Office Manager (ECDP)
Job Closing: May 22, 2019
Division: Education, Early Childhood Development Program (ECDP)
Job Code: 43-1011
Salary Range: $34,840 to 62,670.40 ($16.75 to 30.13)
Status: Full-time, permanent, non-exempt
The Office Manager will assist the Program Manager in the management of the daily functions of the office to ensure they run smoothly and efficiently. This position performs routine clerical and administrative functions daily.
ESSENTIAL DUTIES AND RESPONSIBILITIES INCLUDE THE FOLLOWING:
- Adhere to all standards and practices as stated in the SRMT Personnel Policies, Head Start Performance Standards, NYS OCFS Child Care Licensing, the NAEYC Code of Ethical Conduct 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 as 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 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 and Data Entry Coordinator 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.
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 and the Data Entry Coordinator.
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 ECDP, must maintain strict confidentiality at all times.
EDUCATION AND EXPERIENCE:
- Associate’s degree with two years’ experience in an administrative setting. Preferred Bachelor’s degree with one-year experience in an administrative setting.
- 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.
OTHER SKILLS & ABILITIES: Possess strong computer skills (i.e. Word, Excel, and PowerPoint) and experience with varying databases. Excellent writing and communications skills, strong organizational and interpersonal skills is a must.
- Exhibit a friendly and courteous manner when dealing with our employees, fellow associates, parents and community members.
- Establish and maintain effective and healthy working relationships with others.
- Communicate and relate effectively with program staff, families and children.
- Positively deal with crisis situations. Deal with hostile, aggressive persons or situations.
- Will be aware and sensitive to the needs that may arise when handling stressful and demanding circumstances. Immediate debriefing will be made available.
- Will assist in maintaining a safe working environment in the ECDP.
- Does not knowingly, carelessly, or recklessly divulges any information or documentation which has to come to their attention as an employee of the Tribe and which it is the duty of the employee to keep confidential; or does not knowingly, carelessly, or recklessly divulges any information of a personal nature relation to fellow employees or clients.
- Promote a positive image of the ECDP program through healthy relationships with the families and employees served by the program.
- Foster a climate of respect and integrity.
- To implement regulations that govern programs for young children; acknowledging that all staff will cooperate to implement a program that far exceeds minimum regulations.
- To ensure that the rights and needs of children are the highest priority, while also recognizing the needs of other family members.
- To provide needed human and financial resources that will benefit families and children.
- 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.
- To engage staff in cooperative problem solving, planning and continuing evaluation of themselves and the program.
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 firstname.lastname@example.org or by mail to Human Resources, Saint Regis Mohawk Tribe, 71 Margaret Terrance Memorial Way, 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.
Some positions require candidate(s) to successfully pass a criminal background check prior to beginning employment, used solely for employment related purposes.
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.
Testing in the applicable skills may be required as part of the interview process.