Office Manager

Job Code: 43-1011 

Salary: $17.61 to $37.15

Status: Non-Exempt, Full-Time, Permanent 

Department: Education

Location: Early Learning Center 

Reports To: Program Manager

Telecommute: No 

Fleet: Yes

Mandated Reporter: Yes Background: (PL 102-477, NYS OCFS)

SUMMARY:

The Office Manager supports the Program Manager by handling daily office operations, coordinating meetings and schedules, maintaining records, assisting with budgets and reports, supporting hiring and onboarding activities, and ensuring compliance with program policies and regulations. This position also supervises the Receptionist, helps manage administrative processes, and supports the overall efficiency of the program. Strong organizational, communication, computer, and confidentiality skills are required.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

• Adhere to all policies, standards, and procedures as dictated by Tribal Personnel Policies, CACFP Regulations, NYS OCFS Child Care Licensing Regulations, the ELC Behavior Management Plan, the NAEYC Code of Ethical Conduct, PL102-477 regulations and all other applicable regulations pertaining to health, safety and sanitation.
• Apply good knowledge of the office routines and procedures, as well as the knowledge of the organization and programs directed by the Program Manager.
• Maintain Program Managers calendar and schedule appointments.
• Attend meetings and conferences assigned. Organize meetings, prepare meeting space and agendas.
• Assist in developing Memorandums of Understanding and Agreements.
• Compose and prepare correspondence, draft replies to routine correspondence.
• Assist staff in completing travel requisitions and review with Program Manager for approval.
• Assist the Program Manager with completing Saint Regis Mohawk Tribe and grant required reporting.
• Assist the Program Manager with financial oversight of grant awards and work in coordination with the Accounting and Budget Analyst departments.
• Assist in budget requests and in allocations of funds for programming.
• Completes all requests pertaining to procurement of supplies, monthly expenses, and emergency statements. Prepares and maintains Vendor files in accordance with SRMT Policies.
• Works with Program Manager to request and manage contracts.
• Implement and follow-up on specific assignments and projects as designated by the Program Manager.
• Assist the Program Manager with reviewing and updating job descriptions. Complete job postings in coordination with Human Resources and Communication departments.
• Complete organization of background checks of all employees, volunteers, and Home-Based Providers.
• Complete initial orientation for new hires.
• Stay aware of all personnel policy changes to assist administrative staff with the interpretation of the policy and that the policy is adhered to in personnel decision making. Report to the Program Manager about any inconsistencies in policies within the organization.
• Prepares for on-site visits by checking records, monitoring reviews and ensure all State and Federal requested materials are available and accounted for.
• Oversee Receptionist in daily activities. Complete annual evaluations to be completed in a timely manner.
• Assist the Program Manager in monitoring monthly reports from administrative staff for completeness and timeliness of reporting.
• Other job duties as assigned.

MANDATED REPORTER: Must become a mandated reporter prior to having contact with children in a job-related capacity and maintain that status throughout employment. This includes completing any necessary training and adhering to all reporting obligations as defined by applicable laws and tribal policies.

SUPERVISORY RESPONSIBILITIES: Office Manager shall carry out supervisory responsibilities in accordance with the organization's policies and applicable Tribal rules. Responsibilities also include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining the Receptionist.

QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. Due to the sensitive nature of information obtained, must always maintain strict confidentiality.

EDUCATION AND/OR EXPERIENCE:

• Bachelor’s degree with 1 year of experience in an administrative setting.

OR

• Associate’s degree with 2 years’ experience in an administrative setting.

OTHER SKILLS AND ABILITIES: Possess strong computer skills (i.e. Word, Excel, and PowerPoint) and experience with varying databases. Excellent writing and communications skills, strong organizational and people skills are a must.

REASONING ABILITY:

• Ability to implement regulations that govern programs for young children; acknowledging that all staff will cooperate to implement a program that far exceeds minimum regulations.
• Ability to ensure that the rights and needs of children are the highest priority, while also recognizing the needs of other family members.
• To contribute to the ongoing review, evaluation, and modification of services as needed by the community, families, and children.
• To provide information about the services of the program to the community and to engage staff in cooperative problem solving, planning, and continuing evaluation of themselves and the program.
• Strong financial background is an asset.
• Knowledge of Mohawk language and culture is an asset.
• Able to work independently, strong interpersonal and communication skills, tactful empathetic communication style.
• Must be willing to travel and work evenings/weekends, if needed.

Must have and maintain a valid driver’s license in accordance with the Saint Regis Mohawk Tribe’s Fleet Policy

The successful candidate must pass a drug test and background check prior to employment.