Salt River Pima-Maricopa Indian Community
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Office Manager (Health Clinic)
at Salt River Pima-Maricopa Indian Community
Definition: Under limited supervision from the Clinic Administrator, oversees and manages all office and administration functions for a department. Supervises and establishes work priorities for assigned clerical/administrative staff. Provides direct high level administrative support to the Clinic Administrator and other management staff at Clinic Administrator's request. This job class is treated as FLSA non-exempt.
Examples of Tasks:
Distinguishing Features: The Office Manager is distinguished from the Executive Secretary by its higher level of responsibility, discretionary judgment, and decision making authority in managing and overseeing daily operations for an entire department. The Office Manager oversees work priorities, workflow, training, mentoring, and supervision of assigned staff.
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.
1. Supervision: Supervises, trains, and empowers assigned clerical/administrative staff to perform all aspects of their job and take on increased clerical/administrative responsibilities.
- Communicates and confers with the Clinic Administrator and management staff to determine specific work priorities.
- Delegates work assignments, monitors workflow, and prioritizes work tasks.
- Trains and evaluates staff on all clerical/administrative functions.
- Makes work station reassignments to ensure ample coverage for the front desk office and completion of priority projects during absences and vacations.
- Reviews and ensures work assignments meet prescribed quality standards.
- Verifies subordinates clock-in/out times to ensure work hours are accurately reflected in PeopleSoft Time & Labor.
- Conducts regular weekly or bi-weekly staff meetings to keep staff informed.
- Counsels staff to improve work deficiencies and recognize outstanding performance.
- Prepares timely Employee Performance Appraisal Reports (EPAR) drafts for assigned staff that are reviewed and given final approval by the Clinic Administrator.
- Makes recommendations for disciplinary action as needed.
2. Mentoring: Mentors and trains assigned clerical/administrative staff so they attain the technical and customer service skills along with experience necessary to perform independently, serve the department's objectives and attain further career progression goals.
3. Special projects: Manages and coordinates completion of special projects as required to maintain smooth operations within the department.
- Researches, compiles and analyzes data for special projects for the Clinic Administrator or management staff at the Clinic Administrator's request.
- Represents the department at various meetings and special events.
- Assists management staff with preparing for annual budget presentations and monitoring yearly budget expenditures.
- Oversees the PeopleSoft financials requisition process for department resources.
- Primary custodian for department P-Card purchases and tracking of expenditures.
- May serve as Notary for the department.
4. Clinic Administrator Support: Acts as the Clinic Administrator's right hand and provides direct administrative support on confidential and high level matters.
- Provides direct administrative support to the Clinic Administrator and other management upon the Clinic Administrator's requests.
- Oversees completion of projects for the Clinic Administrator.
- Drafts letters and memoranda at the Clinic Administrator's request for review and transmittal.
- Assists with typing, organizing, formatting, proofing and disseminating high-level reports, presentations, and special studies for Council, Clinic Administrator's meetings, public hearings and other special meetings.
- Maintains files of confidential HR personnel actions and other sensitive documents and records.
- Assists Clinic Administrator or designee with researching purchase requests and submitting purchase requisitions through PeopleSoft Financials.
- Limited authority to sign on behalf of the Clinic Administrator.
- Authorized by the Clinic Administrator to use discretion and independent judgment in resolving issues of a non-urgent nature.
5. Management Support: Assists the Clinic Administrator in standardizing/streamlining office operations and providing guidance to clerical and administrative staff.
- Develops and implements office policies, procedures, and guidelines to support all administrative job functions.
- Establishes and maintains effective filing systems for storage/retrieval of vital office documents and records.
- Conducts periodic evaluations of office methods and practices to seek ways to streamline/improve processes and efficiency.
- Ensures all clerical/administrative staff is thoroughly familiar with proper handling procedures for confidential information and communications.
6. Administration: Oversees, coordinates, and facilitates all clerical/administrative support requirements for the Clinic Administrator, either directly or indirectly through subordinate staff.
- First contact for addressing departmental written or verbal concerns from Community members, vendors and other departments.
- Serves as liaison for representing the department at meetings and special events.
- Participates in management meetings and provides input in resolving departmental problems, issues, and concerns.
- Coordinates scheduling of meetings, preparation of agendas, packets, ordering of food, and assignment of note takers for meetings and other special requirements.
- Makes travel arrangements and processes travel claims.
- Monitors and ensures all department timekeepers/approvers complete inputting of employee's work hours in time for bi-weekly payroll processing.
- Assists Clinic Administrator with validating/approving employees work time through PeopleSoft Time & Labor process. ?
7. Miscellaneous: Performs other job related duties as assigned by the Clinic Administrator or designee to maintain and enhance 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.
- Knowledge of principles and practices of office management and computerized records systems.
- Knowledge of department programs, policies and procedures.
- Knowledge of Community's accounting, billing, invoicing, payroll, purchasing, personnel, and records management procedures.
- Knowledge of advanced customer service principles and techniques.
- Knowledge of principles and practices of employee supervision, including training and performance evaluation.
- Knowledge of formats used for a variety of correspondence, reports, and presentations.
- Skill in understanding and interpreting complex concepts, rules, regulations and guidelines.
- Skill in multitasking and demonstrating creative thinking.
- Skill in listening and communicating effectively with employees at all levels.
- Skill in analyzing and planning daily work volume, and ensuring effective completion of all office and administrative tasks.
- Skill in providing leadership to and evaluating the work of subordinate staff.
- Skill in operating a variety of standard office equipment, including but not limited to: photocopiers, fax machines.
- Skill in establishing and maintaining effective working relationships with other departments, SRPMIC administrative staff, outside entities, clients, and the general public.
- Skill in following complex oral and written instructions, policies and procedures.
- Ability to prepare correspondence, utilizing correct grammar, punctuation, spelling, and organization.
- Ability to type 60 net words per minute on the computer.
- Ability to use personal computer and related software to maintain records and create timely, meaningful reports and appropriate correspondence.
- Ability to take and prepare accurate meeting notes using dictation or speedwriting.
- Ability to organize multiple work priorities and meet frequent deadlines.
- Ability to communicate effectively with staff and members of the public.
- Ability to juggle multiple priorities and establish goals.
- Ability to lift and carry 25 pounds.
Skill / Requirements
Education: 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: 4-5 years full-time work experience performing secretarial and administrative tasks with 1 year work experience that includes lead or supervisory responsibilities required; Associates degree 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.
- Must be able to demonstrate typing skill at 60 net words per minute using a computer.
- May be required to demonstrate proficiency in taking dictation, speedwriting or note taking for some positions.
- May be required to demonstrate proficiency with MS Windows and MS Office computer software.
Equivalency – Any equivalent combination of experience and education that will allow the applicant to satisfactorily perform the duties of the job may be considered when filling the position.
Insurability: Must possess and maintain a valid Arizona Driver's License and be able to meet the SRPMIC insurance standards.
Special Requirements: May be required to work beyond normal work hours including nights, weekends and holidays.
- As a driving position, requires compliance with the Tribal Government "Insurability" requirements.
- Employees in, and applicants applying for, jobs providing direct services to children are subject to the "Community Code of Ordinances", Chapter 11, "Minors", Article X. "Investigation of Persons Working With Children". Successful completion of the background investigation is required.
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. Employees are subject to random and alcohol testing. "SRPMIC is an Equal Opportunity/Affirmative Action Employer" Preference will be given to a qualified Community Member, then a qualified Native American and then other qualified candidate
Application instructions: To apply or view full job description go to www.srpmic-nsn.gov/employment *Resumes alone will not be accepted. This position is open until 04/24/2019
To apply for this position or to view the full job description, please visit our website at http://www.srpmic-nsn.gov/employment/ then select Employment Opportunities. Open until 04/24/2019