Office Manager

Job Title:
Office Manager

Department:
Child Development Center

Reports To:
CDC Director, Sally Brownfield

FLSA/Time Status:
Exempt

TS Range:
8/9 (24.39 hourly)

Opening Date:
July 2, 2021

Closing Date:
Open until filled

SUMMARY:
The Office Manager for the Child Development Center provides high level administrative and daily management support to programs under the Child Development Center. Child Development Center programs include prenatal, child care and school readiness programs, food services, health and wellness services, Tribal, State and federal grant budgeting and reporting, purchasing, some human resource activities. Manages the day to day administrative functions of the CDC.

ESSENTIAL DUTIES AND RESPONSIBILITIES:
Other duties may be assigned.

  • Child Development Center Budget: On behalf of the Director, budgets are developed annually for all program funding controlled by SIT in accordance with established policy. On a monthly basis analyzes the status of budgets and expenditures to ensure budgets are within available funding, Makes recommendations to the Director on proposed budget revisions to keep the budget within available funding. Prepares budget modifications as needed.
  • Work with CDC partners such as OSPI (Office of Superintendent of Public Instruction), ESD 113 (Education Services District), DCYF (Department of Children, Youth and Families), SPIPA to secure and maintain services for families and support EHS (Early Head Start) manager with reporting and budgets.
  • Prepares program reports for assigned grants and other reports as requested by the Director. Completes the SIT annual report.
  • Sets up personal property control system for CDC for each staff member assigned personal non-capital property. Performs annual inventory and updates as property is disposed of or replaced. Works with DIS to access FS needs for computer or copy equipment taking account of replacement needs, budget impacts, planning, and needs of the CDC to meet future electronic document systems and reporting programs. Completes capital inventory updates as required by SIT Finance.
  • Attends regular training to keep affront of advancing technology, computer programs, general management & supervision, and cost principles. E.g. budgets, Word Excel, Cost Principles for Federal Gants, supervision and management, and conflict resolution.
  • Performs all purchasing and contract functions for CDC. This includes verification, reconciliation, and preparation of documents for purchasing, receiving, processing of invoices, and check requests. Places orders for CDC programs, including the food program, based upon approved documents.
  • Prepares and drafts recommended program policies and procedures for SIT CDC.
  • Reviews CDC employee time sheets for accuracy, signs off on, and submits to payroll in accordance with prescribed policy.
  • Manages resources for activities such as family education & information nights, graduations, cultural activities, and other CDC celebrations and activities.
  • Build partnerships with SIT departments, community organizations and state agencies
  • Process family, child, student applications and determine qualifications for enrollment in programs
  • New employee orientation
  • Performs other duties as assigned.

SUPERVISORY RESPONSIBILITIES:
This position has no supervisory responsibilities.

QUALIFICATIONS:
To perform the job successfully, an individual should demonstrate the following competencies: follows policies and procedures; completes administrative tasks correctly and on time or notifies appropriate person with an alternate plan; supports organization’s goals and values and respects diversity; follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; commits to a flexible work schedule when necessary to reach goals, is able to solve conflict, maintains confidentiality; listens to others; remains open to approaches new to them; balances team and individual responsibilities; exhibits objectivity and openness to others’ views; gives and welcomes feedback; contributes to building a positive team ; puts success of team above own interests, able to build morale and group commitments to goals and objectives; supports everyone’s efforts to succeed; recognizes accomplishments of other team members. A clear understanding and commitment to serving the needs of children and families. 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. The successful candidate must provide consistent superior quality support services and products in a fluctuating and demanding work environment. The successful applicant will have experience in and be able to address each of these qualifications in his/her cover letter.

  • Three years of computer experience with Microsoft Office including Word, Excel, PowerPoint, Access and desktop publishing programs
  • Excellent organizational skills
  • Excellent communication skills, verbal and written
  • Readiness to take training specific to position and grant requirements
  • Financial Literacy, understanding and skills.

EDUCATION and EXPERIENCE:
Bachelor’s Degree and 2 years progressive work experience in clerical administrative support duties, data entry, customer service; OR Associate of Arts Degree in a related field and 4 years progressive work experience in clerical administrative support duties. OR High school diploma/GED and 6 years progressive work experience in clerical administrative support duties.

LANGUAGE SKILLS:
Ability to read and interpret documents such as policies and procedures, employee handbook, budget instructions, state and federal regulations, safety rules, operating and maintenance instructions. Ability to write routine repots and correspondence. Ability to speak effectively with individuals and groups as assigned.

MATHEMATICAL SKILLS:
Ability to calculate figures and amounts such as discounts, percentages, creating budgets, and financial projections.

REASONING ABILITY:
Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form. Ability to deal with problems involving several variables and situations.

CERTIFICATES, LICENSES and REGISTRATIONS:
The successful candidate will be required to pass a background check and other specific trainings in accordance with the department’s funding source requirements.

PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to talk or hear; the employee is frequently required to stand, walk, sit, use hands to finger, handle, or feel and reach with hands and arms. The employee is occasionally required to climb or balance, stoop, kneel, crouch or crawl and taste or smell. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required for this job include close vision, distance vision and peripheral vision.

WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level is the work environment is usually moderate.

CONFIDENTIALITY:
This position will have knowledge of confidential personal information regarding others. The employee will be required to sign a confidentiality agreement and adhere to applicable standards.

DRUG-FREE WORKPLACE:
The successful candidate will be required to have a urinalysis for drug and alcohol screening in accordance with the Tribe’s Drug Free Workplace Policy.

INDIAN PREFERENCE:
Indian Preference will be exercised in the hiring of this position in accordance with the Tribe’s Personnel Policies.

TO APPLY:
Submit application packets including a resume and cover letter to Contact Human Resources for more information: 360-432-3865.