Job Features
Position Title | Division of Natural Resources |
Department | Natural Resources |
Period to Apply | 01.22.25 0 Open until filled |
Supervisor | Realty Manager |
Pay Rate | $49,917.17 - $74,875.75 |
Position Status | Regular Full Time |
FLSA Status | Exempt |
Location | Ohkay Owingeh |
Job Description
POSITION TITLE: Office Manager PAY RATE: $49,917.17 – $74,875.75
DEPARTMENT: Division of Natural Resources POSITION STATUS: Regular Full Time
PERIOD TO APPLY: 01/22/2025-Open Until Filled FLSA STATUS: Exempt
SUPERVISOR: Realty Manager LOCATION: Ohkay Owingeh
GENERAL DESCRIPTION
Under direct supervision of the Realty Manager, responsible for directing and coordinating office services. 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 Realty Manager
SUPERVISION EXERCISED
None
NATURE OF WORK
ESSENTIAL FUNCTIONS
• Attendance expectations involves reporting to work and remaining at work for their entire shift. Attendance policy will be strictly enforced.
• Prepares Professional Service Contracts for the contractual assistance requested by the Realty Manager
• Prepares requests for payments on invoices received and submits requests for purchase orders for the department.
• Conducts inventory of equipment, materials, and supplies as needed.
• Researches accounts for payments.
• Maintains the filing system – both hard files and scanned for the Realty Server.
• 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.
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• Maintains the Realty calendar and appointments; schedules appointments; coordinates and arranges meetings, conferences, programs, and other events as needed for the department.
• Arranges travel, prepares and submits travel-related documents, and maintains travel information for NRD Realty staff as necessary.
• Assists in preparing annual budget and budget modifications; maintains financial records; processes account payable, purchasing and travel documents.
• Prepares various documents i.e., service line agreement for various entities, transfer documents for tribal members, residential leases, reports, agendas, memos, resolutions, ordinances, and other documents and communications from drafts, recordings, or verbal instruction for staff as requested.
• Edits and reviews all correspondence and documents for correct grammar, punctuation, and spelling.
• Creates presentations for Director to present to Tribal Council.
• Maintains and operates office machines, equipment, and computers. Performs or coordinates general maintenance and repair.
• Photocopies, scans, collates, distributes, and files documents on server and hard copies.
• Maintains inventory of office supplies.
• Receives mail from the Post Office, sorts and routes mail.
• Attends meetings and takes minutes as requested.
• Performs errands for the Realty Manager as needed.
• Coordinates meals and refreshments when required.
• Works with outside entities i.e., Southwest Regional BIA, City of Espanola, ENIPC, County of Rio Arriba etc., when performing duties related to invoicing, paperwork for tribal members and property taxes and other departments here in Ohkay Owingeh.
• Performs other duties as required.
KNOWLEDGE, ABILITIES, SKILLS and CERTIFICATIONS
• Knowledge of traditional form of government and pueblo customs and traditions.
• Knowledge of the functions and structure of Ohkay Owingeh.
• Knowledge of modern office practices, procedures, and equipment.
• Knowledge of business English, proper spelling, grammar, punctuation, and basic arithmetic.
• Knowledge of records management and accounting procedures.
• Ability to communicate effectively in the English language both verbally and in writing.
• Ability to establish and maintain professional relationships with individuals of varying social and cultural backgrounds and with co-workers at all levels.
• Ability to maintain confidentiality.
• Ability to handle multiple tasks and meet deadlines.
• Ability to carry out instructions furnished in verbal or written format.
• Ability to work independently with minimal supervision.
• Ability to demonstrate excellence in everything, and continually seek improvement in results.
• Skill in operating business computers and office machines, including in a Windows environment, specifically Word, Excel, Access, and presentation software (such as PowerPoint).
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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 or lydell.lewis@ohkay.org 505.852.6146 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.