Job Features
Position Title | Head Start Office Manager |
Department | Education |
Period to Apply | 01.28.25 - Open Until Filled |
Supervisor | Head Start Director |
Pay Rate | $16.06 - 424.09 |
Position Status | Regular Full Time |
FLSA Status | Non Exempt |
Location | Ohkay Owingeh |
Job Description
POSITION TITLE: Office Manager PAY RATE: $16.06 – $24.09
DEPARTMENT: Education POSITION STATUS: Regular Full Time
PERIOD TO APPLY: 01/28/2025-Open Until Filled FLSA STATUS: Non – Exempt
SUPERVISOR: Head Start Director LOCATION: Ohkay Owingeh Head Start
GENERAL DESCRIPTION
Under direct supervision of the Head Start Director, directs and coordinates office services and related activities for the Head Start Program. Ensures operational efficiency and consistency. Maintains confidentiality of all privileged information.
This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive.
SUPERVISION RECEIVED
Works under the direct supervision of the Head Start Director.
SUPERVISION EXERCISED
Education Department
NATURE OF WORK
ESSENTIAL FUNCTIONS
• Prepares budget and budget modifications; maintains financial records; approves and processes accounts payables and purchasing travel documents.
• Prepares requests for payments for services rendered and supplies purchased for the program.
• Maintains a cuff account of expenditures.
• Researches accounts for accuracy.
• Prepares work orders for school staff.
• Establishes and maintains an effective filing and retrieval system.
• Arranges travel, prepares and submits travel-related documents. Maintains all travel information.
• Conducts inventory of equipment, materials and supplies as needed.
• Answers incoming telephone calls, determines purpose of calls, and forwards calls to appropriate personnel or department, ensuring professional telephone etiquette.
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• Screens incoming calls and correspondence; exercises judgment and responds accordingly.
• Records and delivers messages or transfers calls to voice mail when appropriate.
• Welcomes visitors, determines nature of business, and announces visitors to appropriate personnel, maintaining professional and courteous demeanor.
• Maintains the Program Coordinator’s calendar and appointments; schedules appointments; coordinates and arranges meetings, conferences, programs, and other events.
• Prepares correspondence, reports, minutes, agendas, memos, forms, directories, resolutions, ordinances, and other documents and communications from drafts, recordings, or verbal instruction for staff as requested.
• Attends Monthly parent Meetings, occasional week-end activities, evening parent/child activities.
• Edits and reviews all correspondence and documents for correct grammar, punctuation, and spelling.
• Maintains and operates office machines, equipment, and computers. Performs or coordinates general maintenance and repair.
• Photocopies, collates, distributes, and files documents.
• Transmits outgoing faxes, and retrieves, logs, and distributes incoming faxes.
• Maintains inventory of office, kitchen, and janitorial supplies.
• Attends meetings and takes minutes as requested.
• Maintains strict confidentiality of all privileged information regarding families, children and staff.
• Contributes to a team effort and accomplishes related results as required.
• Performs other duties as required.
KNOWLEDGE, ABILITIES, SKILLS and CERTIFICATIONS
• Prepares budget and budget modifications; maintains financial records; approves and processes accounts payables and purchasing travel documents.
• Prepares requests for payments for services rendered and supplies purchased for the program.
• Maintains a cuff account of expenditures.
• Researches accounts for accuracy.
• Prepares work orders for school staff.
• Establishes and maintains an effective filing and retrieval system.
• Arranges travel, prepares and submits travel-related documents. Maintains all travel information.
• Conducts inventory of equipment, materials and supplies as needed.
• Answers incoming telephone calls, determines purpose of calls, and forwards calls to appropriate personnel or department, ensuring professional telephone etiquette.
• Screens incoming calls and correspondence; exercises judgment and responds accordingly.
• Records and delivers messages or transfers calls to voice mail when appropriate.
• Welcomes visitors, determines nature of business, and announces visitors to appropriate personnel, maintaining professional and courteous demeanor.
• Maintains the Program Coordinator’s calendar and appointments; schedules appointments; coordinates and arranges meetings, conferences, programs, and other events.
• Prepares correspondence, reports, minutes, agendas, memos, forms, directories, resolutions, ordinances, and other documents and communications from drafts, recordings, or verbal instruction for staff as requested.
• Attends Monthly parent Meetings, occasional week-end activities, evening parent/child activities.
• Edits and reviews all correspondence and documents for correct grammar, punctuation, and spelling.
• Maintains and operates office machines, equipment, and computers. Performs or coordinates general maintenance and repair.
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• Photocopies, collates, distributes, and files documents.
• Transmits outgoing faxes, and retrieves, logs, and distributes incoming faxes.
• Maintains inventory of office, kitchen, and janitorial supplies.
• Attends meetings and takes minutes as requested.
• Maintains strict confidentiality of all privileged information regarding families, children and staff.
• Contributes to a team effort and accomplishes related results as required.
• Performs other duties as required.
MINIMUM QUALIFICATIONS, EDUCATION & EXPERIENCE
High School Diploma or GED plus five years administrative or secretarial experience; accounting or bookkeeping experience required; or equivalent combination of education and experience. Must be able to type at least 60 wpm and demonstrate proficiency in grammar, spelling, math, and filing. Current valid New Mexico Driver’s License. Must be able to successfully pass a pre-employment drug/alcohol screen and background investigation.
PHYSICAL DEMANDS:
While performing the duties of this job, the employee regularly is required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to walk. The employee occasionally is required to stand; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds.
WORK ENVIROMENT:
Work is generally performed in an office setting with a moderate noise level. Evening and/or weekend work may be required. Tight time constraints and multiple demands are common. Travel will be required for training, meetings, conferences, presentations, and other events.
NATIVE AMERICAN PREFERENCE VETERAN PREFERENCE
SUBMIT APPLICATION AND RESUME TO: OHKAY OWINGEH HUMAN RESOURCES DEPARTMENT PO BOX 1099, OHKAY OWINGEH, NEW MEXICO 87566 505.852.6146 or lydell.lewis@ohkay.org When required of the position, attach a copy of high school /GED, college education, certification(s) or license(s). Incomplete applications may delay or exclude consideration of your application.