What are the responsibilities and job description for the Office Manager - Federal Programs position at Bloomfield NM?
Supervisor: Federal Programs Director
Exempt
General Job Description:
Process Federal/Bilingual purchase orders, Monitor JOM budget, manage
IEC and PAC documentation, and request reimbursements for Federal
Programs, submit Quarterly Budget Reports in a timely manner, and work collaboratively with all stakeholders. This
position ensures that Federal monies are properly spent and accounted
for, as well as, federal protocols are documented. Customer service skills are essential.
Work Schedule:
Contract Days: 249
Contract Hours: 8 hours/day
Qualifications:
High school diploma or GED.
Bilingual Navajo helpful.
Customer service skills
Experience as a secretary or equivalent work.
Demonstrated knowledge of basic office procedures and current technology.
Typing/Keyboarding skills.
Experience working with the Visions software helpful.
Demonstrated general knowledge of general accounting procedures.
Other basic secretarial skills.
Such alternatives to the above qualifications the Federal Programs
Director may find appropriate and acceptable.
Physical Requirements:
Sitting, standing, lifting and carrying (up to 50
lbs.), reaching, squatting, kneeling.
Performance Responsibilities:
Possess or obtain knowledge of Federal laws pertaining as they apply to all
Bloomfield Schools Federal Programs accounts.
Possess or obtain knowledge pertaining to the various grants awarded to Bloomfield Schools.
Possess or obtain knowledge pertaining to grant spending guidelines.
Work collaboratively with finance department.
Balance budgets monthly for all Bloomfield Schools Federal Programs accounts.
Keep a true and accurate record of all Bloomfield Schools Federal
Programs Budgets.
Initiate and process purchase orders and purchase requisitions for all
Bloomfield Schools Federal Programs accounts. Maintain accurate
records regarding these purchase orders.
Adhere to the Federal guidelines regarding all Title I policies and procedures.
Balance all Bloomfield Schools Federal Program budgets for the end of
the year report to the New Mexico Public Education Department.
Assist the Director of Federal Programs in completing reports as may
be required by the New Mexico Public Education Department. This
includes gathering information, typing reports, obtaining getting appropriate
signatures and mailing by the deadline.
Provide contracts for all Federal Professional Development activities
that require contracts, maintain accurate, detailed records regarding
professional development monies spent and pay contracts in a timely
manner.
Close and open purchase orders for all Federal Program accounts. This
includes not only purchase orders generated from Federal Programs
Department but also those generated by Title I Schools.
Keep accurate and detailed records of monies spent on substitutes and
travel reimbursements for Professional Development opportunities.
Ensure that all Federal Program employees are being paid out of
correct line items. Provide monthly invoices for mileage that is used
by all Federal Program vehicles.
Attend Spring Budget Workshop and any conferences pertaining to
Federal Programs when asked.
Handle information that is confidential regarding personnel and labor
relations issues.
Consistent prompt Attendance that and adhere to follows adhere to attendance and leave protocols set
up by immediate supervisor.
Additional Duties and Responsibilities:
Receive and place telephone calls and provide telephone support for
the Receptionist.
Greet visitors and staff with positive attitude and respond to their
needs. This includes traffic looking for other departments.
Perform any other duties as assigned by the immediate supervisor, and
/or Superintendent.
Flex-time and comp-time for JOM meetings, after hour duties and
weekend work in regards to Federal Programs.
Other Duties as assigned.