Cook Inlet Tribal Council, Inc.

  • Office Manager - ANJC

    Job ID
    2018-2347
    # Positions
    1
    Department
    Alaska Native Justice Center
    Type
    Full-Time, Regular
  • Overview

    ALASKA NATIVE JUSTICE CENTER (ANJC)

    JOB DESCRIPTION

     

     

    Job Title:

    Office Manager

    Department:

    ANJC

    Reports To:

    Director of Program Operations

    Supervises:

    Administrative Assistant I/II/III

    FLSA Status:

    Exempt

    Job Type:

    Full-Time, Regular

     

    General Function: The Office Manager shall provide high-level administrative office coordination to the business operations of the Alaska Native Justice Center (ANJC) and all related support to the Chief Executive Officer (CEO) and the Director of Operations (Director), as well as ANJC staff as needed.

     

    Duties and responsibilities:

    • Provide high level administrative support to the CEO and Director, and provide administrative guidance for the day-to-day operations of ANJC.
    • Assist Director in completing HR paperwork for ANJC in collaboration with CITC’s HR department.
    • Assist Director with coordination of volunteers, interns and practicum students.
    • Coordinate efforts related to grant reporting with ANJC staff and key stakeholders, in order to implement grant-related activities and gather required data.
    • Coordinate technical assistance on program implementation, compliance, and reporting issues for grant requirements.
    • Coordinate with staff and Director to ensure proper implementation of the designed evaluation tool is completed timely as required by grantors.
    • Work with Director on new grant opportunities and project report submittals.
    • Assist the Director and CITC grant writers on ANJC grant submissions; assist with assembling and submitting grant reports; assist with review of program expenditures for compliance with grant requirements as needed; and, assist with small grant submissions as necessary.
    • Set up and maintain grant binders, contracts binders, budget/invoice and bill processing binders, audit binders, and all other filing needs for ANJC.
    • Work directly with ANJC Director and CITC Accounting related to finance needs; oversee financial responsibilities of the Administrative Assistant; manage petty cash; prepare expense reports; and handle all follow-up communication related to expenses.
    • Schedule appointments/meetings, and maintain daily calendar and contact list for the Director.
    • Coordinate and oversee activities such as meetings, travel, conferences, and any other activities, as directed by the CEO and Director.
    • Prepare letters, legal documents, various reports, and other materials as necessary.
    • Compile reports and gather data as needed.
    • Supervise the Administrative Assistant I/II/III with day to day administrative tasks to include, but not be limited to the following: answering phones, responding to email, providing telephonic and in-person customer service, maintaining the reception area in a clean and orderly fashion, assisting staff as needed, scheduling meetings, completing financial tasks such as check requests and credit card reconciliations, purchasing office supplies, maintaining inventory, coordinating travel, and other duties as assigned.
    • Provide back-up coverage for Administrative Assistant as needed.
    • Attend external meetings as directed to assist ANJC with outreach activities.
    • Maintain ANJC calendar of organizational activities, meetings, and special events.
    • Maintain vendor files in accordance with applicable procedures, regulations, and/or statutes to ensure complete documentation and a well-organized filing system.
    • Maintain confidentiality according to regulations, policies, and procedures.
    • Perform all related duties as

     

    Job Specifications:

    • Excellent verbal and written communication skills including excellent phone and interviewing
    • Excellent data management skills and ability to transport information between Excel, Access, and other relational databases.
    • Excellent accounting skills and ability to generate and reconcile monthly expenditure reports.
    • Demonstrated ability to effectively supervise administrative staff and model excellent customer service skills.
    • Strong organizational and time-management
    • Openness to technical direction and willingness to contribute to planning
    • Demonstrated ability to work well under
    • Strong commitment to the goals of the overall program and organization.
    • Must have strong accuracy skills with attention to detail and fact
    • Strong understanding and sensitivity to diverse cultures and lifestyles, with demonstrated experience working effectively with Alaska Native
    • Strong computer literacy with experience in providing program
    • Demonstrated ability to work independently with minimal
    • Demonstrated ability to prioritize work and work-related

     

     Minimum qualifications:

    • High School diploma or GED.  
    • Five (5) years' experience providing administrative support and/or office management.
    • Previous supervisory experience. Continued employment is contingent upon a receipt of a satisfactory state and federal background check.

     

     Preferred qualifications:

    • Bachelor’s degree in related field.
    • One (1) years’ experience working in the justice field.

     

    Additional information:

    Hiring preference shall be given to eligible and qualified Alaska Native/American Indian applicants pursuant to P.L. 93-638 Indian Self Determination Act.

     

     

    Disclaimer

     

    The information provided in this description has been designed to indicate the general nature and level of work performed by incumbents within this job.  It is not designed to be interpreted as a comprehensive inventory of all duties, responsibilities, qualifications and working conditions required of employees assigned to this job.  Management has sole discretion to add or modify duties of the job and to designate other functions as essential at any time.  This job description is not an employment agreement or contract.

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