Office Manager - Santa Clara Pueblo Administrative

Position Title: Office Manager

Department: Tribal Administrator

Salary Grade: NE6 Per Class Code

Position Status: Full-Time

FLSA Status: Non-Exempt

Position Summary

Under the general supervision of the Tribal Administrator or their designee, the Office Manager will oversee the daily operations of the office. After receiving the necessary supervisory training, the Office Manager will manage the staff and ensure that all administrative tasks are completed efficiently and on time.

[NOTE] The supervision of staff will commence only after the successful completion of a series of Management/Supervision trainings and upon the Tribal Administrator's or Deputy Tribal Administrator's determination that the employee is ready to assume this responsibility.

This job description is illustrative only of the responsibilities performed by this position and is not an all-inclusive list of all responsibilities, duties and skills required of personnel in this classification. Duties, responsibilities and activities may change at any time with or without notice.

Essential Duties and Responsibilities

• Act as the 'face' of our Tribal Administration and ensure visitors and employees receive a heartwarming welcome with a dynamic professional attitude;
• Develops and utilizes filing and retrieval systems to manage and reference administrative correspondence, daily reports, and all documentation related to the Office of the Administrator, including Sanitation, Elderly and Handicap services, and Custodial.
• Analysis of current and past budgets including preparation and justification budget requests;
• Performs administrative duties in an office setting, answering incoming phone calls, take concise messages;
• Allocates funds according to spending priorities in appropriate funding code in accordance with the policies;
• Analysis of accounting records to determine financial resources required to implement program and submits recommendations for budget allocations;
• Recommends approval or disapproval of requests for funds in accordance with requirements of the funding source;
• Assists in developing budgets to ensure accuracy of allocation of expenditures;
• Create and maintain Reference Desk Manual of duties and responsibilities;
• Maintains excel cuff account that demonstrates control of expenditures for program activities;
• Collects, posts and analyzes all department expenditures; meets with Accounting to review discrepancies;
• Reviews contractor pay applications for accuracy and submits the appropriate documents for payment;
• Ensures program effectiveness by analyzing budgets to determine if monies are properly allocated making necessary adjustments as required;
• Responsible for arranging office coverage for the phones and front door entrance when taking leave and when both the Office Manager and Administrative Assistant are on leave simultaneously. Additionally, the Office Manager will serve as backup coverage when the Administrative Assistant is out of the office.
• Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; preparing requisitions;
• May assist with supervision of Tribal Administrator administrative staff to include delegation of work as required (i.e. part-time summer, interns, seasonal, etc.), corrective action and discipline, recruitment, hiring and termination recommendation, performance evaluation; and the creation, implementation of office management and operational procedures;
• Prepare meeting agenda for monthly Director Meetings, take meeting notes, transcribe and distribute to appropriate personnel, Director's, etc.;
• Schedules meetings or training and manages calendars required for program staff as needed;
• Serves as liaison or may designate for the cellular phone carrier for all of the administration;
• Serves as back-up to the receptionist;
• Due to the sensitive nature of information and personnel files maintained within Tribal Administration, must maintain strict confidentiality at all times;
• Contributes to a team effort; and
• Performs other duties as assigned or required.

Knowledge, Skills, and Abilities

• Knowledge of Tribal and department policies and procedures, federal, and state laws and regulations related the area of projects;
• Knowledge of theory and techniques in regards to fiscal, grant and budget preparation administration to include SCP policies pertinent to the expenditure of funds relative to the mission to include required SCP fiscal documentation;
• Skill in writing letters and reports and filling out forms for routine operations;
• Skill in building group consensus to meet objectives through give and take;
• Ability to exhibit a friendly and courteous manner when dealing with our employees, fellow associates, and community members.
• Ability to develop new insights into situations in order to improve the situation and increase efficiency;
• Ability to adhere to dress code;
• Ability of effective listening, speaking, and writing skills;
• Ability to perform computer skills such as word processing, software applications, advanced accounting software, email, internet and spreadsheets;
• Ability to perform duties under stressful and adverse conditions, such as long work hours, and emergency situations;
• Ability to develop and recommend reporting systems for monitoring budget, grant and contract development status;
• Ability to act in an independent and conscientious manner using sound judgment and to multiple task, meet project deadlines and prioritize workload; and
• Ability to maintain confidentiality.

Minimum Qualifications

• AA degree in Accounting or related field plus two years related experience; or equivalent combination of education and experience. Experience time will be considered on an individual basis.
• Must have at least (2) two years of Supervisory experience.
• Possess strong computer skills (i.e. Word, Excel, and PowerPoint) and experience with varying databases.
• Excellent writing and communications skills, strong organizational and interpersonal skills is a must.
• Strong financial background is an asset.
• Punctual and regular attendance is an essential responsibility for this position and Business Casual attire is required.

Physical Requirements and Work Environment

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee frequently is required to reach with hands and arms. The employee is occasionally required to stand; walk; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25# LBS. NOT TO EXCEED 25 pounds. If an item is above 25 pounds, lifting shall be done by two or more Tribal staff members. Specific vision abilities required by this job include close vision, color vision, and ability to adjust focus. Work is performed in a professional office environment with a moderate noise level, occasionally working under stressful conditions and for extended periods of time. This position is routinely exposed to Visual/Video Display Terminal (VDT) and extensive personal computer and phone usage. Travel may be required. May be required to work occasional nights and/or weekends. Travel may be periodically required for training, meetings and presentations and incumbent may be required to work occasional nights and/or weekends.

Operating Values

• Respect - Treats everyone with courtesy, politeness, and dignity. Listens to and communicates with teammates, employees and community members in ways that build mutual respect and positive working relationships.
• Citizenship - Follows proper procedures and keeps appropriate records. Ensures compliance with regulatory and legal requirements.
• Caring - Cares about and demonstrates concern for employees and community members. Builds mutually beneficial relationships with employees, vendors and community members.
• Trustworthiness - Takes actions that build confidence in Department and Pueblo of Santa Clara. Demonstrates honesty and high standards of integrity in all interactions. Gains trust and confidence in relationships with teammates and employees at all levels.
• Fairness - Listens to the concerns of employees and community members. Takes specific actions to ensure the success of employees. Make decisions after careful and appropriate consideration.
• Responsibility - Takes accountability for the services provided, pursuing excellence in everything. Finish rather than surrender to obstacles or excuses. Continually look for ways to improve work. Fulfill obligations and help to fulfill the obligations of the Department.

Disclaimer

Working Conditions for individual positions in this classification will vary based on each departments' utilization, essential functions and the recruitment needs at the time a vacancy is posted. Employee must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship. All requirements are subject to possible modification to reasonably accommodate individuals with disabilities.

Employment Requirements

Successful completion of thorough background investigation and MVD check. Employees must comply with Tribal Safety Guidelines, Policies and Procedures and follow the HIPPA US Department of Health and Human Services Guidelines. Successful completion of the mandatory National Incident Management

Training (NIMS) within the first 90 days of employment. Must pass a drug/alcohol test. Must have a valid New Mexico Driver's License and insurable through the Tribe's carrier and not have any DUI/DWI convictions within the last five (5) years from any Tribal, State or Federal Court. Must take and pass a current driving course Special Projects Department.