Transit Admin Assistant:Scheduling, Travel & Vendor Support

Paycom - ATS; Carnegie (OK); On-site; USD 36,000 - 48,000; Full time

Job summary

The Kiowa Tribe Transit Department is seeking an Administrative Assistant to support the Transit Director and Executive Director in a fast-paced, deadline-driven environment.

The role includes scheduling, travel coordination, meeting preparation, and records management, with extensive interaction with vendors, riders, tribal departments, and external partners. A high school diploma or GED is required; an associate degree and tribal/government experience are preferred.

Qualifications

• Must possess a High School Diploma or GED equivalent.
• Preferred education: associate degree in business administration or related field.
• At least two years of work experience in an office setting; government or tribal environment preferred.

Responsibilities

• Manage daily administrative tasks, including answering and directing phone calls, scheduling, and organizing documents.
• Maintain calendars for the Transit Director and coordinate scheduling with the Executive Director.
• Coordinate meetings and events, prepare agendas, distribute materials in advance, take notes, and track follow-up items to completion.
• Prepare requisitions, purchase orders, and Accounts Payable Vouchers, and route them through the Tribe's internal systems in accordance with tribal policy.
• Handle expense reporting, invoicing, and basic accounting tasks for the department.
• Communicate effectively with vendors, riders, other tribal departments and staff, and outside partners, providing excellent customer service and representing the department professionally.
• Coordinate with vendors on scheduling, documentation, and follow-up, and support the department in gathering quotes and information as requested.
• Prepare correspondence, letters, reports, and presentation materials as requested.
• Maintain organized departmental files and records, including agreements, correspondence, and meeting records, so that documents can be produced on request.
• Assist in project management by tracking deadlines and facilitating communication among team members.
• Maintain office supplies and manage inventory.
• Perform basic data entry as required.
• Provide administrative support for managers, employees, and office visitors.

Skills

Communication

Organization

Education

High School Diploma or GED

Associate degree in business administration or related field

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

The Kiowa Tribe Transit Department is seeking an Administrative Assistant to support the Transit Director and Executive Director in a fast-paced, deadline-driven environment.

The role includes scheduling, travel coordination, meeting preparation, and records management, with extensive interaction with vendors, riders, tribal departments, and external partners. A high school diploma or GED is required; an associate degree and tribal/government experience are preferred.