Office Manager

Job Closing: Mar 29, 2019

Division: Community and Family Services, Three Sisters Program

Job Code: 43-1011

Salary Range: $34,840.00 to 62,670.40 ($16.75 to 30.13)

Status: Full-time, permanent, non-exempt

SUMMARY:

The Office Manager plays a central role within the Three Sisters Program, having responsibility for ensuring that the day to day functions of the office run smoothly and efficiently. This position performs routine clerical and administrative functions daily. Assists with processing client intake paperwork, program financial paperwork necessary to process program requests for access to resources intended targeted for victim assistance, emergency/crisis intervention, supplies, etc., via the tribal procurement system, administrative paperwork going to other departments, such as HR, preparing reports, spreadsheets, and tracking/maintaining information within program databases. Answering phones, communication among staff, and outreach to external points of program contacts are also daily and essential duties.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

  • Reception—answer calls, provide basic information, referrals, act as a message center between staff
  • Input data into and maintain databases for the Domestic Violence, Safe Home, Safe Haven and Sexual Assault Departments as well as several others (see below)
  • Provide reports to director from databases on a monthly, quarterly, yearly and as needed basis
  • Collect time sheets for reporting purposes
  • Create forms for staff that will provide information needed for reporting to Grantors
  • Order office supplies for the Three Sisters Program
  • Assist with projects, meetings, promotions, conferences
  • Confirm that source of referral from clients is identified on client intake and/or add to data collection form
  • Track sick, vacation, personal days of staff on calendar
  • Train and track all staff calendars on Outlook
  • Assist Program Manager with review and updating of Resource Manual
  • Maintain Databases for Monthly/Quarterly/Semi-Annual/Annual Reports
  • Tracking the total services given to clients includes but is not limited to: Domestic Violence, Domestic Incident Reports, Offender Database, Safe Home Number of adults/children in shelters for the month, Safe Haven Sexual Assault, Donations

SUPERVISORY RESPONSIBILITIES: There are no supervisor requirements for this position.

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 accommodations may be made to enable individuals with disabilities to perform the essential functions. Due to the sensitive nature of information and personnel files maintained within the Three Sisters Program, must maintain strict confidentiality at all times.

EDUCATION and/or EXPERIENCE: High School Diploma or GED required with a minimum of five years’ experience. Demonstrated understanding of the dynamics of domestic violence and of service delivery system. Able to work independently; strong interpersonal and communication skills, tactful, empathetic communication style.

OTHER SKILLS and ABILITIES: Works closely with Program Manager. Provides a broad variety of administrative support in the domestic violence program. Emphasis on data collection, word processing, spreadsheet and database management. Excellent writing, editing, statistical reports skills. Must have independent working and thinking skills, and excellent communication skills. In the Program Manager’s absence, the Office Manager will have signing authority.

REASONING ABILITY: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Must be at least 18 years of age, have and maintain a valid driver’s license with a clean drivers abstract in accordance with the Saint Regis Mohawk Tribe’s Fleet Policy.

Applicants must submit letter of interest, resume, supporting documents (certificates, degrees, licenses) and proof of native preference eligibility (Tribal Identification Card or Status Card or letter) by email to human.resources@srmt-nsn.gov or by mail to Human Resources, Saint Regis Mohawk Tribe, 412 State Route 37, Akwesasne, NY 13655. Due to our network security, we are unable to open hyperlinks.  Applicants will need to attach their documents as PDF or WORD files if emailing. Applicants must clearly outline that they meet the qualification requirements on their resume.

NATIVE PREFERENCE POLICY

The Saint Regis Mohawk Tribe strives to be an equal opportunity employer dedicated to the policy of nondiscrimination based on race, sex, marital status, sexual orientation, religion, national origin, age, physical disability, veteran status or any other non-job related factor. Among qualified applicants, the SRMT will give preference to the qualified native applicant.

DRUG TESTING POLICY

The successful applicant for employment must submit to and pass a drug test for illegal substances prior to employment being confirmed.

BACKGROUND CHECK

Some positions require candidate(s) to successfully pass a criminal background check prior to beginning employment, used solely for employment related purposes.

ELIGIBILITY LIST

A list of qualified candidates is created from interviews that may be used to appoint individuals to similar positions within the Saint Regis Mohawk Tribe for a period of six months.

INTERVIEW

Testing in the applicable skills may be required as part of the interview process.