What are the responsibilities and job description for the Office Manager position at Tohono O'odham Nation?
The position is located in Tucson, AZ (Southern Arizona).
Position Summary
Under limited supervision, plans, prioritizes, organizes, assigns, and evaluates the work of the administrative support staff engaged in performing a variety of routine, skilled, and specialized tasks.
The work is normally reviewed upon completion to ensure compliance with general organization and department goals, policies and procedures. Major work activities are covered by procedures or guidelines permitting flexibility in selecting methods to utilize and procedures to follow, determination of work priorities, and the planning and coordination of projects.
Responsibilities
Essential Duties and Responsibilities (Depending on area of assignment, incumbent may not be required to perform some of the duties listed below):
Position Summary
Under limited supervision, plans, prioritizes, organizes, assigns, and evaluates the work of the administrative support staff engaged in performing a variety of routine, skilled, and specialized tasks.
The work is normally reviewed upon completion to ensure compliance with general organization and department goals, policies and procedures. Major work activities are covered by procedures or guidelines permitting flexibility in selecting methods to utilize and procedures to follow, determination of work priorities, and the planning and coordination of projects.
Responsibilities
Essential Duties and Responsibilities (Depending on area of assignment, incumbent may not be required to perform some of the duties listed below):
- Selects, trains, and supervises administrative support staff. Conducts staff meetings. Prepares and implements operating procedures and systems and training programs.
- Resolves procedural, operational, and other work-related problems.
- Assists with the implementation, evaluation, and interpretation of department policies, projects, and procedures.
- Manages department expenditures, and prepares and administers department budget.
- Manages, coordinates, and determines priorities of work load; assigns and delegates work to subordinate staff; monitors levels of resources; establishes time lines; monitors progress.
- Recommends operational changes when needed; writes, reviews, and edits reports prepared by subordinate staff; and approves completed projects and reports.
- Schedules meetings, suggests changes to policies and procedures, prepares and produces reports, coordinates and provides support to committees, prepares and processes correspondence and agendas, and processes department payroll, to include electronic systems.
- Makes travel arrangements and prepares travel requisitions for department.
- Prepares purchase orders or requisitions to purchase office supplies, equipment, and other goods and/or services.
- Schedules regular maintenance of office equipment.
- Responds to information requests, conducts research, provides solutions to problems, and corrects errors.
- Maintains office files, including personnel files.
- Attends meetings as required and acts as a liaison for the department.
- Assists in preparing annual budgets and budget modifications.
- Prepares billing invoices, researches and inquires billing concerns and/or discrepancies.
- Performs other job related duties as assigned.
- Contributes to a team effort.
- Knowledge of the Tohono O'odham culture, customs, and traditions.
- Knowledge of applicable federal, state, tribal laws, regulations and requirements.
- Knowledge of modern office management practices and procedures.
- Knowledge of personnel selection and training methods.
- Knowledge of bookkeeping and accounting practices.
- Skill in supervising, training, and evaluating assigned staff.
- Skill in operating various word-processing, spreadsheets, and database software programs.
- Skill in providing superior customer service to external and internal customers.
- Ability to plan, prioritize, assign, and review the work of support and/or paraprofessional staff.
- Ability to clearly explain policies, rules, and regulations to employees.
- Ability to perform informational research involving the compilation of data.
- Ability to intercede in difficult public contact situations.
- Ability to compose and type and/or key correspondence, reports, schedules, minutes, agendas, and statistical worksheets.
- Ability to communicate efficiently and effectively both verbally and in writing.
- Ability to establish and maintain positive and effective working relationships with other employees and the general public.
- Ability to maintain privileged confidential information.
- Ability to work independently and meet strict time lines.
- Ability to work extended hours and various work schedules.
- Ability to travel within the interior/exterior boundaries of the Tohono O'odham Nation.
- Bachelor's Degree in Business Administration or closely related field and one year work experience in administrative or office management, or an equivalent combination of training, education, and work experience which demonstrates the ability to perform the duties of this position.
- Two years supervisory experience.
- Upon recommendation for hire, a criminal background check is required to determine suitability for hire, including a 39-month Motor Vehicle Record.
- May require possessing and maintaining a valid driver's license, (no DUIs or major traffic citations within the last three years).
- If required, must meet the Tohono O'odham Nation tribal employer's insurance requirements to receive a driver's permit to operate program vehicles.
- Based on the department's needs, incumbents may be required to demonstrate fluency in both the Tohono O'odham Language and English as a condition of employment.