Closes: 5/14/2021Human Services Office Manager

Reports to: Human Services Deputy Director

Salary (Grade): $19.63 (G17-E) Status: Regular, Full-time (Non-exempt)

Location: Human Services Department in Winnebago, NE

Job Purpose & Position Overview

Under the supervision of the Human Services Deputy Director, serves as support to administration and department and supervision of the front-end staff by providing professional level planning, organizing, administering, and monitoring of program-administrative functions, processes, and resources pertinent to the department’s overall mission and operations. Daily performance of organization, coordination, and communication work. Providing public information and customer service. Maintaining records management activities. Works with administrative or program managerial, professional, and technical employees internal and external to department to identify goals, to plan and coordinate work operations, and to resolve problems. Other assignments include keeping inventory, ordering supplies, maintaining vehicles, filing, answering phones, and may also serve as team coordinator of special projects and performs related work as assigned. Performs related work as assigned to ensure the effective and efficient operation of all programs within the Human Services Department.

Specific Job Duties/Responsibilities:

Demonstrates the Winnebago Tribe of Nebraska’s core mission, vision, and values.

Produce and distribute correspondence memos, letters, faxes and forms

Assist in the preparation of regularly scheduled reports

Develop and maintain a filing system

Order office supplies and keep an inventory list

Provide support and supervision to front office staff

Provide information to clients by answering questions and requests

Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques

Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies

Carry out administrative duties such as filing, typing, copying, binding, scanning etc.

Receive, sort and distribute the mail

Maintain up-to-date employee records

Greet and assist clients to the office

Responsible for community outreach efforts though social media, tribal communications, and departmental memos at the request of management.

Monitoring vehicle maintenance, setting up appointments, and ensuring logs are being utilized.

Provides routine support as needed for the department or an assigned program-administrative function.

Provides general support for the management team.

Participate in the Event Planning Committee as an active member

Assist in office operations for all Human Services programs to include answering telephones, directing traffic, processing mail, and other related office tasks as assigned.

Designs work procedures and operations to be used by program-administrative staff to ensure the proper use of staffing, equipment, information, and material resources.

Arranges schedules and agendas, records minutes, and prepares a written record of proceedings for various meetings.

Participate in the development, implementation, and continuous improvement of client programming.

Attend all required trainings and departmental meetings, as requested by supervisor.

Arranges schedules and agendas, records minutes, and prepares a written record of proceedings for various meetings.

Responsible for oversight of departmental records maintenance in conjunction with appropriate staff in the areas of inventory, personnel, grants, contracts and financial records.

Serves as a member of the Human Services Department Management Team, and participates in the development of department policies pertinent to overall organizational management, resource development planning, financial management and service coordination.

Provides routine support as needed for the department or an assigned program administrative function.

Duties listed are only an illustration of various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related or a logical assignment to the position

Required Qualifications/Skills:

Minimum of AA Degree and two (2) years relevant work experience OR an equivalent combination of education and experience, substituting the equivalent of one year of full-time professional work experience for each year of the required education to a maximum substitution of four years.

One-year experience working with Native Americans is required.

Coursework or training in business, office management and communications is highly desirable.

Must have excellent interpersonal, communication, organizational and customer service skills.

Must be timely, dependable, courteous, and maintain a business-like appearance.

Ability to interact and build rapport with peers and clients, to remain non-judgmental and value and accept differences in people, and to observe, assess and address behavior is required.

Must possess keyboarding skills for data entry and be computer literate and proficient in Microsoft Office (particularly Word, Excel, Outlook).

Must be able to maintain the strictest confidentiality, and will be required to sign a confidentiality agreement.

Some travel will be required.

Knowledge of Winnebago culture and traditions is highly desirable and a willingness to learn is required.

Ability to pass background check and drug screen.

Knowledge of office management and record keeping methods and practices is required.

Knowledge of Human Services field is highly desirable and a willingness to learn is required.

Must possess customer service focus, strong organizational skills, be detail oriented, and self-directed.

Must be able to interact with immediate supervisor, managers, staff and the public to gain their cooperation and to establish work relationships.

Must be able to formulate and recommend modifications to operational directives to attain department goals.

Must be able to coordinate the activities of the department necessary to arrange various conferences, hearings, trainings and meetings.

Must be able to collect, assemble, and analyze facts and draw conclusions to recommend solutions to problems.

Must be able to identify and interpret program-administrative requirements, policies, and regulations to provide guidance and advice.

Must be able to organize and present facts and opinions to managers and groups.

Must be able to learn the structure, function, goals and policies of the department.

Must be able to maintain the strictest confidentiality and will be required to sign a confidentiality agreement.

Must be of good moral character. Will be required to pass a federal background check and submit to pre-employment drug testing.

Supervisory Responsibilities:

Performs activities necessary to plan, organize, direct and evaluate the activities of the program through staff supervision, resource management, program operations, and development and revision of policies, procedures and program objectives with adherence to regulatory guidelines.

Training Requirements:

Attend meetings and trainings as required for program administration and collaboration. May be invited to engage in public speaking, group work, and networking opportunities with other agencies.

Must be willing and able to engage in employee training and development of an educational

Physical Requirements:

Normal to Medium office work which includes the ability to lift 11-30 lbs.

Regularly required to walk, stand, and sit for extended periods of time and use hands to operate computer keyboard, phone, and various office equipment.

While performing daily duties, the employee is regularly required to talk and hear.

Mental Requirements:

Reading, writing, calculating

Above average social interaction skills

Reasoning/Analysis

Works with minimal to no supervision

Language Requirements:

Must possess the ability to read, write, and speak the English language fluently.

Must be able to continually and effectively employ professional verbal and written communications skills.

Certificates, Licenses & Registrations:

All applicants will comply with 45 CFR 1301, Subpart D, Section 1301.31, C and D, which require all prospective employees to sign a declaration prior to employment regarding all arrests and convictions of child abuse or violent felonies and to comply with PL 101-630 and PL 101-637 regarding criminal records check.

HOW TO APPLY:

Submit an application at www.winnebagotribe.com, a resume, cover letter, and two (2) letters of recommendation are required. Applications submitted after the closing date or without proper documents will not be considered.

If claiming Native American or Veteran preference, please include pertinent documentation.

Call Human Resources at 402-878-2272 for further information.

As provided by Federal Law, all qualified Native American applicants shall receive preference over Non-Native American applicants. In the absence of qualified Native American applicants, consideration will be given to all other applicants without regard to race, color, religion, sex, sexual orientation, national origin, age, marital status, veteran status, genetic information, disability or any other reason prohibited by law in provision of employment opportunities and benefits.