes; record commitments and arrange follow-up actions.
Arrange and manage appointments, schedules and calendars; schedule parent meetings or other appointments as assigned by supervisor.
Organize internal and external events and plan with center staff.
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.
Make copies for staff; prepare site-based communications.
Responsible for creating and tracking site-based profiles.
Operate office equipment; maintain a neat and professional office environment.
Maintain office supplies inventory; anticipate needed supplies; evaluate new office products; place and expedite orders; verify receipt of supplies.
Ensure operation of equipment by performing preventive maintenance, following manufacturer instructions, troubleshooting, arranging repairs, and maintaining inventories.
Contribute to team effort by accomplishing related results as needed.
Exercise judgment and initiative for non-routine administrative tasks.
Perform other tasks as assigned by supervisor.
Knowledge, skills and abilities
Ability to understand and follow written and verbal instructions.
Ability to communicate effectively in English and Spanish and/or the Kickapoo language.
Ability to write legibly and submit timely.
Ability to work as part of a team and communicate directives effectively.
Self-motivated, organized and detail-oriented.
Calm and able to verbally de-escalate potential threatening situations.
Honest, trustworthy and maintain confidentiality of personnel and client records.
Dependable; comply with Federal Confidentiality Regulations and maintain client confidentiality.
Cultural awareness and sensitivity to Kickapoo traditions, religious beliefs and way of life.
Ability to perform simple arithmetic for time-keeping and counting.
Ability to read, write, speak and understand English and Spanish and communicate effectively with others.
Ability to multi-task and prioritize daily, weekly, or monthly tasks.
Proficient with Microsoft programs, planning tools, spreadsheets, calendars, etc.
Must have access to reliable transportation to commute to and from work.
Capable of using personal computer, calculator, phone, copier, scanner, and fax machine.
Typing speed of at least 40 words per minute.
Ability to understand and follow written and verbal direction.
Attention to detail and accuracy.
Ability to manage and maintain security of confidential data and information.
Ability to exercise independent and sound judgment.
Must attend required trainings as assigned in areas such as CPR, First Aid, Food Handler Certification, and others.
Supervision
This position does not carry out supervisory responsibilities in accordance with the organization’s policies and applicable laws.
Education/experience requirements
Minimum Qualifications:
Minimum of 30 or more college hours or an Associate’s Degree, or equivalent technical degree (such as Office Assistant, Paraprofessional Advanced, or other applicable qualifying certification) and demonstrated experience performing high-level office administrative functions including drafting memorandums with oversight of budgets and operations.
Must successfully complete the written and typed portions of the interview.
Preferred Qualifications:
Associate’s degree; Certified Administrative Certification is preferred.
Disqualifying Criteria
Regulations implementing the Indian Child Protection and Family Violence Prevention Act require an individual to be denied employment if they have been convicted of any felony or two or more misdemeanor offenses involving crimes of violence, sexual assault, molestation, exploitation, contact or prostitution, crimes against persons, or offenses committed against children.
Native American preference
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.
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Position:
TSS Administrative Assistant
Supervisor:
Tribal Education Administration Designee
Division:
Tribal Education Administration
Department:
Tribal Education
Application process:
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.
Employment Application: KT-Employment-Application-08302016.pdf
Responsibilities
Greet visitors; control access to entry and exit at the center; maintain post at 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 including calendaring, screening calls, planning, coordinating and scheduling needs. Provide directions and help visitors reach the office or other location.
Essential Duties and responsibilities
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, and sends/receives 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/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; may include planning and coordinating presentations, distributing information, or coordinating mail outs.
Handles check requests, requisitions, payroll, coordinates facility repairs and telecommunications.
Ensures 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.
Answers phone inquiries, directs calls, and provides basic company information.
Provide information to callers; greet persons entering the organization.
Check for all visitors to sign in and out; refer back to Tribal Student Services.
General administrative and clerical support including but not limited to receiving and sorting mail and deliveries.
Type reports, memos, letters and other documents using word processing software.
Prepare reports, presentations, and data; maintain files, records, and correspondence for meetings.
Read and analyze incoming memos, submissions and reports to determine their significance and plan their distribution.
Complete projects by assigning work to clerical staff and following up on results.
Maintain appointment diary either manually or electronically.
Prepare and manage correspondence, reports and documents.
Arrange travel, accommodation, itineraries, and related correspondence as needed.
Plan/organize and implement events such as meetings, business luncheons, or client dinners.
Implement and maintain office systems.
Arrange meetings, take and prepare meeting notes; record commitments and arrange follow-up actions.
Arrange and manage appointments, schedules and calendars; schedule parent meetings or other appointments as assigned by supervisor.
Organize internal and external events and plan with center staff.
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.
Make copies for staff; prepare site-based communications.
Responsible for creating and tracking site-based profiles.
Operate office equipment; maintain a neat and professional office environment.
Maintain office supplies inventory; anticipate needed supplies; evaluate new office products; place and expedite orders; verify receipt of supplies.
Ensure operation of equipment by performing preventive maintenance, following manufacturer instructions, troubleshooting, arranging repairs, and maintaining inventories.
Contribute to team effort by accomplishing related results as needed.
Exercise judgment and initiative for non-routine administrative tasks.
Perform other tasks as assigned by supervisor.
Knowledge, skills and abilities
Ability to understand and follow written and verbal instructions.
Ability to communicate effectively in English and Spanish and/or the Kickapoo language.
Ability to write legibly and submit timely.
Ability to work as part of a team and communicate directives effectively.
Self-motivated, organized and detail-oriented.
Calm and able to verbally de-escalate potential threatening situations.
Honest, trustworthy and maintain confidentiality of personnel and client records.
Dependable; comply with Federal Confidentiality Regulations and maintain client confidentiality.
Cultural awareness and sensitivity to Kickapoo traditions, religious beliefs and way of life.
Ability to perform simple arithmetic for time-keeping and counting.
Ability to read, write, speak and understand English and Spanish and communicate effectively with others.
Ability to multi-task and prioritize daily, weekly, or monthly tasks.
Proficient with Microsoft programs, planning tools, spreadsheets, calendars, etc.
Must have access to reliable transportation to commute to and from work.
Capable of using personal computer, calculator, phone, copier, scanner, and fax machine.
Typing speed of at least 40 words per minute.
Ability to understand and follow written and verbal direction.
Attention to detail and accuracy.
Ability to manage and maintain security of confidential data and information.
Ability to exercise independent and sound judgment.
Must attend required trainings as assigned in areas such as CPR, First Aid, Food Handler Certification, and others.
Supervision
This position does not carry out supervisory responsibilities in accordance with the organization’s policies and applicable laws.
Education/experience requirements
Minimum Qualifications:
Minimum of 30 or more college hours or an Associate’s Degree, or equivalent technical degree (such as Office Assistant, Paraprofessional Advanced, or other applicable qualifying certification) and demonstrated experience performing high-level office administrative functions including drafting memorandums with oversight of budgets and operations.
Must successfully complete the written and typed portions of the interview.
Preferred Qualifications:
Associate’s degree; Certified Administrative Certification is preferred.
Disqualifying Criteria
Regulations implementing the Indian Child Protection and Family Violence Prevention Act require an individual to be denied employment if they have been convicted of any felony or two or more misdemeanor offenses involving crimes of violence, sexual assault, molestation, exploitation, contact or prostitution, crimes against persons, or offenses committed against children.
Native American preference
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.
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