District Office Manager

Job Details

• Job Location:
  
  District 5 Legislative Office - Lawton, OK 73501
• Position Type:
  Full Time
• Salary Range: $44,133.00 Salary/year

Responsible for daily operations of the District 5 Legislative office. Provides organization and coordinates all administrative office duties as assigned.

• Manage the daily operations of the Legislative District office to ensure efficient and professional services are provided to Tribal citizens.
• Serve as the primary point of contact for constituents, Tribal officials, departments, and external agencies.
• Maintain office organization, filing systems, records, and confidential documents in accordance with Tribal policies and applicable laws.
• Prepare correspondence, memoranda, reports, agendas, meeting notices, and other official documents.
• Answer telephone calls, respond to emails, greet visitors, and direct inquiries to the appropriate individual or department.
• Monitor office supply inventory and coordinate the purchase of necessary supplies and equipment.
• Maintain office calendars, schedules, and appointments for the Legislative District Representative(s).

• Provide administrative support to the Legislative District Representative(s) in carrying out legislative duties and responsibilities.
• Assist in coordinating constituent meetings, public forums, committee meetings, and community outreach events.
• Prepare meeting materials, presentations, informational packets, and legislative documents.
• Record meeting minutes and maintain official legislative records as assigned.
• Track legislative actions, resolutions, ordinances, and initiatives affecting the district.
• Assist with research related to Tribal laws, policies, procedures, and legislative matters.

• Serve as a liaison between Tribal members and the Legislative District Representative(s).
• Receive, document, and respond to constituent concerns, requests, and inquiries in a courteous and professional manner.
• Coordinate referrals to appropriate Tribal departments and programs.
• Maintain confidentiality of constituent information and sensitive matters.
• Assist with organizing community meetings and outreach activities to increase communication between Tribal leadership and citizens.

• Establish and maintain organized electronic and paper filing systems.
• Ensure official records are maintained in compliance with Tribal record retention requirements.
• Prepare reports and maintain statistical data as requested.
• Safeguard confidential information and maintain secure records.

• Assist with monitoring the Legislative District office budget.
• Prepare purchase requisitions, travel requests, reimbursement requests, and procurement documentation.
• Maintain records of expenditures and assist with budget tracking.
• Coordinate travel arrangements for Legislative District Representative(s) when authorized.

• Draft newsletters, announcements, and informational materials for Tribal citizens.
• Coordinate communication between the Legislative District office and Tribal departments.
• Assist in maintaining social media, website updates, or other communication platforms as authorized.
• Promote positive public relations while representing the Legislative District office professionally.

• Ensure compliance with the Kiowa Constitution, Kiowa Tribal Laws, Legislative policies, Human Resources policies, and applicable federal regulations.
• Maintain confidentiality and exercise sound judgment regarding sensitive legislative and personnel matters.
• Follow all records management and ethics requirements applicable to the Legislative Branch.

• Utilize Microsoft Office Suite, Paycom (as applicable), electronic…