Office Manager

Ohkay Owingeh; Ohkay Owingeh (NM); Sur place; USD 50 000 - 75 000; Plein temps

Résumé du poste

Ohkay Owingeh seeks an experienced administrative professional to provide comprehensive support to the Head Start Program. You will manage calendars, prepare budgets and reports, handle travel arrangements, and maintain records with strict confidentiality.

Responsibilities include coordinating meetings, reviewing documents for accuracy, and assisting with expenditures and payments. The role requires strong typing, editing, and communication skills in a fast-paced environment.

Qualifications

• High School Diploma or GED required.
• 5 years administrative or secretarial experience.
• Accounting or bookkeeping experience.
• Pass pre-employment drug screen and background check.
• Type at least 60 wpm; strong grammar and math.

Responsabilités

• Prepares budget and budget modifications; maintains financial records.
• Processes accounts payable and purchasing travel documents.
• Maintains program budget and expenditure tracking.
• Schedules meetings and coordinates travel.

Connaissances

Office administration

Budgeting

Accounting

Grammar proficiency

Microsoft Office

Communication skills

Confidentiality

Typing speed 60 wpm

Formation

High School Diploma or GED

Outils

Word

Excel

Access

PowerPoint

Description du poste

• Base Pay $49,917.17 - $74,875.75 / Year
• Required Degree High school
• Manage Others No

Contact information

• Phone [phone]

Description

Under the direct supervision of the Head Start Director, provides administrative and clerical support to the Head Start Program. Coordinates scheduling, meetings, correspondence, travel arrangements, and daily office activities; maintains accurate records, files, and supply inventories; and assists with budget documentation, expenditure tracking, and payment requests for review and approval. Serves as a point of contact for staff, families, and visitors while maintaining confidentiality and supporting efficient program operations.

Requirements

MINIMUM QUALIFICATIONS, EDUCATION & EXPERIENCE

• Must be able to successfully pass a pre-employment drug/alcohol screen and background investigation
• High School Diploma or GED
• Five (5) years administrative or secretarial experience
• Accounting or bookkeeping experience required
• Or equivalent combination of education and experience
• Must be able to type at least 60 wpm and demonstrate proficiency in grammar, spelling, math, and filing

Summary

SUPERVISION EXERCISED

None

NATURE OF WORK

ESSENTIAL FUNCTIONS

• Prepares budget and budget modifications; maintains financial records; approves and processes accounts payables and purchasing travel documents.
• Prepares requests for payments for services rendered and supplies purchased for the program.
• Maintains a cuff account of expenditures.
• Researches accounts for accuracy.
• Prepares work orders for school staff.
• Establishes and maintains an effective filing and retrieval system.
• Arranges travel, prepares and submits travel-related documents. Maintains all travel information.
• Conducts inventory of equipment, materials and supplies as needed.
• Answers incoming telephone calls, determines purpose of calls, and forwards calls to appropriate personnel or department, ensuring professional telephone etiquette.
• Screens incoming calls and correspondence; exercises judgment and responds accordingly.
• Records and delivers messages or transfers calls to voice mail when appropriate.
• Welcomes visitors, determines nature of business, and announces visitors to appropriate personnel, maintaining professional and courteous demeanor.
• Maintains the Program Coordinator’s calendar and appointments; schedules appointments; coordinates and arranges meetings, conferences, programs, and other events.
• Prepares correspondence, reports, minutes, agendas, memos, forms, directories, resolutions, ordinances, and other documents and communications from drafts, recordings, or verbal instruction for staff as requested.
• Attends Monthly parent Meetings, occasional week-end activities, evening parent/child activities.
• Edits and reviews all correspondence and documents for correct grammar, punctuation, and spelling.
• Maintains and operates office machines, equipment, and computers. Performs or coordinates general maintenance and repair.
• Photocopies, collates, distributes, and files documents.
• Transmits outgoing faxes, and retrieves, logs, and distributes incoming faxes.
• Maintains inventory of office, kitchen, and janitorial supplies.
• Attends meetings and takes minutes as requested.
• Maintains strict confidentiality of all privileged information regarding families, children and staff.
• Contributes to a team effort and accomplishes related results as required.
• Performs other duties as required.

KNOWLEDGE, ABILITIES, SKILLS and CERTIFICATIONS

• Knowledge of traditional form of government and pueblo customs and traditions.
• Knowledge of the functions and structure of Ohkay Owingeh.
• Knowledge of modern office practices, procedures, and equipment.
• Knowledge of business English, proper spelling, grammar, punctuation and basic arithmetic.
• Knowledge of records management and accounting procedures.
• Ability to communicate effectively in the English language both verbally and in writing.
• Ability to establish and maintain professional relationships with individuals of varying social and cultural backgrounds and with co-workers at all levels.
• Ability to maintain confidentiality.
• Ability to handle multiple tasks and meet deadlines.
• Ability to carry out instructions furnished in verbal or written format.
• Ability to work independently with minimal supervision.
• Ability to demonstrate excellence in everything, and continually seek improvement in results.
• Skill in operating business computers and office machines, including in a Windows environment, specifically Word, Excel, Access, and presentation software (such as PowerPoint).

MINIMUM QUALIFICATIONS, EDUCATION & EXPERIENCE

• Must be able to successfully pass a pre-employment drug/alcohol screen and background investigation
• High School Diploma or GED
• Five (5) years administrative or secretarial experience
• Accounting or bookkeeping experience required
• Or equivalent combination of education and experience
• Must be able to type at least 60 wpm and demonstrate proficiency in grammar, spelling, math, and filing

PHYSICAL DEMANDS

While performing the duties of this job, the employee regularly is required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to walk. The employee occasionally is required to stand; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds.

WORK ENVIRONMENT

Work is generally performed in an office setting with a moderate noise level. Evening and/or weekend work may be required. Tight time constraints and multiple demands are common. Travel will be required for training, meetings, conferences, presentations, and other events.

The position description identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job related duties as may be reasonably assigned by his/her supervisor.