Administrative Manager Open Until Filled
- - Executive Office
- Sault Ste. Marie, MI, USA
- Year Round - Full Time
The Administrative Manager, under general direction of the Membership/Internal Services Executive Director, is responsible for managing, delegating, and facilitating difficult-to-complex administrative, policy, programming, oversight, tracking of multi-level projects pertaining to governmental services. These programs include ACFS, Elderly, Cultural, Education, Recreation, Planning and Development, MIS, Telecommunications, Security, Transportation, Health, Housing and Human Resources. This position serves as the governmental divisions and Tribal member liaison for the Executive Office. The Administrative Manager will also be responsible for developing and documenting processes as well as ensuring quality control throughout project life cycles.
ESSENTIAL DUTIES: (includes, but is not limited to, the following)
• Acts as a liaison with Tribal board, executive offices, divisions, Tribal members, staff, and outside agencies and/or governments for the executive office.
• Provides oversight and supervision of administrative and clerical staff as assigned.
• Develops, delegates, and manages a variety of special administrative and programming projects.
• Communicates expectations, provides technical, administrative and office procedural support and training to other administrative team members.
• Manages and coordinates administrative support services; mail distribution, record management, and other office support services.
• Develops and maintains databases, memos, letters, and other documents using Word processing, spreadsheet and database or presentation software.
• Prepares, reviews, and edits correspondences and reports.
• Disseminates internal and external correspondence and information.
• Maintains files and signature logs, retrieves, records, and tracks documents.
• Prepares and processes disbursement vouchers and vendor payments.
• Maintains Executive Director's calendar; arranges, schedules and coordinates meetings and events.
• Prepares meeting materials from Executive Office, attends meetings, takes and distributes minutes and performs all necessary follow- up.
• Manages and prepares travel arrangements for Executive Director and other staff.
• Achieves financial objectives by anticipating requirements, preparing and submitting budgets, performance measures, scheduling expenditures, and monitoring costs.
• Prepares and processes hiring and posting requests for staff; assists in interview and testing preparation, scheduling, and scoring.
• Prepares Kronos payroll for staff.
• Collects and analyzes data to prepare reports and documents.
• Makes recommendations for improvements related to methods and processes.
• Improves program and service quality by devising new applications, updating procedures, and evaluating system results with users.
• Develops and assists in the implementation of internal and operational training projects generated from Executive Offices.
• Develops, updates, coordinates, and implements operating practices where necessary.
• Provides administrative support and assistance with grant writing, compliance, monitoring, reporting, and oversight of Federal grants.
ADDITIONAL RESPONSIBILITIES: (includes, but is not limited to, the following)
• Assists with the development of Strategic plans and long range goals.
• Serves as a back-up to the Executive Offices, CFO's Office, Chairperson's Office and Front Desk/Reception Area in the absence of administrative staff as needed.
• Coordinates and delegates daily work in support of goals and objectives.
• All other job related duties as assigned.
Immediate peers, peers in other departments, immediate supervisor/manager, managers in other departments, Executives, Board of Directors, outside vendor/service providers, customers and community groups.
Position sedentary primarily sitting/lifting of maximum of 10 pounds. Physical factors include constant sitting, use of hearing, and typing; frequent use of near vision, smelling, midrange vision, far vision, depth perception, color and field of vision; occasional standing and walking; occasional carrying, lifting, pushing pulling under 25 pounds; occasional climbing, stooping, kneeling, reaching and manual handling and bending. Working conditions include frequent air quality; and occasional exposure to weather, extreme cold, noise and vibration. Protective equipment/clothing needed to perform job include personal protection kit to include gloves, mask, etc.
Education: Bachelor's Degree in Business Administration, Business Management or related field required.
Experience: Minimum total of 4 years of experience required in a progressive office setting which includes 2 years of experience working in an executive Administrative Assistant capacity.
Certification/License: Will be required to undergo and successfully pass a background check. Must maintain a good moral character standing. Will be required to complete and pass pre-employment drug testing.
Knowledge, Skills and Abilities: Must have working knowledge of project management and training material development. Must have working knowledge of practices and formats for development and strategic planning, construction and project management, financial and human resources management and effective training methods. Working knowledge and proficiency in organizational/flow chart, project management and other specialty software programs preferred. Must have working knowledge and proficiency in the use of word processing, spreadsheets and databases. Must be able to independently plan, organize, schedule, coordinate and make decisions and judgments relating to assigned projects and other responsibilities. Must be able to apply sound analytical decision making processes and approaches and develop alternative solutions to problems. Must be able to communicate effectively, verbally and in writing, in diverse range of audiences and settings. Must be able to listen and communicate in a manner which facilitates open communication. Must be able to work independently, exercising judgment and initiative. Must be able to synthesize, compare and analyze data; interpret legal documents and governmental regulations; prepare clear, concise, thorough, and meaningful and grammatically correct written reports/letters/documents. Must maintain confidentiality. Native American preferred.