Operations 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.

Employment Application

Position: Operations Administrative Assistant

Supervisor: Tribal Education Operations Director

Division: Tribal Education Administration

Department: Tribal Education

The Operations Administrative Assistant supports the daily functions of the Tribal Education Operations Department by facilitating coordination across key areas including Multimedia, Finance, Operations, and Maintenance. This position plays a critical role in ensuring effective communication, organization, and execution of departmental initiatives.

Responsibilities include maintaining documentation and records, supporting reporting processes, coordinating meetings and schedules, and assisting with departmental logistics. The role also provides administrative support to management while helping ensure efficient and organized operations across all areas.

• Acts as point of contact at the request of Tribal Education Operations Director or Management which may include: planning and coordinating presentations; distributing information, or coordinating mail outs.
• Answering phone inquiries, directing calls, and providing basic company information
• Answers main telephone line, schedules appointments, greets and directs clients, accepts deliveries, accepts and sends out faxes.
• Arranges and manages appointments, schedules and calendars. Schedule parent meetings or other appointments as assigned by direct supervisor.
• 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 travel, accommodation, itineraries, and all correspondence related to arrangements as needed.
• Communicate verbally and in writing to answer inquiries and provide information.
• Completes projects by assigning work to clerical staff; following up on results.
• Conserves management’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications
• Coordinate the flow of information both internally and externally.
• Coordinates internal department correspondence, works independently on special and ongoing projects.
• Cross Trained in aspects of Financial Services duties, and substitutes where applicable for Financial Services Clerk in areas of billings, placing and receiving supply orders and financial services data.
• General administrative and clerical support including but not limited to receive and sort mail and deliveries.
• Greet persons entering the organization; check for all visitors to sign in and out system, refer back to Tribal Student Services.
• Handles check requests, requisitions, payroll, coordinates facility repairs and telecommunications.
• Implement and maintain office systems.
• Insures timely company vehicle submission, logs, and other maintenance.
• Inventories, orders, and organizes and/or distributes office supplies when received.
• Liaison with internal and external contacts.
• Maintain an organized filing system of paper and electronic documents.
• Maintain appointment diary either manually or electronically.
• 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.
• Make copies for staff; preparation for site-based communication;
• Makes travel arrangements for management and other staff as approved.
• Manage and maintain a neat and professional office environment.
• Manages vendor relationships related to ordering supplies and miscellaneous office equipment.
• Operate office equipment.
• Organize internal and external events and plan alongside other center assistants.
• Performs general administrative assistant duties such as…