Youth & Family Service Administrative Manager

Job Description

Job Description

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NOOKSACK INDIAN TRIBE

JOB DESCRIPTION

Job Title: Youth and Family Service Administrative Manager

Department: Youth and Family Services (YFS)

Reports to: YFS Director

Job Status: Regular Full-Time

Type: Exempt (Salaried)

Grade: I

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JOB SUMMARY:

The Administrative Manager handles executive level tasks and assists the Youth and Family Services Director in providing overall management and leadership of the department. In the absence of the Director, this position will have complete delegation of authority of the Youth and Family Services Department. Serves as the principle point of contact and acts as the liaison with internal and external partners. Oversees and coordinates the day-to-day general business administrative activities of the department to ensure the YFS program provide quality services to their families and the

community.

MAJOR TASKS AND RESPONSIBILITIES:

1. Assist in the development of the Youth and Family Services Department budget: monitors adopted budget and authorizes expenditures in conformance with established policies in the Director's Absence.
2. Assist the Director with monitoring and staying abreast of technological, legal and operational changes that affect the activities and work processes of the department; make recommendations for and develop and assist with carrying out improvements to the program to meet changing mission parameters and requirements.
3. Assist in the development of the department's strategic plan, goals, and develop and implement an attainable

work plan to meet the established goals.

1. Provide decision making authority, leadership, and management to personnel in Director's Absence.
2. Attend departmental meetings to review strategic goals and initiatives, promote team building and work to

provide growth paths for staff

1. Provide direct administrative support to all YFS programs in a multitude of different capacities (organizing events, document creation and proofing support, facilitating meetings and/or interviews, providing direction and troubleshooting complex issues to ensure an effective resolution).
2. Assist in recruiting, hiring, and providing appropriate training for the Youth and Family Services Department

support staff.

1. Attend Director Meetings and Council meetings as requested or as needed.
2. Works closely with accounting to maintain accurate records of expenses for the Youth and Family Services Department.
3. Ability to oversee complex Grants to carry out their intended purpose while providing efficient and timely

reporting.

1. Organize work by reading and routing correspondence; collecting information; initiating telecommunications.
2. Assist in compiling data to analyze new or existing program services.
3. Make effective use of database, spreadsheets and word-processing software to prepare statistical and written

reports.

1. Facilitate and/or prepare Annual Budgets for YFS Program and/or prepare the YFS Annual Reports.
2. Coordinate travel for training and conferences for all program staff, completing all forms accurately before submission to Accounting for payment and processing.
3. Sufficient knowledge of each supervised position to be able to provide direction and/or direct staff coverage

when necessary.

1. Facilitate and/or assist with the management of new hires and terminated employees.
2. Manage timecards in ADP and employee reviews.

Rev 3/28/)07•1 VM PM

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1. Ensure staff members are cross trained to ensure services are available when needed.
2. Keep abreast of social service program trends and recommending change in service delivery to the Government Services Departments.

OTHER DUTIES:Because of the Tribe's commitment to community, service and the well-being of its members, each employee may be expected to perform a wide range of office and field duties from time to time. Such duties may or may not be related to their regular responsibilities.PREFERENCE:

• Indian Preference Policy applies to this and all positions with the Nooksack Indian Tribe.

MINIMUM QUALIFICATIONS

The following qualifications are required for the incumbent to have, in order to be considered for the

position.REQUIRED EDUCATION, EXPERIENCE AND TRAINING FOR POSITION:

• Bachelor's Degree from an accredited college in Social Services, Public Health Administration, Tribal Governance and Business Administration or related field; and at least Two (2) years of related experience that includes budget management, policy development/implementation, assigning and overseeing the work of subordinates, and following complex rules/guidelines and reporting on complex programs preferably in Tribal Government, Finance, and/or Social Services Department.

OR

• Associates of Arts and Science Degree from an Accredited College or University in Social Services, Public Health, Tribal Governance and Business Administration or related field; and Four (4) years of related experience that Includes budget management, policy development/implementation, assigning and overseeing the work of subordinates, and following complex rules/guidelines and reporting on complex programs preferably in Tribal Government, Finance, and/or Social Services Department.

OR

• Minimum of six (6) years of related experience that Includes budget management, policy development/implementation, assigning and overseeing the work of subordinates, and following complex rules/guidelines and reporting on complex programs preferably in Tribal Government, Finance, and/or Social Services Department.

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REQUIRED SKILLS/KNOWLEDGE/ABILITIES POSITION:

• . Managerial skills; the ability to make sound Judgments; take initiative; be flexible; and detail-oriented.
• Supervisory lead capability making decisions and overseeing personnel.
• Knowledge and experience in preparing and controlling budgets and other management type functions.
• Ability to work effectively and respectfully with the Nooksack Tribe's Community and Tribal Culture.
• Must possess good communication skills (writing, spelling, listening, and speaking).
• Must have follow-through and able to complete tasks or ensure tasks assigned are completed on time and within budget.
• Proficiency in computer applications (word, excel, database).
• Excellent interpersonal skills in the areas of creative problem-solving, conflict resolution, group planning and decision-making processes.
• Must be able to communicate and deal effectively with federal and local government agendas, internal offices and departmental staff, and the Tribal community-at-large.
• Ability to Identify funding opportunities that meet the Tribes' needs.
• Ability to prepare clear and concise written reports and maintain records and findings, documents, correspondence and related flies and records.
• Ability to simultaneously manage multiple priorities.
• Ability to establish and maintain effective working relationships.
• Knowledge of local and state, federal housing resources

CONDITIONS OF EMPLOYMENT:

• Must pass alcohol/drug test at time of hire and throughout employment.
• Must pass criminal background check at time of hire and periodically thereafter.
• Must have and maintain throughout employment a valid Washington State Driver's License and meet the insurability requirements of the Tribe.

LICENSES OR CERTIFICATIONS:

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• The majority of the work will be in an office environment with little exposure to noise or outside weather conditions.
• Constant use of both hands/fingers and arms to reach/handle or grasp while keyboarding, using phone, calculator, copier, and other office equipment; writing instructions, filing and performing other administrative duties. Job requirements include forward and over shoulder reaching on a frequent basis.
• Keyboarding-frequently for long intervals throughout work shift depending on specific work requirements.
• Ability to use computers, reading fine print, visual requirements include hand/eye coordination and visual acuity in near/mid ranges.
• Ability to answer phones, communicate with clients, community members, outside agencies and, co-workers while giving and receiving Instructions.
• The employee may occasionally lift and/or move up to 20 pounds.
• May have to walk/drive between office locations or to meetings under a variety of conditions

DESIRED SKILLS/KNOWLEDGE/ABILITIES POSITION

The following qualifications are preferred/helpful for the incumbent who has these skills knowledge or abilities for this position.

• 2 years of experience working with Native Americans or Native American organization preferred.
• 2 years of supervisory experience working with professionals In the field of responsibility.

I have read and understand the position requirements as stated above I further, understand that

occasionally I may be instructed to perform duties that are not listed above but are relative to my position.

Employee's Signature Date

Supervisor Signature Date