District 5 Office Manager (51131)

Job DetailsJob Location: District 5 Legislative Office - Lawton, OK 73501Position Type: Full TimeSalary Range: $44,133.00 Salary/yearJOB SUMMARY: Responsible for daily operations of the District 5 Legislative office. Provides organization and coordinates all administrative office duties as assigned.   RESPONSIBILITIES: Administrative Management 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). Legislative Support 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. Constituent Services 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. Records Management 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. Financial and Budget Support 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. Communication and Public Relations 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. Compliance 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. Technology 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. Other Duties Participate in training, professional development, and required meetings. Assist with special projects assigned by the Legislative District Representative(s), Legislative Leadership, or other authorized officials. Perform other duties as assigned that support the mission and objectives of the Kiowa Tribal Legislative Branch.   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.   REQUIREMENTS: Must possess a valid driver’s license and be insurable under the Kiowa Tribe’s motor vehicle policy. Must be willing to submit to and pass drug testing. Must be willing to submit to a background investigation which reflects a good moral character   PHYSICAL DEMANDS AND WORKING CONDITIONS: The work is primarily performed in a professional office environment . The position may also require work outside of the traditional office setting, including attendance at community events, public meetings, legislative functions, and other work-related activities conducted outdoors in varying weather and climate conditions. This position may require occasional work during evenings, weekends, holidays, or outside of normal business hours to attend meetings, legislative sessions, community events, emergencies, or other official Tribal business. The incumbent must be able to work effectively in a fast-paced and, at times, high-stress environment while managing multiple priorities, responding to changing deadlines, and maintaining professionalism and confidentiality. Travel is required for this position and may include both in-state and out-of-state travel for meetings, conferences, training, legislative functions, and other official Tribal business. The incumbent must be able to lift, carry, push, and/or pull a minimum of ten (10) pounds and perform the physical requirements necessary to accomplish the essential functions of the position. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position. This position requires regular attendance, punctuality, and the ability to maintain effective working relationships with Tribal leadership, employees, Tribal citizens, governmental agencies, and the public while representing the Legislative Branch in a professional and respectful manner. E.O.E. & Kiowa/Indian PreferenceEqual Opportunity Employer: The Kiowa Tribe does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor.  According to the Kiowa Tribe Human Resources Policies and Procedures, the Kiowa Tribe recognizes Kiowa Preference first, other federally recognized tribes second and other races last.   Indian Preference applies in accordance with Indian Preference Act of 1934 (Title 25, USC Section 472), BIA Form 4432, Tribal Identification or Certificate Degree of Indian Blood must be submitted with employment application to receive Indian Preference.