GENERAL SUMMARY
The Office Manager of Public Works is responsible for managing the office, providing administrative support, and coordinating work with internal and external stakeholders for the department of Public Works. This position makes independent decisions under the supervision of the Director of Public Works.
CORE SCOPE OF POSITION
- Assisting the Director of Public Works and department supervisors, scheduling appointments, making phone calls, providing clerical duties, and completing bi-weekly reports.
- Manage Public Works office including administrative duties such as document filing and flow either in digital form or hard copies, purchase requisitions, and controls office inventory.
- Assists the water department on EPA projects-sanitary survey and lead-based inventory report.
- Keeping track of Team Member time off requests, PTO hours, completing timecards, assisting Team Members with clock log ins and outs, adjusting times for team members when needed, filing payroll, and picking up and distributing payroll checks and orders uniforms.
- Maintain all documentation, filings, and payroll for interns.
- Process paperwork including terminations, new hire, transfer, and job status change, disability information, family medical leave, certification updates, registrations, and classes for certifications for Team Members.
- Maintains and updates all tribal member contact information and address information.
- Coordinates access for keys, key cards, doors codes and computer access and maintains inventory, purchases, and repairs for department.
- Keeps and maintains all vehicles maintenance logs, registrations, fuel logs, schedule work to be performed on vehicles.
- Liaison between the homebuilder, the homeowners and AMIHA of the progress on home builds. Bi-weekly emails are sent to all involved.
- File, track, coordinate all SDG&E projects including downloading documents to the SDG&E portal and submitting payments.
- Request for resolutions from legal and supplying all documentation needed, submitting to council for signatures and final submittal to the requesting party.
- Maintains relationships with vendors and contractors, receives bids, and coordinates and schedules work and inspections.
- Assists in development and revision of forms, policies, and procedures.
- Prepares manuals, departmental correspondence, and various informational documentation.
- Serves as liaison for the department in its contacts with other departments, external agencies, outside vendors.
- Perform project startup items such as project specific items and submittals.
- Understanding of Construction Drawings and Specifications.
- Assist in preparing, updating, and managing project schedules.
- Complete logistical coordination for all aspects (materials, equipment, and subcontractors) of local operation.
- Special project management and assignments from Tribal council.
- Plan and coordinate team building, department contests, birthdays, lunches, holiday, and other special events.
- Ensures that a clean, safe, hazard-free work environment is maintained.
- Adheres to all company and department policies, procedures, and standard operating guidelines.
- Performs other duties as assigned.
INTERACTION
- Interacts with internal and external guests.
SUPERVISION
- Does not provide supervision to other team members.
Required Skills
** KNOWLEDGE AND SKILLS**
- Ability to work with mathematical concepts such as statistics, probability, and interest.
- Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
- Ability to define and solve problems, collects data, establish facts, and draw valid conclusions and deal with a variety of concrete variables in situations where only limited standards exist.
- Ability to interpret an extensive variety of technical instructions in mathematical or diagram form.
- Ability to interpret a variety of instructions furnished in written, oral, diagram or scheduled form.
- Ability to work in a professional high-pressure environment while demonstrating and maintaining good personal relation/people skills and a positive attitude.
- Ability to multitask and work well under stress.
- Must be a self-starter and able to adjust to change.
- Must be able to work flexible hours during the day or evening including weekends, holidays, and all blackout dates.
Required Experience
** EDUCATION/CERTIFICATION**
- Four-year degree in a business-related field HIGHLY PREFERRED, or EQUIVALENT EXPERIENCE.
REQUIREMENTS
- Must be 21 years of age or older.