Office Manager (Community Relations)

Salary: $69,102.00 - $93,284.00 Annually

Location : Scottsdale, AZ

Job Type: Full-Time

Job Number: 100311-240520

Department: Community Relations

Opening Date: 12/13/2024

Closing Date: 12/27/2024 11:59 PM Arizona

Definition

**IF YOU PREVIOUSLY APPLIED FOR THIS POSITION, YOU DO NOT NEED TO RE-SUBMIT YOUR APPLICATION**

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 cross-training 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
• Manages and maintains special programs and projects handled through the department with application processes, posting and maintaining eFiles, and acts as a liaison with the processes
• 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 clock-in/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 bi-weekly 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 employment with SRPMIC.

• Experience: Four (4) years' full-time work experience performing secretarial and administrative tasks with 1 year work experience that includes lead or supervisory responsibilities required.

• An Associate's degree from an accredited college or university in Business or Office Practices preferred.
  • Office Practices Certification preferred.
  • Completion of a post-High School course or program in Office Practices or General Business may substitute for 1 year of the required experience.
  • May be required to demonstrate proficiency with MS Windows and MS Office computer software.

• Equivalency: Any equivalent combination of education and/or experience that would allow the candidate to satisfactorily perform the duties of this position, will be considered.

• Underfill Eligibility: An enrolled Community Member whom closely qualifies for the minimum qualifications for a position may be considered for employment under SRPMIC Policy 2-19, Underfill.

Special Requirements

• Special Requirements: May be required to work beyond normal work hours including nights, weekends and holidays.
• Must possess and maintain a Valid Arizona Driver's License

Prior to hire as an employee, applicants will be subject to drug and alcohol testing. Will be required to pass a pre-employment background/fingerprint check.

"SRPMIC is an Equal Opportunity/Affirmative Action Employer" Preference will be given to a qualified: Community Member Veteran, Community Member, Spouse of Community Member, qualified Native American, and then other qualified candidate.

In order to obtain preference, the following is required: 1) Qualified Community Member Veteran (DD-214) will be required at the time of application submission 2) Qualified Community Member (must provide Tribal I.D at time of application submission),3) Spouse of a Community Member (Marriage License/certificate and spouse Tribal ID or CIB is required at time of application submission), and 4) Native American (Tribal ID or CIB required at time of application submission).

Documents may be submitted by one of the following methods:

1) attach to application

3) mail or hand deliver to Human Resources.

Documentation must be received by position closing date.

The IHS/BIA Form-4432 is not accepted.

Your Tribal ID/CIB must be submitted to HR-Recruitment-Two Waters.

The SRPMIC offers a comprehensive benefit package including medical, dental, vision, life, disability insurance, and a 401(k) retirement plan. In addition employees enjoy vacation and sick leave and 13 paid holidays.