District 5 Legislative Office Administrator

Kiowa Tribe Of Oklahoma; Lawton (OK); On-site; USD 38,000 - 51,000; Full time

Job summary

Kiowa Tribe Of Oklahoma is seeking a capable Administrative Office Specialist for District 5 Legislative Office in Lawton, OK. You will manage daily operations, serve as the main point of contact for constituents and agencies, and support legislative duties with accuracy and discretion.

You will organize records, prepare official documents, and coordinate meetings, travel, and communications. The role requires one year in an admin setting, strong MS Office skills, and adherence to tribal

Qualifications

• Must possess a High School Diploma or GED equivalent.
• Must possess a minimum of one (1) year work experience in an administrative office setting.
• Knowledge of the Kiowa Constitution and Kiowa Tribal Laws.
• Knowledge of Tribal government structure and legislative processes.
• Excellent written and verbal communication skills.
• Strong organizational and time management abilities.
• Ability to maintain strict confidentiality.
• Excellent customer service and interpersonal skills.
• Proficiency in Microsoft Office Suite and office management software.
• Ability to prioritize multiple assignments and meet deadlines.
• Ability to work independently while exercising sound judgment and professionalism.
• Ability to establish and maintain effective working relationships with Tribal officials, employees, Tribal citizens, and outside agencies.

Responsibilities

• 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 filing systems, and other office technology.
• Maintain electronic records and ensure data accuracy.
• Coordinate with Information Technology regarding office equipment and technical support.

Skills

Excellent written and verbal comms

Strong organizational skills

Confidentiality

Customer service

Interpersonal skills

Microsoft Office proficiency

Education

High School Diploma or GED

Tools

Microsoft Office Suite

Job description

Kiowa Tribe Of Oklahoma is seeking a capable Administrative Office Specialist for District 5 Legislative Office in Lawton, OK. You will manage daily operations, serve as the main point of contact for constituents and agencies, and support legislative duties with accuracy and discretion.

You will organize records, prepare official documents, and coordinate meetings, travel, and communications. The role requires one year in an admin setting, strong MS Office skills, and adherence to tribal