Office Assistant

Job Code:  43-6014                                                                Salary : $15.02 - $26.48 

Status:  Non-Exempt, Full-Time                                            Location:  Justice Building

Department:  Tribal Courts                                                   Reports To: Principal Law Clerk

Telecommute: Not Eligible                                                   Fleet: Yes

SUMMARY: Under the direction of the Principal law Clerk, the Office Manager is responsible for providing administrative support and assisting in all aspects of the purchasing and procurement of goods and equipment for the Saint Regis Mohawk Tribe Judiciary. Completion of these objectives will require the Office Manager to perform the following duties:

ESSENTIAL DUTIES AND RESPONSIBILTIES include the following: 

• Manage relationships with vendors and service providers
• Ensure that bills and items are invoiced and paid on time 
• Establish and monitor procedures for record-keeping 
• Manage one-card expenses 
• Review, prepare, and submit e-Requisitions on MIP 
• Preparing Purchase Orders, Check Requests, and Credit Card Vouchers for submission
• Accepting and processing incoming bills for receiving reports 
• Research information in regards to purchases and contracts 
• In conjunction with the Principal Law Clerk, prepare request for contract and other financial related documentation
• Reconcile and monitor Court expenditures 
• Supervises the maintenance of all financial records, budget control, and internal record keeping
• Responsible for maintaining a log of all expenditures made by the Court 
• Maintaining the grant files for the Court and assisting in grant and other audits when needed 
• Purchases supplies and keeps inventory of all goods purchased by the Court
• Coordinating and setting up meetings for the Chief Judge and other Court staff 
• Plan on-site training and activities when necessary 
• Make travel and meeting arrangements as necessary for judges and Court staff
• Maintain the office condition and arrange necessary repairs 
• Assist in the onboarding process for new hires 
• Work cooperatively and collaboratively with other tribal employees and entities 
• Must display a professional attitude at all times 
• All related duties as assigned. 

SUPERVISORY RESPONSIBILITIES: There are no supervisor requirements for this position.            

QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must have excellent communication skills and be proficient in office management techniques. Must be able to multitask and maintain open lines of communication to ensure effective cooperation among the Court employees. Must be willing to undertake an attitude of service and professionalism, and function as a part of the Tribal Court Team. 

EDUCATION AND/OR EXPERIENCE:

• Associates Degree (AA/AS) OR 
• Comparable education and/or experience will be considered. 
• One year or more of experience in an office setting is preferred. 

OTHER SKILLS AND ABILITIES: 

• Great oral and written communication skills 
• Strong organizational and planning skills 
• Proficient in word, excel, and experience with varying databases
• Proficient in reviewing and interpreting financial documentation
• Ability to establish priorities and ensure all tasks are accomplished in a timely and accurate manner 
• Need the ability to adjust staff assignments to meet administrative objectives 
• Be a motivated, self-starting individual and possess strong organizational skills 
• Must be able to maintain confidentiality 

Must be at least 18 years of age, have and maintain a valid driver’s license with a clean driver abstract in accordance with the Saint Regis Mohawk Tribe’s Fleet Policy. 

The successful candidate must pass a criminal background check prior to employment.

The successful candidate must pass a test for illegal substances prior to employment being confirmed. 

I have reviewed this Job Description with my immediate Supervisor and I understand the contents of it.