Office Manager

Position Title: Office Manager
Department: Youth and Learning
Supervisor Title: Youth and Learning Director
Salary: DOE

Position Summary:
The Youth and Learning Office Manager is responsible for the organization and coordination of office operations, procedures and resources to facilitate organizational effectiveness and efficiency. The Office Manager will handle a wide range of administrative and Director/Deputy Director support related tasks.

This job description is illustrative and not all-inclusive.

Essential Duties and Responsibilities:
Administrative
 Develop, maintain and coordinate office services by organizing office operations and procedures, preparing timesheets and purchase requisitions, controlling correspondence, designing filing systems, reviewing supply requisitions
 Design and implement filing systems; establish and monitor procedures for record keeping in compliance with relevant Tribal, federal, state, departmental guidelines
 Designs and implements office policies by establishing standards and procedures, measuring results against standards and making necessary adjustments
 Organize, coordinate and plan schedules, meetings, and appointments
 Perform other clerical duties such as photocopying, collating, faxing, etc.
 Perform other duties as assigned by Director and/or Deputy Director
Finance
 Participate in the development and maintenance of the Department's budgets; participate in the forecast of funds needed for staffing, equipment, materials and supplies; monitor expenditures
 Assist in the management of fiscal operations including budgets, grants, scheduled expenditures and requisitions, and analyze variances
 Monitor and evaluate the efficiency and effectiveness of service delivery methods and procedures
 Ensure compliance with federal, state, non-profit, and other funding agency requirements
Communication
 Provide prompt, thorough, and accurate information to Director, Tribal Leadership, funding, and partner agencies periodically and/or as required
 Create an optimal workplace by encouraging open communication between departments, programs, staff, volunteers, and community members
 Serve patrons by greeting, welcoming, directing and announcing them appropriately; answer, screen, and forward incoming phone calls, emails, correspondence while providing basic information as necessary.

Minimum Qualifications:
 Associates Degree in any field, or relevant combination of education and experience; Bachelor's Degree preferred
 Strong administrative and human relationship skills; ability to communicate orally and in writing
 Ability to keep sensitive information confidential, plan and execute diverse tasks at the same time without supervision
 3 years related work/volunteer experience
 Must be willing to work extended days, evenings and weekends as needed.
 Must be proficient with Microsoft Office applications (Word, Excel, Outlook).
 Must not have any DUI's/DWI's convictions within the last five years from any Tribal, State or Federal Court.
 Valid New Mexico Driver's License and insurable through the Tribe's insurance carrier.

Knowledge, Skills and Abilities Required:
 Self –motivated and able to handle multiple tasks, prioritize workload and, meet deadlines.
 Must be proficient at college level in speaking, comprehending, reading and writing to fully communicate with external agencies, patrons, parents/families, staff and Tribal Administration.
 Understanding of budgetary processes and aptitude to manage fiscal responsibilities

Physical Requirements and Work Environment:
The physical requirements of this position are light to moderate. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; sit; and use hands to finger, handle, or feel. The employee is occasionally required to reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. 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 ability to adjust focus. The employee is occasionally exposed to high, precarious places; outside weather conditions. The noise level in the work environment is usually moderate. Local travel is required, and periodic non-local travel for training, meetings, etc. The employee may occasionally exceed a 40-hour workweek.