Office Manager

The incumbent is responsible for organizing and coordinating office operations and procedures in Elderly Services Program.

Department:

Elderly Services Program

Pay Grade:

$16.00 - $18.00 DOE

FLSA:

Non-exempt

Job Description:

The incumbent is responsible for organizing and coordinating office operations and procedures in order to ensure Elderly Services Program effectiveness and efficiency this includes maintaining office services, equipment, and office records. Incumbent will be required to work with a variety of local service programs and staff in the planning and service delivery for elder clients and their families. In the absence of the Program Director, the incumbent will be responsible in supervising, mentoring, training and coaching program staff and delegating assignments to ensure maximum productivity. Incumbent will carry out a range of administrative and IT related tasks. This position is of high visibility, and requires exemplary communication and interpersonal skills.  Incumbent’s contacts will include but are not limited to Tribal Council, Tribal Administration, Tribal Programs staff, Federal, State, and County agency representatives, elders of the community, and the general public.

Duites:

Receive and manage office calls and visitors. Utilizing knowledge of the program operations and procedures; makes proper disposition of inquiries. Resolve conflicts and refers matters to the Program Director when appropriate. Answer all general questions regarding Elderly Services Program activities and resources.

Provide translation and interpretation services to elder clients. Compose letters/responses as requested by elder clients and as directed by the Program Director.

Provide oversight of the Elderly Services Program office operations. This includes office management, implementation of procedures, records management, collection and reporting of statistics, and accounting functions. Provide administrative support to all program staff.

Provide direct supervision to the Outreach and Case Management Specialist position to ensure compliance with organizational policies and procedures and to ensure that staff member is sufficiently fulling the duties and responsibilities of their position.

Coordinates and monitors services which include comprehensive tracking of client activities and services provided according to client needs and care plans. Enters collected data and information into SAMS/Harmony and OAAPS databases to ensure compliance with state and federal funding agencies.

Assists clients and families in developing goals and care plans in areas of identified needs. This includes providing interpretation, guidance and preparation for assistance/support applications. Conducts regular follow up to ensure goals are met and care plans are followed.

Assist the Program Director in the development and implementation of internal standard operating procedures to assure program efficiency. Prepare manuals and other materials describing procedures and standards.

Participate in home visits to conduct assessments and surveys for elder needs. Translate surveys and assessments with target groups to determine needs and challenges of elder clients and their families for care plans and service delivery.  

Participate in cross-training activities of all program employees to ensure knowledge of all aspects of program operations to ensure continued service delivery of all program components in the absence of responsible staff.

Assist Director in reviewing, planning, and developing changes in procedures, forms, practices, work flows, personnel assignments, and equipment to promote program efficiency.

Assist the Program Director and program staff in grants/contracts management to assure grant/contract compliance, including oversight of budget requirements/compliance. Coordinate with the Finance Department staff to reconcile receipts and purchase requisitions. Serve as a liaison between the Finance Department and the Program Director to coordinate communication to ensure grant/contract compliance.

Assist the Program Director and program staff in the preparation and compilation of monthly, quarterly, and annual reports/narratives for grant/contract compliance. This includes quarterly financial reporting and fiscal year close out.  

Develop and maintain a cuff accounting system to accurately track and record program expenditures for budget management and reconciling purposes.

Develop and maintain a purchase requisition log to track all program procurements.

Log and review all incoming correspondence and assure that documents are reviewed and addressed by the Program Director. Maintains records of all incoming and outgoing program correspondence.

Develop and maintain a filing system for records management. Define procedures for record retention/disposition, protection and security of files/records following established schedules/ policies.

Control access of all department resources including vehicle keys, supplies, and equipment. Develops forms and systems to track usage and maintenance.

Provide customer service to program staff, elder clients and the general public. Serves as a first point of contact for information concerning the activities of the program.

Train program staff in the use of automated systems and word processing software, and introduce new versions or functions which improve program functions/operations. Trouble shoots problems and provides technical assistance to program staff, elder clients and the general public.

Compose letters, memos, and forms from verbal or written instruction for program staff. Obtain required signatures and ensure final document completion and routing.

Maintain appointment schedules, calendars, and activities for all program staff. Coordinate with Program Director and staff to schedule program related meetings, encompassing all logistics of scheduled meetings (i.e. location, time, agenda, and attendee confirmation, etc.). Transcribe notes at meetings as directed by the Program Director. Compose and disseminate meeting minutes at subsequent meetings.  

Coordinate with appropriate Finance Department staff to arrange for all travel needs relating to travel required for conferences, meetings, or trainings for Elderly Service Program staff including securing itineraries, registration requirements, modes of transportation, and lodging. 

Assist Program Director and program staff in conducting research for projects, activities, and grants related to the Elderly Services Program.

Prepare timesheets, payment vouchers, requisitions, and work orders for the Elderly Services Program.

Develop and maintain automated databases, spreadsheets, and graphics utilizing various software packages in support of program activities and operations.

Procure office supplies and equipment, and ensure the development and compliance of maintenance schedules of all procured equipment. Maintain property inventory records and perform other tasks as necessary to meet office support needs.

Develop and disseminate a quarterly newsletter, program flyers, brochures, and other written informational material.

Participate in all emergency drills, emergency planning, and environmental safety activities related to the Elderly Services Program.

Attend and participate in general staff meetings, grantee-sponsored trainings/conferences, program pre-service and in-service trainings, and other continuing education, career and professional development opportunities.

Participate in the program's self-evaluation process and grantee monitoring visits and comply with any applicable Program Improvement Plans that are developed.

Assist the Activities Planner as directed by the Program Director, in providing transportation and physical assistance services to elders for special functions and activities held off site. 

Additional Responsibilities: This position description in no way states or implies that these are the only duties performed by this employee.  He or she will be required to follow any other instructions or to perform any other duties requested by his or her immediate supervisor.

Qualifications:

Education: An Associate’s Degree or equivalent from two year college or technical school; or a high school diploma or GED with three to five years of specialized experience which has equipped the individual with the particular knowledge, skills, and abilities to successfully perform the duties of the position.

Knowledge, Skills & Abilities:

Experience/Basic Knowledge: To perform the duties of this position successfully, an individual must be able to perform each essential duty effectively.  The requirements listed are a viable assess of knowledge, skills, and abilities necessary for job performance.  Reasonable accommodations may be made to enable individuals with special needs, limitations and/or disabilities to perform the essential functions: 

Knowledge of the rules and regulations related to the confidentiality of sensitive client and program information. Some knowledge of HIPPA regulations related to confidentiality and strict adherence to maintaining client information.

Knowledge and strict adherence to Tribal, State, Federal and Local Policies and Procedures governing all facets of operating a compliant and effective Elderly Services Program.

Must have experience in grants/contracts management including a good understanding of federal and state grant/contract requirements and guidelines.

Knowledge of community and external resources and services available for the elderly population.

Ability to communicate effectively with employees, elders, agency representatives, medical providers, and the general public using tact, courtesy, and common sense.

Ability to establish and maintain effective working relationships with employees, elders, agency representatives, and the general public. Must be able to positively respond to stressful situations involving elder client services.

Must possess strong interpersonal, problem solving, planning, time management and organizational skills.

Must have the ability to exercise extreme patience and sensitivity while working with the elder population; and have the ability to resolve conflicts effectively. 

Knowledge of recordkeeping techniques; ability to read, translate, and interpret documents. Knowledge of office administration functions.

Ability to understand and execute oral and written instruction. Knowledge of basic grammar, spelling, punctuation, and required formats. Must possess effective written and verbal communication skills.

Demonstrated expertise in operating standard office equipment such as computers, typewriters, calculators, fax machines, and copy machines. Ability to utilize and apply software such as word processing, spreadsheets, graphics, desktop publishing, internet access and retrieval and database management.

Ability to work independently in a fast paced environment, manage a high volume of work, set priorities and meet deadlines.

Knowledge of basic rules, procedures, and practices for correspondence preparation and control, mail distribution, filing systems, records management, travel regulations, and other administrative functions.

Ability to maintain a high level of accuracy in preparing and entering information with attention to detail.

Knowledge of Customs and Mores of the Pueblo of San Felipe and willingness to adhere to the practices with respect.

Working Conditions:

The work is performed primarily indoors in an office setting requiring hand/eye coordination in the operation of office equipment. Due to the nature of the work, the incumbent is required to be able to walk, bend, stoop, lift, carry, etc. and will occasionally be exposed to outside weather conditions while performing duties and carrying out the scope of work. The work area is adequately lighted, heated and ventilated. Some local and distance travel is be required. Work involves some in/out of state travel to attend meetings, trainings, and conferences. Local travel is required to conduct home visits and deliver meals to home bound clients with potential exposure to pets/animals, disease, unsanitary conditions, and traffic hazards. The incumbent may be faced with constant interruptions and must meet the demands of caregivers, elderly clients, and the general public. Work environment is a drug free work place.

Additional Info:

MUST HAVE VALID NM DRIVERS LICENSE AND BE INSURABLE.

Physical Requirements: The work is sedentary. The individual is frequently required to sit for long periods of time. Occasionally required to walk, lift and /or move light to heavy boxes, and equipment when necessary. He/she will be required to escort elderly clients. Must have manual dexterity to enter and retrieve data from a computer. Bends and stoops regularly.

Preferences: Keres language speaker preferred. Demonstrate ability to conduct public speaking and oral presentations on a one on one basis, and/or small group situations to elders, agency representatives, and other employees of the Tribal organization.

Supervision and Guidelines: Work is performed under the general supervision of the Elderly Services Program Director. Work performance is evaluated through periodic checks of adequacy and timeliness of services provided and outcomes achieved. The Pueblo of San Felipe Organizational Policies and Procedures in conjunction with the programs standard operating procedures will serve as guidance documents in day to day operations and management of the incumbent.

Apply Now