Tribal Child Support Enforcement-Office Manager

Tribal Child Support Enforcement-Office ManagerJOB TYPE: Full TimeLOCATION: AdministrationREPORTS TO: Child Support DirectorSALARY RANGE: $20.15 to $27.23The Tribal Child Support Program Office Manager is responsible to perform all administrative duties for the MLB Tribal Child Support Enforcement Program (MLB-CSEP) and is the first point of contact for all clients and visitors to the offices and telephonically and acts as a liaison between the Tribal Court and MLB-CSEP which requires the ability to communicate in a professional and pleasant manner. The Manager is responsible to receipt all payments received by individuals and ensuring the payments are provided to the Financial Specialist timely. In addition, the Manager accepts all incoming applications for services and assists applicants in completing the service application if necessary. The Manager is responsible to ensure all day-to-day activities to keep the MLB-CSEP operational is met. This includes, but is not limited to, assisting the Financial Specialist in processing payments, tracking and maintaining all records of payments sent to child support clients, reviewing and maintaining all contracts with vendors and ensuring invoices are properly submitted and prepared for payment, tracking all expenditures by MLB-CSEP and ensuring no budgetary line items are exceeded, assisting the Tribal Child Support Director and other staff with updating case files and preparing correspondence, obtaining all necessary office supplies and preparing inventories of the same, coordination and participation in community and training events, ordering of program promotional items, and making travel arrangements as requested. The Office Manager must have the ability to multi-task and be highly organized.• High School diploma or GED required. Two-year Associates degree preferred. • Two (2) year of secretarial management experience in professional office environment required. • Two (2) year of experience working directly with the public required. • Experience in managing program budgets preferred. • Must be highly organized and have the ability to multi-task. • Must be able to work in collaboration with MLB-CSEP staff and other tribal entities. • Previous experience in a position requiring strict confidentiality required. Must maintain strict ethical and professional practices regarding client confidentiality and in accordance with IRS safeguarding requirements and MLB policy. • Previous experience making travel arrangements and working with outside vendors is required. • Strong written, verbal, analytical, organizational and interpersonal skills required. • Must have advanced computer skills in a Windows environment, including Word and Excel. Ability to be trained and efficiently utilize the child support automated MTS child support system. Typing speed of 35 wpm required. • Previous experience and the ability to work independently and prioritize tasks required. • Experience in, and sensitivity to, Native American culture required. • Ability to coordinate and participate in cultural events to promote and provide education on the MLB-CSEP's services. • Must have working knowledge and experience with standard office equipment (copier, shredder, scanner and laminator). • Must be a notary or be able to apply successfully to become a notary. • Regular contact with children requiring background check. • This position requires a current driver's license, reliable personal transportation, proof of current insurance coverage, and insurability under the Band's Auto Insurance Policy. • Must be able to pass a background check and be insurable under the Band's coverage against loss.• Answering the main office telephone, screening calls, responding to general inquiries, and directing calls to appropriate MLB-CSEP staff member. • Returning calls and emails from the main reception email and voicemail boxes timely and professionally. • Greeting the public in a consistent and personable manner, receiving visitors and ascertaining the nature of their business, and escorting visitors to appropriate staff. • Coordinates with the Tribal Court and MLB-CSEP in processing cases. • Accepting and reviewing incoming applications or referrals and ensure that the application is complete and has the required documents such as copies of identification, financial declarations, birth certificates and copies of court orders from parents or referring agencies. • Opens and assigns case numbers to new case files and records new clients in the electronic client database. • Tracks cases that may be ready for closure after all children have reached the age of majority and all debts and court orders are terminated. Destroyed files are recorded, tracked, and maintained by the Office Manager pursuant to IRS safeguarding rules. • Accepting, receipting and tracking of all child support payments received from clients. • Tracks all of the program's expenditures to ensure no budgetary line item is exceeded. • Assists the Financial Specialist in updating records for withholding each month. • Assists in the tracking of all child support payments, including the names of payees, amounts of payment, check numbers and dates of payments after they have been processed. • Maintains, tracks and reviews all invoices for vendor contracts, ensuring they meet the contractual requirement and prepares check requests if approved. • Assists with the preparation and the coordination of MLB-CSEP's participation in community and other outreach events and is required to participate as requested. • Provides assistance to the Child Support Director and other staff in preparing correspondence and file maintenance as needed. • Generates and tracks the purchase of office supplies and keeps an inventory of supplies. • Maintaining a clean and professional environment in the office by continually straightening and organizing the reception area, staff kitchen and copy area. • Receiving community announcements and maintaining bulletin board of public announcements in the office. • Receiving, opening and distributing incoming mail while safeguarding confidentiality and financial security, as well as preparing outgoing mail. • Performing daily "administrative runs" to accounting, purchasing, human resources, and other departments or businesses as needed. • Organizing and planning staff travel and meetings. • Preparing documents and reports including meeting minutes, letters, memos, and reports. Proofreads and ensures accuracy and completeness with regard to spelling, grammar, composition, and format. • Maintaining high ethical standards and following tribal, state and federal safeguarding rules when handling confidential information. • Other duties as assigned.• Nature of work is such that incumbent experiences periods of low stress with little threat of personal danger or risk. • Work is primarily indoors in a climate-controlled office or a community setting, with no work outside or in a harsh climate. • Hours are typically 8-5, but possibly with some extra hours, evening or weekend work. • Local travel may be required.