Family Services Office Manager

Nisqually Indian Tribe; Olympia (WA); On-site; Full time

Job summary

A leading organization seeks a Family Services Office Manager to ensure smooth operations and compliance within the Nisqually Tribal Family Services. The role involves overseeing administrative tasks, managing budgets, and ensuring adherence to regulations. Ideal candidates will have a background in administration and experience in supervisory roles, with a focus on community engagement and cultural sensitivity.

Qualifications

• Three years of experience in office management.
• Two years of supervisory experience.

Responsibilities

• Oversee daily administrative operations.
• Manage databases, reporting, and records.
• Ensure compliance with laws and policies.

Skills

Organizing

Verbal Communication

Conflict Resolution

Education

Bachelor's degree in administration

Job description

Join to apply for the Family Services Office Manager role at Nisqually Indian Tribe.

General Summary

The Family Services Office Manager provides administrative expertise to support the Nisqually Tribal Family Services (NTFS) Programs and Services. This role ensures smooth office operations, program coordination, logistical planning, budget and grant management, and compliance with policies, contracts, and personnel procedures. Additionally, the position oversees facility and safety management, data and file organization, and ensures adherence to federal, state, and tribal regulations.

Primary Responsibilities

• Oversee daily administrative operations to ensure seamless communication and coordination of programs, services, and staff.
• Manage databases, reporting, records, staff schedules, and front-office operations to optimize efficiency.
• Manage incoming calls and visitors, directing them to appropriate staff members or services based on their needs.
• Prepare and distribute internal and external communications.
• Maintain compliance with applicable laws, policies, procedures, and personnel regulations.
• Assist in the development and updating of program manuals, policies, and procedures.
• Ensure the protection and secure backup of sensitive data in accordance with privacy protocols and organizational guidelines.
• Process and track administrative forms, including personnel actions, purchase requisitions, contracts, and grant/funding agreements, ensuring accuracy, compliance, and timely submission.
• Assist in tracking multiple budgets, ensuring expenses are in compliance with funding guidelines, and that reporting and deliverables are met as required.
• Revise and update outreach materials, including brochures, flyers, website content, and newsletters to effectively communicate program information and services.
• Schedule meetings, make training and travel arrangements, and maintain calendars for the program/department.
• Represent the department at meetings, conferences, and community events as needed.
• Track and ensure staff licensure, training, and certification are up to date and in compliance with all requirements.
• Supervise administrative staff, providing support and mentoring while ensuring alignment with the department head's guidance and direction.
• Notify staff of administrative updates, ensure timely completion of timesheets, and manage leave requests to maintain efficient operations.
• Assist with implementation of the strategic plan and compliance initiatives.
• Ensure that the NTFS program and its services comply with all relevant federal, state, and tribal laws.
• Maintain compliance with HIPAA and Confidentiality (CFR 42) legal requirements.
• Plan and coordinate events and activities to enhance engagement and participation within the community.
• Ensure facility security and safety protocols are upheld.
• Perform other duties as assigned.

Minimum Qualifications

• Bachelor's degree in administration or related fields from an accredited college or university.
• Three years of experience in office management or a comparable combination of experience and education.
• Two years of supervisory experience in an office setting.
• Must possess a valid Washington State Driver's license and maintain a driving record that meets the minimum requirements of Nisqually Indian Tribe's insurance provider.
• Must pass a pre-employment drug screen and criminal background check.
• Ability to work with vulnerable populations, including adults and children.
• Must pass a State and National (FBI) criminal history background check prior to employment.

Preferred Qualifications

• Knowledge of the Nisqually Indian Tribe's history, customs, and traditions, with cultural sensitivity.
• Experience working with Federally Recognized Tribes.
• Experience in family or social services programs.

Supervision

This position trains, supervises, and evaluates administrative program staff. Reports to the Family Services Director.

Competencies

Possesses the knowledge, skills, and abilities to successfully perform the primary responsibilities of the position.

Knowledge Of

• Family or social services programs, practices, regulations, case management, and resources.
• Cultural sensitivity regarding the Nisqually Tribe.
• Office procedures, document management, organizational systems.
• Fiscal processes, budgeting, financial reporting, grant management.
• Contract management, compliance, service agreements.
• Legal regulations related to family/social services.
• Confidentiality and legal handling of sensitive information.

Skilled In

• Organizing, leading, supervising, motivating staff.
• Verbal and written communication, report writing.
• Conflict resolution and de-escalation techniques.

Ability To

• Manage multiple tasks, prioritize, and maintain workflow.
• Plan and execute programs and events.
• Resolve issues efficiently, adapt to changing environments.
• Balance administrative duties, schedules, and documentation.
• Make sound decisions under time constraints.
• Work as part of a team, coordinate with departments and external agencies.
• Build positive relationships with community members.
• Remain empathetic and professional with clients.

Physical Demands

The physical demands include frequent standing, walking, handling objects, reaching, stooping, crouching, repetitive motions, and lifting up to 30+ pounds. Vision requirements include close, distance, and depth perception.

Salary: $30.22 per hour