Office Manager (CRSD)

Under limited supervision from the Assistant Community Recreation Services Director, oversees and manages all office and administration functions for the department.  Supervises and establishes work priorities for assigned clerical/administrative staff.   Provides direct high level administrative support to the Director and other management staff at Director’s request.   This job class is treated as FLSA non-exempt.  

Distinguishing Features:  The Office Manager job class is distinguished from the Executive Secretary by its higher level of responsibility, discretionary judgment, and decision making authority in managing and overseeing daily operations for an entire department.  The Office Manager oversees work priorities, workflow, training, mentoring, and supervision of assigned clerical staff. 

Essential Functions:   Essential functions may vary among positions and may include the following tasks, knowledge, skills, abilities and other characteristics.  This list of tasks is ILLUSTRATIVE ONLY and is not intended to be a comprehensive listing of tasks performed by all positions in this classification.

1. Supervision:  Supervises, trains, and assigned clerical/administrative staff to perform all aspects of their job and take on increased clerical/administrative responsibilities.   

• Communicates and confers with the Director and management staff to determine specific work priorities.
• Delegates work assignments, monitors workflow, and prioritizes work tasks.
• Trains and evaluates staff on all clerical/administrative functions.
• Mentors and trains assigned staff to perform independently and attain technical and customer service skills. 
• Makes work station reassignments to ensure ample coverage for the front desk office and completion of priority projects during absences and vacations.
• Reviews and ensures work assignments meet prescribed quality standards.
• Verifies subordinates clock-in/out times to ensure work hours are accurately reflected in PeopleSoft Time & Labor.
• Conducts regular weekly or bi-weekly staff meetings to keep staff informed.
• Counsels staff to improve work deficiencies and recognize outstanding performance.
• Prepares timely Employee Performance Appraisal Reports (EPAR) drafts for assigned staff that are reviewed and given final approval by the Director.

• Makes recommendations for disciplinary action as needed. 

2. Special projects:  Manages and coordinates completion of special projects as required to maintain smooth operations within the department.   

• Researches, compiles and analyzes data for special projects for the Director or management staff at the Director’s request.
• Represents the department at various meetings and special events.
• Assists management staff with preparing for annual budget presentations and monitoring yearly budget expenditures.
• Oversees the PeopleSoft financials requisition process for department resources.
• Primary custodian for department P-Card purchases and tracking of expenditures.
• Monitors and ensures that p-card receipts are reconciled by monthly due date
• Works alongside management & directors to plan special department events to ensure timely submission of works order, layouts, facility reservations, including the facilitation of planning meetings

3. Director & Management Support:  Acts as the Director’s right hand and provides direct administrative support on confidential and high level matters.      

• Provides direct administrative support to the Director and other management upon the Director’s requests.
• Drafts letters and memoranda at the Director’s request for review and transmittal.
• Assists with typing, organizing, formatting, proofing and disseminating high-level reports, presentations, and special studies for Council, Director’s meetings, public hearings and other special meetings.
• Maintains files of confidential HR personnel actions and other sensitive documents and records.
• Assists Director or designee with researching purchase requests and submitting purchase requisitions through PeopleSoft Financials.
• Limited authority to sign on behalf of the Director.
• Authorized by the Director to use discretion and independent judgment in resolving issues of a non-urgent nature. 
• Assists the Director in streamlining office operations and oversees completion of projects for management.  
• Develops and implements office policies, procedures, and guidelines to support all administrative job functions.
• Establishes and maintains effective filing systems for storage/retrieval of vital office documents and records.
• Conducts periodic evaluations of office process and procedures to improve work efficiency. 
• Ensures all clerical/administrative staff is thoroughly familiar with proper handling procedures for confidential information and communications.

       
4. Administration:  Oversees, coordinates, and facilitates all clerical/administrative support requirements for the Director, either directly or indirectly through subordinate staff.            

• First contact for addressing departmental written or verbal concerns from Community members, vendors and other departments.
• Serves as liaison for representing the department at meetings and special events.
• Participates in management meetings and provides input in resolving departmental problems, issues, and concerns.
• Coordinates scheduling of meetings, preparation of agendas, packets, ordering of food, and assignment of note takers for meetings and other special requirements.
• Makes travel arrangements and processes travel claims.
• Monitors and ensures all department timekeepers/approvers complete inputting of employee’s work hours in time for bi-weekly payroll processing.
• Assists Director with validating/approving employees work time through PeopleSoft Time & Labor process.  
• Coordinates the timely release of accurate bi-weekly department work schedules

5. Miscellaneous:  Performs other job related duties as assigned by the Director or designee to maintain and enhance department operation. 
     
Knowledge, Skills, Abilities and Other Characteristics:

• Knowledge of the culture, customs, traditions, history and government of the Salt River Pima-Maricopa Indian Community.
• Knowledge of principles and practices of office management and computerized records systems.
• Knowledge of department programs, policies and procedures.
• Knowledge of Community’s accounting, billing, invoicing, payroll, purchasing, personnel, and records management procedures.
• Knowledge of advanced customer service principles and techniques.
• Knowledge of principles and practices of employee supervision, including training and performance evaluation.
• Knowledge of formats used for a variety of correspondence, reports, and presentations.
• Skill in understanding and interpreting complex concepts, rules, regulations and guidelines.
• Skill in multitasking and demonstrating creative thinking.
• Skill in listening and communicating effectively with employees at all levels.
• Skill in analyzing and planning daily work volume, and ensuring effective completion of all office and administrative tasks.
• Skill in providing leadership to and evaluating the work of subordinate staff.
• Skill in operating a variety of standard office equipment, including but not limited to:   photocopiers, fax machines.
• Skill in establishing and maintaining effective working relationships with other departments, SRPMIC administrative staff, outside entities, clients, and the general public.
• Skill in following complex oral and written instructions, policies and procedures.
• Ability to prepare correspondence, utilizing correct grammar, punctuation, spelling, and organization.
• Ability to type 60 net words per minute on the computer.
• Ability to use personal computer and related software to maintain records and create timely, meaningful reports and appropriate correspondence.
• Ability to take and prepare accurate meeting notes using dictation or speedwriting.
• Ability to organize multiple work priorities and meet frequent deadlines.
• Ability to communicate effectively with staff and members of the public.
• Ability to juggle multiple priorities and establish goals.
• Ability to lift and carry 25 pounds.

• May be required to work beyond normal work hours including nights, weekends and holidays.

Prior to hire as an employee, applicants will be subject to drug and alcohol testing. Will be required to pass a pre-employment background/fingerprint check. Employees are subject to random drug and alcohol testing.

 

"SRPMIC is an Equal Opportunity/Affirmative Action Employer" Preference will be given to a qualified: Community Member Veteran, Community Member, Spouse of Community Member, qualified Native American, and then other qualified candidate.

 

In order to obtain preference, the following is required: 1) Qualified Community Member Veteran (DD-214) will be required at the time of application submission 2) Qualified Community Member (must provide Tribal I.D at time of application submission),3) Spouse of a Community Member (Marriage License/certificate and spouse Tribal ID or CIB is required at time of application submission), and 4) Native American (Tribal ID or CIB required at time of application submission).

Documents may be submitted by one of the following methods: 

1) attach to application

2) fax (480) 362-5860

3) mail or hand deliver to Human Resources.

4.) email to [email protected]

Documentation must be received by position closing date. 

The IHS/BIA Form-4432 is not accepted. 

Your Tribal ID/CIB must be submitted to HR-Recruitment-Two Waters.