Office Manager

Confederated Tribes and Bands of the Yakama Nation•Toppenish, WA

33d•$30•Onsite

About The Position

The Office Manager oversees day-to-day office administration and personnel by providing direction, motivation, training and leadership to continually improve the performance of the team. Performance objectives for the department include streamlined processes that improve workflow, simplify reporting and communication procedures and implement effective cost controls, and maintain a highly skilled, adaptive and motivated team. The Office Manager will participate in the leadership of the overall organization, providing motivation, guidance and direction to optimize organizational performance. The development and maintenance of cooperative and supportive working relationships with other Commission departments and other tribal government support programs is essential.

Requirements

Knowledge of the principles and practices of Tribal Administration and general office practices and procedures.
Knowledge of applicable laws and regulations of accounting specific to the Tribal Gaming Agency.
Knowledge of human resource principles, procedures, concepts and theories.
Knowledge of organizational structure, functions, and procedures.
Knowledge and proficiency in computer use, specifically Microsoft products including: Word, Excel, PowerPoint and Access; and Yakama Nation's accounting system.
Strong interpersonal relations skills.
Ability to operate standard office equipment.
Ability to organize, plan, direct, monitor, and evaluate department goals and objectives.
Ability to demonstrate excellent verbal and written communication skills required.
Ability to communicate and establish good working relationships with management and peers.
Ability to prioritize and schedule work projects.
Ability to organize and maintain confidential records and files.
Ability to supervise, coach and lead assigned staff.
Bachelor's degree in business management, accounting or finance with three to five years of office organization experience/skills required; or a combination of education and work experience may be considered that demonstrates the necessary knowledge and skills required to perform the job duties.
Required to pass a pre-employment drug test.
Ability to pass an annual thorough criminal background check.
Required to sign a confidentiality agreement.
Must possess a valid Washington State Driver's License with the ability to obtain a Tribal Driver Permit with Defensive Driving Course certificate (to be updated every 2 years).

Nice To Haves

Yakama enrolled preference, but all qualified applicants are encouraged to apply.

Responsibilities

Serve as an active participant in the leadership of the Commission to assist in the development of a cohesive organization and to promote optimal organizational operating efficiency.
Manage the financial programs and supporting information systems of the Commission, to include budgeting, receipt of revenue, expenditure of funds, and the tracking of assets for all Commission departments.
Provide financial reports and information reports to the Executive Director weekly and financial reports to the Executive Assistant monthly for inclusion in the report to Tribal Council and provides recommendations for fiscal changes to the Executive Director.
Responsible for the development of administrative policy and standard operating procedure manuals as directed, ensuring compliance with appropriate government regulations and policies, and ensuring maintenance of appropriate internal control safeguards.
Manage personnel files and process Payroll Actions in accordance with YN Policies and Procedures.
Process and finalize Commission contracts in accordance with the Yakama Nation Grants & Contracts standards.
Process and finalize Capital Equipment forms in accordance with tribal policy prior to purchase.
Oversee the supervision of personnel, which includes work allocation, training, and problem resolution; evaluates performance and makes recommendations for personnel actions; motivates employees to achieve peak productivity and performance.
Compile Administration department performance and activity monthly.
Determines work procedures, expedites workflow; studies and standardizes procedures to improve efficiency and effectiveness of daily operations.
Prepare and manage the Administration department's annual operating budget in a manner that maximizes operating efficiency by effectively allocating Commission resources.
Conduct Commission orientation to keep new employees apprised of the internal and external policies and procedures.
Oversees tracking and maintaining records of all Commission assets to ensure the accurate inventory of all equipment and sufficient insurance for capital assets.
Updates the equipment list of assets quarterly for Yakama Nation Human Resources/Insurance and ensures the annual payment is processed timely.
Oversee the ordering, inventorying and distribution of Commission office supplies in a manner that controls costs and minimizes waste.
Ensures the oversight of all accounting functions including Accounts Payable, Accounts Receivable, Payroll, and Travel Authorization.
Prepare financial statements/reports for all Commission departments and distribute reports to the Department Managers and the Executive Director.
Ensure receipts are written by a member of the Administration department and maintained for each payment received for the Licensing account and ensures the maintenance of the log and cash receipts after each weekly deposit made to YN Central Accounting according to the established policies and procedures.
Responsible for the preparation and distribution of fiscal year budget packets to the Department Managers and coordinates, finalizes and manages Commission fiscal year operating budget.
Prepare and process budget modifications for the Commission as needed.
Assist in the maintenance and development of hiring practices and procedures by working closely with the respective Manager and YN Human Resources.
Maintain and promote strict standards of confidentiality and professionalism.
Develop applicable forms to accommodate the Administration needs of the Commission.
Compose correspondence, reports, announcements and other materials.
Oversee the approval of and processing of purchase orders and travel authorizations and keeps a log of orders and expenditures to stay within budget.
Oversee the timely, accurate completion of Commission meeting information, including official meeting agendas, meeting minutes and official actions.
Oversee the distribution of the Official Action log and Training Report to the Executive Assistant monthly for inclusion in the report to Tribal Council.
Ensure the security of privileged information.