Office Assistant

Position Title:                        Office Assistant

Reports to:                             Court Administrator and Child Support Director

Status:                                    Full-time (non-exempt) with benefits

Position Summary:

The Office Assistant provides administrative support to the Tribal District Court and Child Support Enforcement offices. This position serves as the first point of contact for the public and is responsible for delivering professional and courteous customer service while assisting with general office operations. Under the joint supervision of the Court Administrator and Child Support Director, the Office Assistant supports daily administrative functions, including receiving and distributing documents, assisting with basic intake, and facilitating communication between the public and program staff. This position also assists with payment intake, mail processing, scheduling, and maintaining organized office systems to support efficient operations. The Office Assistant plays a key role in ensuring smooth front desk operations while maintaining confidentiality and adhering to established policies and procedures.

Duties:

• Greet and assist the public in a professional and courteous manner, in person and by phone.
• Answer phone calls, route callers to appropriate staff, and take messages as needed.
• Provide general information regarding court and child support services without providing legal advice.
• Assist individuals with completing basic forms and paperwork as needed.
• Receive, date stamp, log, and distribute incoming mail, documents, and payments in accordance with established procedures.
• Notarize documents for the public and program participants as needed.
• Prepare and process outgoing mail, including certified mail when required.
• Accept and log payments and issue receipts or forward payments to appropriate staff for processing in accordance with internal controls.
• Schedule appointments and maintain calendars for court and child support staff as needed.
• Maintain accurate and organized filing systems, including scanning, filing, and retrieving documents.
• Ensure proper handling and storage of confidential information and records.
• Maintain cleanliness and organization of front desk area, common spaces, and program vehicles.
• Monitor and restock office supplies, forms, and materials.
• Provide support to court and child support staff as needed to ensure efficient office operations.
• Assist in de-escalating tense situations and refer matters to appropriate staff when necessary.
• Assist with general administrative and clerical duties, including correspondence, filing, copying, data entry, and preparation of travel and supply requests.
• Attend in-state and out-of-state training as required.
• Maintain regular and reliable attendance.
• Maintain strict confidentiality and adhere to ethical standards, tribal laws, and personnel policies.
• Perform other duties as assigned.

Qualifications:

• High school diploma or GED required.
• Associate degree in business administration or a related field preferred.
• One (1) to three (3) years of administrative or clerical experience preferred.
• Proficiency in Microsoft Office applications, including Word, Excel, Access, and Outlook.
• Strong customer service and interpersonal skills.
• Ability to communicate effectively verbally and in writing.
• Ability to follow established procedures and work under general supervision.
• Ability to manage multiple tasks while remaining organized and productive during both busy and slow periods.
• Ability to maintain organized and accurate records.
• Ability to handle sensitive and confidential information with professionalism and discretion.
• Ability to establish and maintain effective working relationships with court personnel, child support staff, and the public.
• Must be able to attend in-state and out-of-state training as required.
• Must be a Notary Public or able to obtain certification within three (3) months of hire.
• Must possess a valid driver’s license.

Privacy Policy:

The incumbent shall comply with all requirements and provisions of Subpart K, of 43 CFR, Part 2, which implements the Privacy Act (5 U.S.C. § 552a(i)(1)).

Drug-Free Workplace:

The Kickapoo Tribe in Kansas is committed to a drug-free work environment and requires all employees to participate in an employee drug testing program as a condition of employment.

Indian Preference and TERO Compliance:

Preference in employment shall be given to qualified Indian applicants in accordance with applicable federal law and the Kickapoo Tribe in Kansas Tribal Employment Rights Ordinance (TERO). This position is funded in whole or in part by federal funds; therefore, Indian Preference shall be applied consistent with federal regulations. Applicants claiming Indian Preference must provide appropriate verification of enrollment in a federally recognized tribe. The Kickapoo Tribe in Kansas supports the goals and policies of TERO, and the hiring process shall be conducted in a manner consistent with the Ordinance to the extent permitted by federal law. Consideration will be given to non-Indian applicants only in the absence of qualified Indian Preference candidates.