Office Manager - Scottsdale, United States - Salt River Pima-Maricopa Indian Community

Salt River Pima-Maricopa Indian Community
Salt River Pima-Maricopa Indian Community
Verified Company
Scottsdale, United States

3 weeks ago

Mark Lane

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Mark Lane

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Description

Definition:

Oversee and maintains office services, operations and procedures for the Community Relations Department. Supervises and establishes work priorities for assigned staff. Provides direct high level administrative support to the Director and other staff at Director's request.
This job class is treated as FLSA Non-Exempt.

Essential Functions:
Essential functions may vary among positions and may include the following tasks, knowledge, skills, abilities and other characteristics.

This list of tasks is ILLUSTRATIVE ONLY and is not intended to be a comprehensive listing of tasks performed by all positions in this classification.


Examples of Tasks:


  • 1.

Supervision:

_ Supervises, mentors and empowers assigned administrative and clerical staff to perform all aspects of their job efficiently and effectively.


  • Communicates and confers with management staff to determine specific work priorities
  • Manages, delegates and coordinates work assignments, monitors workflow, prioritizes work tasks and assures completion of tasks and projects
  • Reviews and ensures work assignments meet prescribed quality standards
  • Prepares timely Employee Performance Appraisal Reports
  • Oversees a mentorship and training program to enhance the skills and crosstraining of direct report, students workers and temporary staff
  • Ensures clerical staff are thoroughly familiar with proper handling procedures for confidential information and communication
  • 2.

Management Support and Tasks:
_ Oversees, manages and coordinates office operations. Provides direct administrative support to the Director and division management

  • Provides efficient and effective office practices assisting in all capacities
  • Researches, compiles, analyzes data, documents and writes for assigned projects and reports
  • Manages the planning, coordination, organizing, ordering and setup of meetings and project assignments
  • Assists with typing, organizing, formatting, proofing, analyzing and disseminating reports, presentations, special studies, and meetings
  • Develops and implements office policies, procedures, and guidelines to support all administrative job functions
  • Conducts periodic evaluation of office methods and practices to seek ways to streamline and improve processes and efficiency
  • Acts as the primary contact for addressing departmental written and verbal concerns
  • Serves as liaison for representing the department at meetings, special events and activities
  • Manages and oversees processing through PeopleSoft and Time and Labor serving as Timekeeper verifying clockin/out times to ensure work hours are accurately reflected in PeopleSoft Time & Labor
  • Monitors and ensures all department timekeepers/approvers complete inputting of employee's work hours in time for biweekly payroll processing.
  • Oversees the PeopleSoft financials requisition process for department resources while monitoring the yearly budget expenditures.
  • Serves as proxy for Pcard reconciliation
  • Oversees, maintains, monitors and develops content for current and new communication tools
  • Conducts tours and presentations for groups and organizations.
  • 3.

Miscellaneous:

_Performs other job related duties as assigned by the Director or designee to maintain and enhance the department operation.


Knowledge, Skills, Abilities and Other Characteristics:

  • Knowledge of the culture, customs, traditions, history and government of the Salt River Pima-Maricopa Indian Community (SRPMIC)
  • Knowledge of supervisory concepts and practices, including training and performance evaluation
  • Knowledge of accounting, billing, invoicing, payroll, purchasing, budgets, personnel and records management process
  • Knowledge of advanced office management, customer service principles and techniques.
  • Skill demonstrating creative thinking and strategizing
  • Skill understanding and interpreting complex concepts, rules, regulations, guidelines, policy and procedures
  • Skill multitasking and demonstrating creative thinking
  • Skill with listening and communicating effectively
  • Skill analyzing and planning daily work volume through effective leadership and delegation
  • Skill with written and verbal communication including grammar
  • Skill writing notices, announcements, captions from raw material
  • Skill exercising good judgment, developing organizational skill and taking initiative
  • Ability to use use both a Mac and personal computer including Microsoft Office software skillls
  • Ability to organize multiple work priorities and meet frequent deadlines.
  • Ability to demonstrate exemplary teamwork, working under deadline pressure, time management, planning and organization
  • Ability to lift and carry 50 pounds.

Minimum Qualifications:

Graduation from High school or GED equivalent required.

  • For enrolled Community members without a GED, must obtain a GED. Requires participation in the HR GED Program and successful completion of the Arizona state certified exam in order to continue emplo
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