Job DescriptionThe Office Manager will organize and coordinate office administration and procedures, in order to ensure organizational effectiveness, efficiency, and safety.
The Office Manager is responsible for developing intra-department communication protocols, streamlining administrative procedures, inventory control, office staff supervision, and task delegation.Energetic professional who doesn’t mind wearing multiple hats.
Experienced in handling a wide range of administrative and program support-related tasks and able to work independently with little or no supervision.
Well organized, flexible, and enjoy the administrative challenges of supporting an office of diverse people.Essential Duties & Responsibilities
•Point person for maintenance, mailing, shipping, supplies, equipment, office utility payments, and errands
•Manage janitorial and trash pick-up providers
•Organize and schedule meetings and appointments
•Organize department operations and procedures
•Coordinate with IT department on all office equipment
•Manage relationships with vendors and service providers
•Manage staff schedules, calendars, and appointments
•Responsible for managing office program operations by ensuring procedures are organized, correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved, and clerical functions are properly carried out
•Ensure office efficiency is maintained by carrying out planning and execution of equipment procurement, layouts, and office systems
•Manage any office relocations
•Responsible for developing department procedures to guide the operation of the office
•Participate actively in the planning and execution of company events
•Responsible for developing department activities that enhance operational procedures
•Coordinate department staff activities to ensure maximum efficiency
•Assist the program manager with position opening announcements, recruiting and interviewing of job candidates
•Organize orientation and training of new staff members
•Design and implement filing systems
•Ensure filing systems are maintained and current
•Ensure staff training is scheduled, completed and records are maintained
•Establish and monitor procedures for record-keeping
•Ensure security, integrity, and confidentiality of data
•Analyze and monitor internal processes
•Implement procedures and review policy changes to improve operational efficiency
•Coordinate schedules, appointments, and bookings
•Monitor and maintain office supplies inventory
•Review and approve office supply acquisitions
•Manage office corporate credit cards
•Manage building maintenance, leases or mortgages, possible tenants, taxes
•Maintain applicable business licenses
•Maintain a safe and secure working environment
•Assist with document review and preparation
•Maintain and distribute Union Grievance Log
•Track employee attendance
•Other duties as assigned by managementPreferred Qualifications
•2
– or 4-year degree in office administration
•6-years professional work-related experience
•Financial accounting
•Experience and knowledge of Alaska Native culturesShareholder PreferencePursuant to PL 93-638, as amended, preference will be given to qualified Ahtna Native Corporation Shareholders, Descendants, and Spouses in all phases of employment.Qualification Requirements
•High School Diploma or GED equivalent
•Valid Driver’s License
•5 years of administrative assistant or office management experience
•Knowledge of office management responsibilities, systems, and procedures
•Excellent time management skills and ability to multi-task and prioritize work
•Attention to detail and problem-solving skills
•Excellent written and verbal communication skills
•Strong organizational and planning skills
•Proficient in MS OfficeSupervisionNonePhysical Demands (Note: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.)Frequent sitting, using hands/fingers, handling, reaching with hands and arms, talking, hearing, and seeing (up close, at a distance, along the periphery, with depth perception, and the ability to adjust focus); walking; bending, pushing, pulling, and standing for up to 4 hours; occasional lifting of up to 25 pounds.
Work performed in a professional office setting utilizing telephone, computer, and other office equipment.
Moderate travel is required to shareholder communities, subsidiary offices, and other locations as needed.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work Environment
•Generally, indoors may be subject to changes in temperature and noise levels.
•Limited overnight travel may be required.