What are the responsibilities and job description for the Office Manager position at Torres Martinez Desert Cahuilla Indians?
T O RRE S MARTINEZ DESERT CAHUILLA INDIANS CLASS TITLE: OFFICE MANAGER
For Posting Purposes only
D epartment: T r i bal Administration
Reports To: Tribal Administrator
FLSA Status: Non - Exempt
Salary: $45.32 per hour non-negotiable
B A SIC FUNCTION:
U nder the direction of the Tribal Administrator, plan, organize and direct administrative office; provide
support assistance to the Tribal Administrator and other departments as needed; maintain, update, and process Tribal manuals, policies, ordinances, resolutions, and procedures; supervise and evaluate the performance of assigned personnel.
RE P RE SENTATIVE DUTIES: The duties listed are not all inclusive and may be modified at the sole discretion of the employer.
ESSENTIAL DUTIES:
· Plan, organize and direct clerical and secretarial operations and activities in support of the administrative office; establish and maintain office time lines and priorities; assure office activities
comply with established laws, codes, rules, regulations, ordinances, policies and procedures;
m aintain the operations of the administrative office in the absence of the Tribal Administrator.
· Coordinate and direct personnel functions and/or fiscal activities to assure smooth and efficient running of office operations; collaborate with administrators, personnel and outside agencies in the development and implementation of office projects, goals, objectives, services and activities; monitor progress of projects.
· Coordinate communications between administrators, personnel, governmental agencies, outside organizations and the public to assure smooth and efficient office activities; assure proper and
ti m ely resolution of issues and problems related to office programs and functions.
· Coordinate and direct office operations to assure accurate and timely completion of clerical activities and meet office needs as assigned; oversee the preparation and distribution of correspondence, agenda items and informational materials related to assigned functions; review office documents to assure compliance with established standards and requirements.
· Assure adequate resources and personnel levels to meet office needs; coordinate personnel transactions such as employee recruitment functions, interviews and transfers as appropriate; coordinate the purchase of supplies, equipment and services as necessary; arrange for equipment
m aintenance and repairs as needed.
· Maintain, update, and process Tribal manuals, policies, ordinances, resolutions, and procedures;
serve as custodian for Tribal resolutions and ordinances.
· Organize and coordinate Tribal general meetings and special events; maintain minutes as necessary.
· Distribute and authorize the use of Tribal vehicles and facilities when appropriate.
· Supervise and evaluate the performance of assigned staff; interview and select employees and recommend transfers, reassignment, termination and disciplinary actions.
· Provide technical expertise, information and assistance to the Tribal Administrator regarding assigned functions; assist in the formulation and development of policies, procedures and programs.
· Direct the preparation and maintenance of a variety of narrative and statistical reports, records and files related to personnel and assigned activities.
· Analyze and review budgetary and financial data; control and authorize expenditures in accordance with established limitations.
· Operate a computer and other office equipment as assigned; drive a vehicle to conduct work as assigned.
· Attend and conduct a variety of meetings as assigned.
O T H ER DUTIES:
· Perform related duties as assigned.
· Assist in the coordination and implementation of Tribal elections.
K NO WLEDGE AND ABILITIES:
K NO WLEDGE OF:
· Management of an administrative office.
· Budget preparation and control.
· Oral and written communication skills.
· Principles and practices of administration, supervision and training.
· Applicable laws, codes, regulations, policies and procedures, including Tribal customs and traditions.
· Interpersonal skills using tact, patience and courtesy.
· Operation of a computer and assigned software.
A B I L I T Y TO:
· Maintain confidentiality with regards to client and Tribal documents.
· Supervise and evaluate the performance of assigned staff.
· Communicate effectively both orally and in writing.
· Interpret, apply and explain rules, regulations, policies and procedures.
· Establish and maintain cooperative and effective working relationships with others.
· Operate a computer and assigned office equipment.
· Analyze situations accurately and adopt an effective course of action.
· Meet schedules and time lines.
· Work independently with little direction.
· Plan and organize work.
· Prepare comprehensive narrative and statistical reports.
· Direct the maintenance of a variety of reports, records and files related to assigned activities.
EDUCAT ION AND EXPERIENCE:
A ny combination equivalent to: graduation from high school and four years increasingly responsible
secretarial experience.
L ICENSES AND OTHER REQUIREMENTS:
C ontinuously throughout employment, must possess a valid California Class C driver’s license and
m aintain insurability under the Tribe’s vehicle insurance policy.
WORKING CONDITIONS:
ENVIRONMENT:
· Office environment.
· Driving a vehicle to conduct work.
PHYSICAL DEMANDS:
· Hearing and speaking to exchange information and make presentations.
· Dexterity of hands and fingers to operate a computer keyboard.
· Seeing to read a variety of materials.
· Sitting for extended periods of time.
· Bending at the waist, kneeling or crouching to file materials.
T MDCI Member/Indian Preference Policy:
Preference in filling vacancies is given to qualified Indian candidates in accordance with the Indian
Preference Act of 1934 (Title 25, USC. §472 and §473) and pursuant to the Tribe’s TERO Ordinance, if applicable. Tribal Member given preference must be qualified.
N otice of Drug Free Workplace Act Requirements:
T he Torres Martinez Desert Cahuilla Indians are required to implement the Drug Free Workplace Act of
1988 (41 U.S.C. §741 ). As such, it is unlawful for employees to manufacture, distribute, dispense,
possess, or use a controlled substance on the job site. Employees that are reasonably suspected of violating this Act may be subject to drug testing as a condition of employment. A drug screening test will be given to all applicants prior to employment.
A l l work performed under this job classification is in support of essential governmental functions of the
T o rr e s Martinez Desert Cahuilla Indians.
Job Description Subject to Change
Salary : $45
