Office Manager

Santa Clara Pueblo Administrative


Job Description

Position Summary:

Enhances department effectiveness by providing administrative support to the departments of Intergovernmental and Self-Governance.

This job description is illustrative only of the responsibilities performed by this position and is not all inclusive.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

  • Analysis of current and past budgets including preparation and justification budget requests;
  • Performs administrative duties in an office setting by answering phones and working at a desk
  • Allocates funds according to spending priorities in appropriate funding code in accordance with the regulations and as approved by supervisors;
  • Analysis of accounting records to determine financial resources required to implement program and submits recommendations for budget allocation;
  • Maintains a cuff account on department budgets to insure that spending is occurring from appropriate account and expenditures do not exceed amounts available.
  • Recommends approval or disapproval of requests for funds in accordance with requirements of the funding source;
  • Advises staff on cost analysis and fiscal allocations;
  • Assists in writing proposals and developing budgets to ensure accuracy of allocation of expenditures
  • Maintains automated budgeting systems that demonstrates control of expenditures for program activities;
  • Collects, posts and analyzes all department expenditures; meets with Accounting to review discrepancies;
  • Ensures program effectiveness by analyzing budgets to determine if monies are properly allocated making necessary adjustments as required;
  • Provides references by developing and utilizing filing and retrieval systems of administrative correspondence, daily reports, and all documentation pertaining to the departments of Intergovernmental and Self-Governance;
  • Maintains office supplies and equipment inventories by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; preparing requisitions;
  • Composes, copies and distributes information regarding program/project activities;
  • Maintains customer confidence and protect operations by keeping information confidential;
  • Schedules meetings or training and manages calendars required for program staff as needed;
  • Contributes to a team effort by accomplishing related results as required including other duties as assigned; and
  • Assists in preparing Departments reports, GSA monthly reports and schedule and take GSA vehicles to receive regular maintenance;
  • Assists in culling, organizing and developing an archives of historic and recent department documents; produce an inventory listing to provide as reference to other departments for their information. Retrieve items for use by other departments and establishes a check out system
  • Assists in gathering and organizing and updating files on Santa Clara Pueblo Veterans
  • Assist in writing, editing, formatting and printing of the Santa Clara Health Committee brochure and seek participation in community health efforts from appropriate department staffs;
  • Incumbent will assist in the production of the community newsletter, maintaining the newsletter email list, printing and preparation of newsletters for delivery, as requested by INPRO Director;
  • Assist with grant application research, writing, submittal of documents, and maintaining a file both electronically and a hard copy
  • Assist in preparation, formatting and publication of other documents relating to the Governor's office as directed;
  • Contributes to a team effort by accomplishing related results as required including other duties as assigned

KNOWLEDGE, SKILLS AND ABILITIES:

  • Knowledge of Tribal and INPRO and Self-Governance departments policies and procedures;
  • Knowledge of tribal, federal, and state laws and regulations related in 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;
  • Knowledge of time management and the effect on one's well-being and stress level;
  • Knowledge of the steps to effective conflict resolution;
  • Knowledge of problem solving techniques;
  • Knowledge of project evaluation procedures and processes;
  • Sill in strong leadership, supervisory, negotiation, and interpersonal skills for restructuring priorities to meet changing goals or objectives;
  • Skill in writing letters and reports and filling out forms for routine operations;
  • Skill in collecting, grouping, organizing information;
  • Skill in building group consensus to meet objectives through give and take;
  • Ability to develop new insights into situations in order to improve the situation, increase efficiencies, or to mitigated safety problems;
  • Ability to function as an effective team member to interact and communicate effectively with staff and tribal leadership and able to recognize changing conditions, develop alternative strategies and take appropriate action;
  • Ability to be decisive and use sound reasoning to arrive at a conclusion/decision and to recognize and correct unsafe practices and conditions;
  • 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 read, analyze, and interpret complex documents, including policies and procedures;
  • Ability to develop and recommend reporting systems for monitoring budget, grant and contract development status;
  • Ability to deal with employees and community members regarding sensitive, confidential information;
  • Ability to handle multiple tasks, meet project deadlines and prioritize workload; and
  • Ability to set priorities and plan the sharing of limited resources needed for competing projects and analyze project performance relative to given objectives.

MINIMUM QUALIFICATIONS:

  • AA degree in Accounting or related field plus two years related experience; or equivalent combination of education and experience.
  • Valid New Mexico Driver's License and insurable through the Tribe's insurance carrier;
  • Must not have any DUI/DWI convictions within the last five (5) years from any Tribal, State or Federal Court;
  • Must pass a background check successfully; and
  • Must pass a drug/alcohol screening.

PHYSICAL/WORK ENVIORNMENT:

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or fell; reach with hands and arms; and talk or hear. The employee frequently is required to stand and walk. The employee is occasionally required to 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 clos vision, distance vision, color vision peripheral vision, depth perception, and ability to adjust focus. The employee is frequently exposed to moving mechanical parts, fumes or airborne particles, toxic or caustic chemicals. The noise level in the work environment is usually moderate. Travel may be periodically required for training, meetings and presentations and incumbent may be required to work occasional nights and/or weekends.

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