Administrative Assistant - Legal

Description Job Summary The Administrative Assistant provides essential administrative and government affairs support to all staff in the Office of the Tribal Attorney and Government Affairs offices, including the Tribal Attorney, the Associate Tribal Attorney, and the Government Affairs Specialist. By appropriately managing legal files, deadlines, calendars, correspondence, records, and advocacy materials, this position supports legal and government affairs professionals to focus on advancing KIC's mission, protecting Tribal sovereignty, and serving Tribal citizens. Beyond core legal office administration, this position carries an active supporting role in the government affairs and advocacy work of the Office — tracking legislation and regulatory actions, preparing correspondence, coordinating intergovernmental meetings, supporting advocacy project administration, and assisting with outreach and stakeholder communications. This is a multi-faceted role requiring outstanding organizational ability, professional discretion and ability to maintain confidentiality, cross-cultural competency, and a genuine commitment to the KIC Tribal community. Job Duties & Responsibilities Maintain organized, accurate, and confidential electronic and physical legal files, records, and document management systems for the Office of the Tribal Attorney. Prepare, draft, proofread, and finalize legal documents, correspondence, memoranda, contracts, resolutions, and reports as appropriately directed; handle all materials with strict professional discretion and in compliance with confidentiality policies. Appropriately process, file, and coordinate delivery of legal documents, relevant filings, and agency submissions to outside counsel, government agencies, and Tribal departments and bodies, as directed. Monitor and track deadlines for legal filings, contract renewals, grant/project reporting, and other time-sensitive matters; provide advance alerts to Office staff. Coordinate and support material preparation for Tribal Council meetings, legal briefings, and committee meetings; ensure document retention policies are followed throughout. Manage multi-staff calendars for the Tribal Attorney, Associate Tribal Attorney, and Government Affairs Specialist, including meetings, hearings, legislative sessions, advocacy trips, and community events. Serve as contact for the Office — receiving and directing calls, emails, and in-person inquiries from Tribal citizens, agency representatives, and the public in a professional and culturally respectful manner. Coordinate meeting logistics, prepare agendas and materials packets, arrange meetings and travel for Office staff, and follow up on action items. Appropriately support coordinating government-to-government meetings, Tribal consultations, intergovernmental working group sessions, and coalition meetings — including scheduling, materials, invitations, and follow-up communications. Maintain contact databases for elected officials, agency staff, congressional offices, tribal coalitions, and advocacy partners; support preparation of briefings and reports to the Tribal Council on government affairs activities. Assist in administering legal department projects and grants— tracking timelines, reporting deadlines, and deliverables; prepare draft reports and supporting documentation for submission. Receive requests for and assist in providing services from the Office, coordinating responses with appropriate staff. Manage Office supplies, equipment, and subscriptions; prepare invoices and expense documentation; participate in KIC all-staff and community events; and perform other duties as assigned. Other relevant duties as assigned. Necessary Knowledge, Skills, and Abilities Exceptional organizational skills and attention to detail, with the ability to manage multiple projects, staff members' needs, and deadlines simultaneously in a busy office environment. Excellent written and verbal communication skills — including the ability to draft clear, professional, and polished correspondence and documents. Proficiency with office computers and job specific necessary software including Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); ability to use legal or document management software (e.g., Legal Files, Clio, NetDocs, iManage). Working knowledge of legal terminology, legal document formats, and legal procedures including pleadings, contracts, resolutions, and correspondence. Ability to conduct research using legal databases (LexisNexis, Westlaw), government and legislative websites (Congress.gov, Regulations.gov, Alaska Legislature), and other online resources. Strict professional discretion and the ability to maintain confidentiality in all matters related to the Office; willing to sign a confidentiality agreement. Effective oral and written communication skills with sensitivity to Alaska Native and American Indian cultures and community values. Ability to work independently with minimum supervision and as a collaborative, reliable member of a small professional team. Ability to adapt and re-prioritize in a fast-paced, multi-function environment with shifting deadlines and diverse needs from multiple supervisors. Demonstrated commitment to serving the Tribal community and supporting Tribal sovereignty and self-sufficiency. Strong understanding and sensitivity to American Indian/Alaska Native (AI/AN) Tribal culture and lifestyle, working effectively with AI/AN populations. Ability to establish and maintain cooperative working relationships with management, coworkers, and outside contacts. Ability to maintain strict confidentiality and comply with all applicable federal and tribal privacy laws and KIC policy (HIPAA, HITECH, etc.). Ability to learn and apply program/agency operating policies and procedures. Working Conditions The physical demands described here are representative of those that an employee must meet to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions. While performing the duties of this Job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is frequently required to stand and/or sit. The employee is occasionally required to walk, sit, climb, or balance. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, peripheral vision, and depth perception. The noise level in the work environment is usually average. KIC Core Competencies Cultural Competency: To be respectful and responsive to the health beliefs, practices, and cultural and linguistic needs of KIC Tribal Members. Developing cultural competence is an evolving, dynamic process that takes time and occurs along a continuum. Uphold KIC Values: To make decisions and behave in a manner consistent with KIC Workplace Values of Trust, Teamwork, Respect, and Accountability, as well as Southeast Traditional Tribal Values “Our Way of Life”. Commitment: To serve Tribal Members and set a high standard for yourself in your performance; strive for results and success; convey a sense of urgency and bring issues to closure; and stay persistent despite obstacles and opposition. Customer Service: Meet/exceed the expectations and requirements of internal and external customers; identify, understand, and monitor the needs of both internal and external customers; always talk and act with customers in mind; and recognize working colleagues as customers. Effective Communication: Ensure important information is passed to those who need to know; convey necessary information with respect, clearly and effectively orally or in writing Responsiveness and Accountability: Demonstrate a high level of conscientiousness; hold oneself personally responsible for one's own work; and do the required fair share of work. Qualifications Minimum Qualifications (Education & Experience) High School Diploma or equivalent 2 years of office experience or comparable progressively responsible tasks Proof of valid driver's license with a clean driving record Demonstrated experience with document management, correspondence preparation, scheduling, and deadline tracking in a professional setting. A combination of relevant experience, education, and training may substitute for education and experience requirements on a year-for-year basis. Proof of valid driver's license with acceptable driving record. Preferred Qualifications (Education & Experience) Associate's degree or higher in Paralegal Studies, Legal Administration, Business Administration, Public Administration, Political Science, or a related field. Completion of, or current enrollment in, an ABA-approved Paralegal Certificate Program is strongly preferred and may substitute for prior job experience requirements on a year-for-year basis. 3+ years of related experience working in a Tribal government, Alaska Native organization, Tribal legal office, or Indian law firm. Experience supporting government affairs, legislative tracking, policy research, or public outreach work Knowledge of federal Indian law, Alaska Native law, Tribal governance structures, or federal trust responsibility. Experience supporting government affairs, policy advocacy, or legislative relations work — including tracking bills, preparing comment letters, or supporting outreach to elected officials. Familiarity with federal grant administration, 638 contracting processes, or federal reporting requirements. Experience with legislative tracking platforms (e.g., FiscalNote, LegiScan, Congress.gov) or federal regulatory systems (Regulations.gov). Experience with ICWA, HIPAA, VAWA, ISDEAA, ANCSA, or other federal laws affecting Tribal governments. Experience with cultural matters, estate planning support, or restricted property matters in a Tribal context. Conditions of Hire May be required to possess and maintain a valid driver's license or capable of obtaining one, as well as be insurable by KIC’s company insurance. KIC is a Drug-Free Workplace. All employees must adhere to KIC drug and alcohol policies and procedures to ensure a safe workplace. Employees must pass a pre-employment and subsequent random and/or for-cause drug and alcohol screening to be eligible for and maintain employment. KIC has several positions that must comply with the P.L. 101-630 Indian Child Protection and Family Violence Protection Act (ICPA); all employment offers in the "covered" classification are conditional until KIC has received a Federal criminal background check verifying eligibility to work in these programs. #J-18808-Ljbffr