Jobs

JOB TYPE: Full Time
LOCATION: HHS/Human Services/Emergency Services
REPORTS TO: Emergency Services Director
SALARY RANGE: $17.94 - $32.10

Any individual who receives an offer of employment or will receive a payroll check are required to submit to a drug and alcohol test as a condition of obtaining employment.
Mille Lacs Band Member/American Indian preference applies

SUMMARY:
The Office Manager provides administrative and programmable support to the Emergency Services Director of the Emergency Services department and directly works to provide assistance to the Emergency Services Director and applicable staff within the department. Assists the Emergency Services Director, ensuring proper implementation of program services and the Mille Lacs Band of Ojibwe Personnel Policies and Procedures are adhered to in regard to Mille Lacs Band Food Shelves, Federal Commodity FDPIR programming, and Emergency Loans. The Office Manager will assist in development of budgets and grants; assist with the design of programmatic policies and procedures. This position will be responsible for creating and maintain the appropriate documentation of reports for the department.

QUALIFICATIONS:
• High school diploma or GED is required.
• AA Degree or two years experience working in business management, finance, contracting, and/or with grants may be used in lieu of degree.
• Two years experience successfully managing multiple projects.
• Prior experience of supervising a staff of three or more employees is required.
• Knowledge of Food Distribution Programs on Indian Reservations and USDA 501 Handbook.
• Strong ability to relate to and communicate effectively with clients, guests, visitors, and other staff is required.
• Strong organizational and prioritizing skills are required.
• Attention to detail and problem solving a must.
• Knowledge of Data Privacy regulations and ability to keep confidential information.
• Excellent time management skills and ability to multitask.
• Ability to read instructions, decipher, and follow proper procedures and directions.
• Ability to work with little or no supervision.
• Capable of maintaining accurate records.
• Experience with and sensitive to the Native American culture.
• Ability to be insurable under the Mille Lacs Band Auto Insurance Policy is required.
• Must have a valid Minnesota Driver’s License and be insurable under the Band’s automobile coverage policy.
• Must pass a pre-employment drug and alcohol test

DUTIES AND RESPONSIBILITIES
• Assists with supervision in the absence of the Emergency Services Coordinator.
• Maintain required documentation on client and contractor activities and payments.
• Assists Emergency Services Director with management of all Emergency Services Office programs.
• Assists with management and monitoring of all contractors and vendors utilized by the Emergency Services Department.
• Assists Director with any reporting and monitoring requirements for all Emergency Services Department programs.
• Assists Director with communication between the Office of Management and Budget and the Emergency Services Department.
• Assists with maintaining compliance with federal, state and Band law, regulations, policies, and procedures as applicable to each program.
• Participate with the long-range planning, and goal setting for the department.
• Assist with telephone calls, client intake, and application processing as needed.
• Assist Director with any grant and budgeting activities.
• Utilize an appropriate referral system for other resources available to clients in need.
• Serves as the point of contact person for office manager duties; maintenance, mailings, supplies, equipment, bills, errands and other related duties assigned by the supervisor.
• Ensure all vendor accounts are accurate, paid up to date, and on time, and filed on a daily basis according to the Office of Management and Budgets Financial Managements Policy and Procedure Manual.
• Assist with the preparation and distribution meeting minutes, handouts, interoffice communications, and processes incoming and outgoing mail.
• Assists with the collections, review and occasionally sign and submit timesheets for department.
• Assists with in house and off-site activities, community meetings, and conferences.

WORKING CONDITIONS:
• Work is generally exclusively indoors in a controlled climate area. Minor threat of personal danger or risk.
• Nature of work is such that incumbent experiences periods of high stress levels due to workload.
• Hazards include injury due to lifting, falling objects, moving vehicles, etc. Personal protective clothing may be required in some situations. Chemical and construction hazards require proper protection.
• Hours are typically 8:00 a.m. to 5:00 p.m. Monday through Friday, some weekend and after hour work will be required.
• Local travel is required. Out of state travel may be required.
• Work from home may be permissible with a signed telework agreement.