Administrative Assistant

OPENING DATE:
September 16, 2026

CLOSING DATE:
September 30, 2026

POSITION SUMMARY:

The Administrative Assistant provides essential clerical and administrative support to the Indian Child Welfare Department, ensuring the smooth operation of day-to-day activities. This position assists with record-keeping, scheduling, document preparation, and communication within and outside the tribe. The Administrative Assistant plays a crucial role in maintaining organized case files, processing confidential information, and supporting staff in serving children and families within the tribe.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Administrative & Clerical Support Manage phone calls, emails, and in-person inquiries, directing them to appropriate staff as needed.

Prepare correspondence for the department.

Organize and maintain confidential child welfare case files and department records.

Assist with data entry, filing, and tracking program activities, deadlines, and compliance records.

Collect and log all incoming and outgoing mail.

Maintain appropriate office coverage during scheduled working hours and communicate with the supervisor regarding field assignments, appointments, breaks, or other circumstances that may affect office coverage.

Ensure incoming calls, visitors, correspondence, and urgent matters are appropriately addressed or routed when other staff members are unavailable.

Process Child Support checks.

Process Assistance Applications.

Scheduling & Coordination Assist with planning and coordinating department events, training sessions, and community outreach efforts.

Maintain Outlook Calendar for staff, ensuring efficient scheduling.

Perform routine duties independently after receiving appropriate training and instruction.

Demonstrate working knowledge of established departmental procedures and seek clarification when necessary while taking responsibility for learning and retaining job-related information.

Complete assigned duties accurately and timely without requiring repeated instruction on established procedures.

Attendance, Dependability & Accountability Maintain regular and dependable attendance consistent with the assigned work schedule and Comanche Nation policies.

Report to work on time and be prepared to perform assigned duties at the beginning of the scheduled workday.

Follow established procedures for requesting leave, reporting absences, and notifying the supervisor of unexpected delays or absences.

Maintain reliable availability during scheduled working hours to ensure adequate coverage of the ICW office.

Understand that frequent tardiness, unscheduled absences, or failure to maintain dependable attendance may negatively impact the department's ability to provide services to children and families.

Document & Compliance Management Process and track invoices, purchase orders, and budget-related documents as needed.

Maintain client confidentiality, carefully handle sensitive information, and adhere to privacy laws.

Assist clients with applications

Accuracy & Completion Complete assigned administrative tasks accurately, timely, and in accordance with established procedures.

Review work for completeness and accuracy prior to submission or filing.

Promptly communicate errors, missing information, or barriers that may affect completion of assigned duties.

Performance Expectations Demonstrates regular and dependable attendance and punctuality.

Performs assigned duties accurately, efficiently, and within established deadlines.

Demonstrates the ability to work independently and exercise appropriate judgment within the scope of the position.

Follows departmental policies, procedures, SOPs, and supervisory directives.

Maintains confidentiality and protects sensitive information.

Demonstrates professional and respectful communication with coworkers, families, tribal members, foster parents, courts, agencies, and other partners.

Maintains an organized and professional work environment.

Accepts responsibility for assigned duties and follows through to completion.

Demonstrates willingness and ability to learn and retain job-related procedures and information.

Supports the mission of the Indian Child Welfare Department and the best interests of Comanche children and families.

Communication & Outreach Support Serve as point of contact for families, foster parents, and tribal members seeking information about child welfare services.

Distribute informational materials and resources to families, staff, and tribal members.

Stay current with child welfare policies and…