Administrative Office Manager

POSITION DESCRIPTION and VACANCY ANNOUNCEMENT

POSITION TITLE: Administrative Office Manager

SALARY: Pay Range: 8

$48,311.76-$67,540.68 annual DOE/DOQ

DEPARTMENT: Department of Children and Family Services (DCFS)

LOCATION: Located in the Department of Children and Family Services, Nixyáawii Governance Center, Mission, OR Confederated Tribes of the Umatilla Indian Reservation

EMPLOYMENT STATUS: Full Time with benefits package

Covered Status requires extensive background check

Exempt

SUPERVISED BY: DCFS Director

OPENING DATE: December 4, 2025

CLOSING DATE: December 18, 2025

CTUIR MISSION STATEMENT

Exercise the Tribe's sovereign authority to achieve the maximum protection of resources identified in the Treaty of 1855, to protect newly acquired lands wherein the Tribe has a vested interest, to protect the lands of all the citizens and residents of the Umatilla Indian Reservation. This position will protect human life, water, land, air, and wildlife by exercising professional skills and abilities in the protection of the resources of the Confederated Tribes of the Umatilla Indian Reservation.

GENERAL STATEMENT OF DUTIES

The Office Manager supervises the support staff for the DCFS Office. Responsibilities include supervising and maintenance of the office file system, processing purchase orders, and travel arrangements per the Fiscal Management Policies. Will involve more sophisticated tasks, keeping track of the office budget and maintaining the official copies of grants and contracts. Individual will assist the DCFS Director in scheduling meetings, conference room reservations, as needed. Individual will need to be able to organize and maintain files to provide smooth program operations. To ensure that administrative tasks are completed in a timely and efficient manner.

EXAMPLES OF ESSENTIAL JOB DUTIES & RESPONSIBILITIES

1. Administer and supervise all support staff responsibilities and duties.

2. Responsible for and assists in the preparation and review of the programs proposals, contracts, Grants, subcontracts, professional services agreements, sole source documents,

3. Federal/other required forms, etc., that are being sent through the internal review process via Department of Justice. Documents for internal review are then sent to the DCFS Office Manager for continued processing and tracking. Process purchase orders, travel arrangements and other expense related paperwork per the Fiscal Management Policies.

4. Transmit documents by fax, overnight delivery, certified mail return receipt, standard mail, e-mail, etc.

5. Scan and photocopy documents. General word processing.

6. Monitor Office expenditures for consistency with the Office budget and assist DCFS Director in the preparation of the Office's annual budget, budget modifications and annual work plan reports.

7. Assist with Program contract, reports, and other duties.

8. Assist DCFS Directors with daily schedule management through maintenance of DCFS Director's daily calendars,

9. Assist in scheduling DCFS Directors appointments, tracking current tasks and files.

10. Other support duties as assigned pertaining to the objectives and goals of the department.

SUPERVISORY AUTHORITY:

Secretary/Receptionist and Tribal Case Management Coordinator

SIGNATORY AUTHORITY:

Checks from the Department of Finance (Travel, Payroll, Advanced checks that may need delivered and petty cash reimbursements.) Timesheets, Department Purchase Requests.

ACCESS TO SENSITIVE AREAS:

Sensitive areas of the department and program containing sensitive documentation and material such as client case files, budgets, etc.

REQUIRED MINIMUM QUALIFICATIONS: (It is the responsibility of the applicant to demonstrate in writing he/she does meet the following minimum qualifications.)

1. Associate's degree in office administration with two (2) years of progressively responsible experience related to the work of the position with demonstrated supervisory responsibility. May be substituted for

2. High school diploma or equivalent, with three (3) years progressively responsible experience related to the work of the position, with demonstrated supervisory responsibility.

3. May be substituted for One (1) year college with secretarial courses with four (4) years of progressively responsible experience related to the work of the position with demonstrated supervisory responsibility.

4. Must have strong interpersonal and communication skills, including the ability to communicate effectively, orally and in writing, through concise reports, memoranda, directives, emails and letters. Must possess and demonstrate good writing, spelling, proofing, grammar and punctuation skills.

5. Must have the ability and interest to greet the public and handle difficult situations on the phone in a professional and courteous manner.

6. Ability to carry out assigned duties/projects in an efficient and timely manner with minimal supervision and must be able to handle multiple projects and work within defined timelines.

7. Must be able to secure sources of information relating to Tribal problems/concerns. Become knowledgeable of the types of services provided by Governmental programs.

8. Must have extensive knowledge with computer processing equipment and software, including Access, Word, and Excel, Power Point, Outlook and other Office Suite software. Knowledge of computers and other office technological equipment must be kept current by attending training as directed by supervisor.

9. Considerable knowledge of general office practices and procedures. Individuals must be highly organized and have good filing skills.

10. Must be able to operate and maintain office machines (copiers, printers, scanners, etc.).

11. Must have a valid state driver's license, reliable transportation, and meet Tribal insurance requirements.

12. A test will be administered immediately following interview appointment.

PHYSICAL DEMANDS:

• Ability to use standard computer programming such as Microsoft Office (Word, Excel, PowerPoint, Outlook, etc.)
• Ability to stand and walk around for long periods of time.
• Ability to sit in automobiles and or airplanes for travel to conferences, seminars, and training.
• Ability to lift up to 30 lbs.

Pursuant to Tribal Worker's Benefit Code, Section 4.02.A. "All workers shall disclose any pre-existing physical or mental disorder and/or disability that could potentially affect or impair the worker's ability to perform in a reasonable and safe manner the activities involved in the position in which they work. Disclosure shall be made in the employment application or interview before commencing employment or before commencing new job duties after job reclassification, reassignment, promotion, demotion, or other change in job duties. The content of such disclosure shall be made promptly by the covered worker after submitting a claim for benefits under this Code."

SELECTION PROCESS:

Tribal Personnel Policies Manual, Section 3.01: Employment Preferences

The Tribe's employment preferences shall be as follows:

1. Indian Preference. It shall be the policy of the Tribe to provide preference in hiring opportunities within the Tribal government to CTUIR members and to other Indians enrolled in federally recognized tribes. This CTUIR member and Indian preference shall be applicable in all employee hiring, promotion, and