Operations Manager

Definition
Under general supervision of the Superintendent/Director of Education, assumes a primary management role of the Education Administration operations and while supporting the implementation of the overall mission and goals of Salt River Schools. Directly supports the Superintendent/Director of Education with daily organizational management and related tasks. Demonstrates a high level of responsibility, discretionary judgment and decision-making authority in managing and overseeing daily division operations, special projects to include oversight of financial information and processing. Oversees work priorities, workflow, training, mentoring and supervision of support staff. Provides administrative support to management staff. Manages and oversees multiple funding sources for program uses to include analyzing, tracking and performing a variety of accounting transactions for all programs within the Education Division in accordance with generally accepted accounting principles (GAAP) for government accounting (federal, state, and tribal). This job class is treated as FLSA Exempt.

Essential Functions: Essential functions may vary among positions and may include the following tasks, knowledge, skills, abilities and other characteristics. This list of tasks is ILLUSTRATIVE ONLY and is not intended to be a comprehensive listing of tasks performed by all positions in this classification.
Examples of Tasks

1. Supervision: Supervises, trains, and equips assigned staff to perform all aspects of their job and take on increased clerical/administrative responsibilities.

• Communicates with management staff to determine specific work priorities.
• Delegates work assignments, monitors workflow and prioritizes work tasks.
• Reviews and ensures work tasks assignments meet prescribed quality standards.
• Addresses work deficiencies and recognizes outstanding performance.
• Prepares timely Employee Performance Appraisal Reports (EPAR) drafts for assigned staff.
• Verifies subordinates clock-in/out times to ensure work hours are accurately reflected in PeopleSoft Time & Labor.

2. Mentoring: Mentors and trains assigned staff so they attain the technical and customer service skills along with experience necessary to perform independently.

• Trains and monitors assigned staff to enter requisitions and payment requests.
• Trains and monitors assigned staff to make travel arrangements for Division employees.
• Trains and monitors assigned staff to enter and approve time and labor.
• Trains and monitors assigned staff on the extra duty stipend assignment payments and verifications.
• Trains and monitors assigned staff on customer service and other operation related tasks.

3. Operations: Acts as an operational point of reference and support structure for the office of the Superintendent/Director of Education.

• Directly supports the Superintendent/Director of Education with daily organizational management and related tasks.
• Assists the Superintendent/Director of Education, leadership team, providing leadership necessary to ensure smooth and consistent division and program operations.
• Attends leadership team meetings and reports on administrative and programmatic issues.
• Informs staff about new operational procedures and/or important employee information.
• Oversees the reconciliation of P-Cards for the division.
• Assists in management of daily operations of the division and performs tasks related to personnel, program supplies, front desk reception, payroll, special projects and miscellaneous support of management.
• Coordinates new operational and administrative initiatives and assumes a management role in carrying out these special projects through completion.

4. Budgeting & Accounting : Assists in creating and implementing database and spreadsheets to monitor expenditures for the Education Division.

• Coordinates Division and program budgets including budget modifications.
• Prioritizes budget items for review for the leadership team.
• Creates and analyzes reports to project departmental operational needs for the current and fiscal year.
• Prepares weekly, monthly, quarterly and annual reports as needed for the various funding sources.
• Supports the Superintendent/Director of Education budget authorizations and modifications for program awarded grants.
• Supports communications with the Finance Department as needed.

5. Budget Compliance : Prepares and submits budget and financial reports to advise the Superintendent/Director of Education on budget status and expenditure activity.

• Meets regularly with the Superintendent/Director of Education and/or designee to analyze expenditures, contracts, operations and personnel issues.
• Develops consistent and reliable communications with the leadership team.
• Serves as a contact with the Finance Department for financial accounting transactions as needed.
• Corrects expenditure coding in order to reconcile accounts as needed (e.g. P-Cards).
• Ensures expenditures comply with grant guidelines and regulations as assigned.
• Monitors, analyzes and reports on an annual costs as needed.
• Provides audit information by reviewing documentation, evaluating expenditure activity levels and monitoring cash receipt activity levels.
• Maintains appropriately filed documents for easy retrieval, report processing and audit purposes.

6. Financial Reporting : Gathers and prepares data and documents for a variety of financial reports.

• Reviews data for errors and discrepancies then makes necessary corrections.
• Verifies forms, lists, columns or aggregation of figures while noting discrepancies and rechecking own work for errors.
• Reviews transactions are recorded properly and are debited or credited to the appropriate source or program as assigned. All transactions should comply with GAAP.
• Works with the Finance Department's Grants and Contracts staff to ensure quarterly, semi-annual and annual reports.

7. Miscellaneous : Performs other job related duties as assigned to maintain and enhance program and Division operation.

Knowledge, Skills, Abilities and Other Characteristics:

• Knowledge of the culture, customs, traditions, history and government of the Salt River Pima- Maricopa Indian Community.
• Knowledge of general office procedures and protocols
• Knowledge of general budgeting principles and practices.
• Knowledge of basic auditing principles and practices.
• Knowledge of governmental generally accepted accounting principles.
• Knowledge of the financial reporting requirements of State and Federal programs for Education.

• Skill in organization, project planning, and prioritizing tasks.
• Skill in customer service.
• Skill establishing and maintaining effective working relationships with State and Federal representatives, Community officials and SRPMIC/EDU staff at all levels.
• Skill reviewing and evaluating a variety of financial and budgetary records.
• Skill understanding and applying complex rules, regulations, procedures and guidelines including generally accepted accounting principles.
• Skill preparing a variety of computerized financial and budgetary records and reports.

• Ability to utilize and train in customer service.
• Ability to communicate effectively both verbally and in writing.
• Ability to maintain accurate and timely program records according to prescribed standards.
• Ability to utilize the personal computer and related software including MS Office, PeopleSoft and any standard accounting software to fulfill job requirements.
• Ability to operate a variety of standard office equipment.

Minimum Qualifications
Education: Graduation from High school or GED equivalent.
o For enrolled Community members without a GED, must obtain a GED within the probationary period. Requires participation in the HR GED Program and successful completion of the Arizona state certified exam in order to continue employment with SRPMIC.

o Associates, Bachelors or other advanced degree preferred.

Experience: 6 years full-time work experience performing operational and administrative management tasks with 2 years minimum work experience including lead or supervisory responsibilities required.

• Office Practices Certification preferred
  
• Completion of a post-High School course or program in Office Practices or General Business may substitute for 1 year of the required experience.
  
• May be required to demonstrate proficiency with MS Windows and MS Office computer software.
  

Equivalency: Any equivalent combination of education and/or experience that would allow the candidate to satisfactorily perform the duties of this position, will be considered.

Underfill Eligibility: An enrolled Community Member whom closely qualifies for the minimum qualifications for a position may be considered for employment under SRPMIC Policy 2-19, Underfill.

Special Requirements

• May be required to work beyond normal work hours including nights, weekends and holidays.
  
• Must possess and maintain a valid Arizona Driver's License.
  

Prior to hire as an employee, applicants will be subject to drug and alcohol testing. Will be required to pass a pre-employment background/fingerprint check. Employees are subject to random drug and alcohol testing.

"SRPMIC is an Equal Opportunity/Affirmative Action Employer" Preference will be given to a qualified Community Member, then a qualified Native American and then other qualified candidate.

In order to obtain consideration for Community member/Native American preference, applicant must submit a copy of Tribal Enrollment card or CIB which indicates enrollment in a Federally Recognized Native American Tribe by one of the following methods:

1) attach to application

2) fax (480) 362-5860

3) mail or hand deliver to Human Resources.

Documentation must be received by position closing date.The IHS/BIA Form-4432 is not accepted .Your Tribal ID/CIB must be submitted to HR-Recruitment-Two Waters.