Contact Representative / Administrative Assistant

Contact Representative – Probate Office | Bureau of Indian Affairs | Portland, OR & Vancouver, WA

We're hiring an Administrative Assistant (Contact Representative) to join the BIA Northwest Regional Office's Branch of Probate — a team doing meaningful work on behalf of American Indian and Alaska Native communities.

What You'll Do

You'll provide essential administrative and customer service support to the Branch of Probate, working directly alongside Probate Specialists, BIA attorney-advisors, and Administrative Law Judges. Core responsibilities include:

• Preparing and assembling probate documentation including heirship data, wills, life estates, codicils, and revocations
• Maintaining and updating automated probate tracking systems from notification of death through final asset distribution
• Preparing documentation for trust asset distribution in accordance with Orders issued by Administrative Law Judges and Attorney Decision Makers
• Submitting records to the Interior Board of Indian Appeals as requested
• Greeting visitors, receiving calls, and responding to inquiries from trust and restricted landowners regarding probate rules and procedures
• Typing correspondence, reports, and memoranda; maintaining probate records in compliance with the Indian Affairs Manual (IAM)
• Maintaining statistical records on estate planning, administration, and summary distributions

What We're Looking For

• Experience with probate processes, document preparation, or legal/administrative support
• Ability to maintain automated tracking systems and accurate case records
• Familiarity with federal regulations including the Indian Affairs Manual (IAM), Privacy Act, and Freedom of Information Act
• Understanding of federal, state, and tribal laws related to trust lands and inheritance is a plus
• Strong grammar, spelling, and formatting skills for professional correspondence
• Ability to analyze facts, identify issues, and determine appropriate action within established guidelines

Place of Performance

This position requires in-person presence at one of two locations:

• 911 NE 11th Ave, Portland, OR
• 993 McClellan Road, Vancouver, WA 98661

Telework is not authorized. The nature of this role involves direct customer service and in-person collaboration with legal and probate staff.

Why This Role

This is an opportunity to contribute to the administration of trust assets for Native American families and communities — work that carries real purpose. You'll be part of a structured, mission-driven federal environment with the stability and benefits that come with it.

Must be a United States citizen and be willing to undergo a background check.