Office Manager

Indiana Department of Correction•San Francisco, CA

6d•Onsite

About The Position

Work for Indiana Begin a fulfilling career with the State of Indiana by joining one of the largest employers in the state, offering a range of opportunities across 60+ agencies. At the state, you'll find competitive compensation, a robust benefits package and a commitment to work-life balance. Most importantly, you'll have the chance to make a real and measurable impact on the lives of Hoosiers across Indiana. About the Department of Natural Resources (DNR): The Indiana Department of Natural Resources protects, enhances, preserves, and wisely uses natural, cultural, and recreational resources for the benefit of Indiana's citizens through professional leadership, management, and education. The Division of Forestry promotes and practices good stewardship of natural, recreational, and cultural resources on Indiana's public and private forest lands. This stewardship produces continuing benefits, both tangible and intangible, for present and future generations. Some key initiatives of the forestry program include: Urban Forestry, Fire Management, Forest Health, Forest Legacy, and Forestry Education. Greene-Sullivan was founded in 1936 when various coal companies donated more than 3,000 acres of property to the Department of Natural Resources, Division of Forestry. Now the forest boasts almost 9,000 acres of beautiful woodland and rolling hills dotted with more than 120 lakes, making it one of the most unique areas in Indiana. Popular activities include fishing, camping, hunting, picnicking, mushroom hunting, horseback riding, photography, and wildlife viewing. Role Overview: The position manages office operations which include customer service (e.g., phone calls, walk-ins, emails, etc.), collection of daily revenue and processing, selling of passes or cabin rentals, processing purchasing requests for the property, payment of invoices, and managing the camping reservation system. The position works Monday - Friday, 37.5 hours weekly, 75 biweekly. Some weekend duties are required. This position is critical to the office operations of Greene-Sullivan, serving as the front line person between the DNR and property users. The position is responsible for customer service in a variety of ways (e.g., 4 campgrounds, trails, hunting opportunities across 9,000 acres, many lakes for fishing and exploring, etc.) daily collection and processing of revenue, processing purchase requests and payment invoices, and managing the campground reservation system for 24 cabins. Salary: The salary for this position traditionally starts at $37,648.00 but may be commensurate with education and work experience. Use our Compensation Calculator to view the total compensation package.

Requirements

Limited in-state travel to conferences and training is required, including periodic administrative trainings at other properties or in Indianapolis, and a mandatory annual multi-day (overnight) conference each year.
Overall knowledge of office organization, supervision, and management.
Specialized knowledge of the policies, programs and activities of the office and ability to apply these to pertinent and complex situations.
Working knowledge of the budgetary process.
Working knowledge of bookkeeping and auditing.
Practical knowledge of laws and regulations affecting the division within the agency or institution.
Practical knowledge of office supplies and equipment necessary to the operation of the agency, coupled with knowledge of purchase and requisition procedures.
Working knowledge of record keeping for maintaining inventory, personnel, and payroll records.
Ability to work independently in determining workflow and in solving problems, some of which may not have been previously encountered.
Ability to work under pressure and to practice diplomacy, tact, and courtesy.
Ability to supervise and instruct others in the efficient management of the agency.
Ability to coordinate workflow and to maintain harmonious relationships with subordinate supervisors, department chiefs and other supervisory personnel.
General knowledge of English grammar, spelling and punctuation and the ability to use this in the preparation of technical correspondence and reports.
Ability to attend to detail and maintain accuracy.
Ability to maintain confidentiality.
A High School Diploma or High School Equivalent (HSE), along with at least 1 year of office or customer service experience and the ability to apply the outlined knowledge, skills, and abilities in a similar role, may be considered.
Individuals should have the ability to perform essential functions with or without reasonable accommodation.

Responsibilities

Coordinate the work activities of various administrative services of a state property or region.
Organize and coordinate work assignments of intermittent office staff.
May oversee limited gate and resale operations including providing training, ordering/maintaining inventory within budgetary parameters, resolving conflicts with guests or staff, and winter operations in the off season.
Plan and organize the workflow of the office by arranging work schedules and priorities to maximize efficiency.
Initiate changes and/or modify procedures, forms used, and composition of correspondence and records to enhance productivity.
Ensure that all accounting, purchasing, and revenue collecting SOPs are followed by property staff which may include preparing claim vouchers and requisitions, monitoring contract compliance, reconciling purchasing expenditures, processing revenue reports, preparing travel requests, working with vendors, preparing deposits, staying up to date on changing procedures, and training staff on these functions
May act as the onsite contact for emergency response including notifying property response teams, directing emergency personnel, and coordinating communication between property staff and central office.
Explain and apply laws, rules, and regulations by answering questions from the public and making information available to agency staff.
Assist in budget preparation by gathering data and writing budget justifications.
Compile data, collect material for special projects, and prepare reports and/or sections of reports.
Perform a variety of office tasks such as arranging and maintaining a complex filing system, keeping timesheets and payroll records, maintaining personnel records, operating various office machines, and receiving visitors and phone calls.

Benefits

Three (3) medical plan options (including RX coverage) as well as vision and dental plans
Wellness Rewards Program: Complete wellness activities to earn gift card rewards
Health savings account, which includes bi-weekly state contribution
Deferred compensation 457(b) account (similar to 401(k) plan) with employer match
Two (2) fully-funded pension plan options
A robust, comprehensive program of leave policies covering a variety of employee needs, including but not limited to: 150 hours of paid New Parent Leave and up to eight weeks of paid Childbirth Recovery Leave for eligible mothers
Up to 15 hours of paid community service leave
Combined 180 hours of paid vacation, personal, and sick leave time off
12 paid holidays, 14 on election years
Education Reimbursement Program
Group life insurance
Referral Bonus program
Employee assistance program that allows for covered behavioral health visits
Qualified employer for the Public Service Loan Forgiveness Program
Free Parking for most positions
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