SUMMARY:
Yocha Dehe Wintun Academy, our tribal school, imparts a strong foundation of Wintun culture by weaving together modern education techniques with our cultural traditions in art, music and our Patwin language. Since its opening in 1998, the Academy has helped students develop confidence and integrity while respecting each other, the environment and the world around them. Guided by the Tribe's Strategic Plan for Education, the Yocha Dehe Wintun Academy is creating and maintaining a rigorous and unique academic program that instills a lifetime of success within today's world, while still upholding our Tribe's core human values.
Under the supervision of the Director of Education, the Office Manager is part of a team responsible for creating an environment that promotes the social, emotional, cognitive and physical growth of all Academy students. The Office Manager performs a variety of advanced clerical and office administration duties in support of the day-to-day activities of the Academy’s educational goals, programs, and objectives. This position reports to the Director of Education, and assists in the coordination of services for students, staff, and consultants. Under direction and with minimum supervision, the Office Manager is responsible for maintaining and communicating accurate policies and procedures and providing relative information about Academy’s standards to staff, students, and consultants. The Office Manager also conducts research, prepares statistical analysis reports, and is responsible for monitoring and processing expense reports, staff reimbursements, timecards and other correspondence as needed. This position interacts with various personnel of the organization and external consultants, and is expected to handle highly sensitive and confidential information in a professional manner.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Supports the Director of Education by performing independent and highly responsible administrative and clerical activities that support the Yocha Dehe Academy’s educational goals, programs, and objectives.
- Plans, prioritizes, organizes, and coordinates the day-to-day operations in the office of the Director of Education in the areas of communication, technology, workflow, and records management.
- Maintains and updates confidential student records, including the development of a check-out system for staff/parents to review records as needed.
- Serves as a support system to staff and students, and ensures the Director of Education is informed of implications and issues relative to existing policies and procedures that affect Yocha Dehe Academy.
- Is responsible for updating all existing policies, with Director review and final approval by School Board.
- Conducts research, data analysis, and prepares complex and confidential statistical reports for effective decision making by the Director and senior management.
- Types correspondence, forms, requisitions or other materials from detail or rough copy; proofreads typing assignments for accuracy and completeness.
- Oversees the Academy Yearbook and coordinates with the Communications Department for its completion.
- Files, duplicates and distributes materials; answers telephones, greets and assists visitors; takes messages and provides information relating to school programs.
- Processes all student enrollment and gathers any missing documents, including emergency contact info; sends reminders, and follows up as needed, until all necessary documents have been obtained.
- Notifies other departments regarding unplanned school closures or previously scheduled non-school days/breaks.
- Schedules Academy events, procedures and other information as requested; directs calls to appropriate personnel; monitors and maintains acceptable student behavior in the office.
- Maintains a variety of operational and student records and files, such Academy’s policies and procedures, student attendance reports, and professional service agreements.
- Conducts daily attendance calls and provideds monthly attendance reports to the Director of Education, as well as monthly attendance letters to parents; monitors attendance and notifies the Director of Education if attendance letters need to go out sooner on a case-by-case basis.
- Processes and maintains the Academy’s expense reports, staff reimbursements and timecards; compiles routine and annual budget reports as needed and directed by Director of Education.
- Operates a variety of office equipment, such as office computer, fax machine, copier and calculator.
- Administers basic first aid to students and staff; notifies parents of ill or injured students.
- Maintains the Health and Safety plan and updates the Academy Handbook yearly, once it is completed.
- Performs other duties as assigned.
REQUIRED KNOWLEDGE AND EXPERIENCE
Incumbent may perform any combination of the essential functions shown above. This position description is not intended to be an exhaustive list of all duties, knowledge or abilities
Supervisory Responsibilities
This job has no supervisory responsibilities.
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with or without reasonable accommodations. The requirements listed below are representative of the knowledge, skill and/or ability required.
Education and Experience
High School Diploma, required. A combination of education, experience and/or training equivalent to an Associates Degree in Business or Public Administration, Communications, or related field. Three to five years of executive level administrative support, preferred.
Demonstrated ability in using discretion, confidentiality and good judgment. Ability to manage and prioritize multiple projects and tasks with a high level of detail and accuracy; must be detail-oriented with strong organizational, problem-solving, and follow-through skills. Ability to perform duties with high a degree of integrity, confidentiality, and responsibility.
Communication and Comprehension Skills
Ability to maintain a high level of accuracy and confidentiality pertaining to students, parents, staff, programs and Tribal matters by using excellent interpersonal skills, tact, diplomacy, and an understanding of the organizational culture, climate, and/or politics. Must have excellent communication skills, verbally and in writing; ability to adjust communication to be effective with a variety of audiences. Ability to effect and maintain good working relationships with professionals and families. Ability to develop positive relationships with children. Ability to collaborate effectively with colleague and parents. Excellent telephone etiquette.
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
Mathematical Skills
Ability to work with mathematical concepts such as probability and statistical inference, and fundamentals of plane and solid geometry and trigonometry. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
Reasoning Ability
Ability to work under pressure, to pay attention to detail, to concentrate and to follow directions. Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Computer Skills
Must be proficient in Google Docs and Google applications with the ability to use email, spreadsheets, and presentation software. Proficient user of Microsoft applications (Word, Excel, Outlook, desktop publishing, Access, etc.) Advanced principles and procedures of record keeping and filing to include both hard and electronic copies.
Certificates, Licenses, Registrations
Individuals must be able to successfully pass and maintain the Tribal Gaming Agency (TGA) Background Check requirements and possess a valid driver’s license. Must have a valid and up-to-date Infant/Child First Aid CPR Certificate. Current TB test is required.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job with or without reasonable accommodations.
While performing the duties of this job, the employee is regularly required to sit, occasionally stand or walk and talk and hear. The employee will sometimes be asked to lift and/or move up to 25 pounds.
Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job with or without reasonable accommodations. The noise level in the work environment is usually moderate.
Additional Conditions of Employment
- Must be able to work with diverse population and with cultural sensitivity.
- Experience working with Native American children, adults and/or special needs children, study or background in the philosophy regarding the education of Native American children, adults and/or special needs children is desired.
- Must be willing to sign the Tribe’s Non-Disclosure, Non-Disparagement and Confidentiality Agreement.
Supports the Yocha Dehe Core Values.
Pay: From $30.73 per hour
Benefits:
- 401(k)
- Dental insurance
- Employee assistance program
- Employee discount
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Tuition reimbursement
- Vision insurance
Application Question(s):
- Will you now or in the future require sponsorship to work in the U.S.?
- Do you acknowledge that successful clearance of a federal level background screening is required for all positions within the Tribal Government.
Education:
Experience:
- Office Managing: 2 years (Required)
Ability to Commute:
- Brooks, CA 95606 (Required)
Work Location: In person
