Administrative Assistant

Overview

Please note that this position is contingent upon the successful award of a contract currently under bid.

Goldbelt Glacier is accelerating healthcare delivery and providing superior force health readiness across the military, federal, and civilian landscapes. Goldbelt Glacier is committed to providing transformative and comprehensive health operational capabilities to support customers across scientific, clinical, technological, and program management areas.

Summary:

The Administrative Assistant (Contact Representative) assists the Supervisory Legal Administrative Specialist, Legal Administrative Specialists, Probate Specialists, BIA attorney-advisors, and Administrative Law Judges in the administration and maintenance of probate issues. The role ensures that clerical and administrative work within the Branch of Probate conforms to established policies and procedures.

Responsibilities

Essential Job Functions:

The Administrative Assistant (Contact Representative) provides essential administrative and customer service support to the Branch of Probate within the BIA Northwest Regional Office. The primary purpose is to assist the Supervisory Legal Administrative Specialist, Legal Administrative Specialists, and Probate Specialists in ensuring the effective administration of probate cases involving trust and restricted property. This includes:

• Performing clerical and administrative duties to maintain accurate probate records and tracking systems.
• Supporting estate planning activities by preparing and assembling required documentation.
• Handling customer relations by receiving calls, greeting visitors, and responding to inquiries from landowners regarding probate rules.
• Ensuring compliance with established policies and procedures, including the Indian Affairs Manual (IAM).
• Contributing to the reliability and acceptability of probate operations through timely and accurate work.
• Prepare necessary documentation for distribution of trust assets in accordance with Orders issued by Administrative Law Judges or Attorney Decision Makers.
• Maintain statistical records on estate planning, administration, and summary distributions.
• Assist Probate Specialists in preparing guidance and drafting legal documents such as wills, life estates, codicils, and revocations to meet client intent.
• Update automated probate tracking systems from notification of death through asset distribution.
• Modify manual and automated records based on Orders issued by Administrative Law Judges or Attorney Decision Makers.
• Prepare documentation for trust asset distribution and estate account closure in compliance with judicial Orders.

Qualifications

Necessary Skills and Knowledge:

• Probate process knowledge, document preparation, data management, communication skills.
• Experience supporting estate planning, probate case preparation, and document assembly.
• Prior experience assisting Probate Specialists, attorney-advisors, or Administrative Law Judges.
• Evidence of handling complex probate documentation and customer inquiries.

Minimum Qualifications:

• High School diploma and minimum 2 years of relevant probate experience.
• Ability to travel as needed to other BIA Probate office locations.
• Required to successfully pass a background investigation.

Preferred Qualifications:

• Familiarity with Indian Affairs Manual (IAM), Privacy Act, and Freedom of Information Act provisions.

Pay and Benefits

The salary range for this position is $45,000 - $55,000 annually.

At Goldbelt, we value and reward our team's dedication and hard work. We provide a competitive base salary commensurate with your qualifications and experience. As an employee, you'll enjoy a comprehensive benefits package, including medical, dental, and vision insurance, a 401(k) plan with company matching, tax-deferred savings options, supplementary benefits, paid time off, and professional development opportunities.