Office Manager

About the role

This position is vital to the daily function of Glendale Fish and Wildlife Area and Public Access South. The Office Manager ensures all proper procedures associated with accounting, purchasing, and revenue collecting SOPs are adhered to. They prepare and submit claim vouchers, submit requisitions, reconcile expenses, process revenue reports, and keep property staff updated on changing procedures.

Responsibilities

• Coordinate the work activities of various administrative services of a state property or region.
• Organize and coordinate work assignments of intermittent office staff.
• May oversee limited gate and resale operations including providing training, ordering/maintaining inventory within budgetary parameters, resolving conflicts with guests or staff, and winter operations in the off season.
• Plan and organize the workflow of the office by arranging work schedules and priorities to maximize efficiency.
• Initiate changes and/or modify procedures, forms used, and composition of correspondence and records to enhance productivity.
• Ensure that all accounting, purchasing, and revenue collecting SOPs are followed by property staff which may include preparing claim vouchers and requisitions, monitoring contract compliance, reconciling purchasing expenditures, processing revenue reports, preparing travel requests, working with vendors, preparing deposits, staying up to date on changing procedures, and training staff on these functions.
• Act as the onsite contact for emergency response including notifying property response teams, directing emergency personnel, and coordinating communication between property staff and central office.
• Explain and apply laws, rules, and regulations by answering questions from the public and making information available to agency staff.
• Aid in budget preparation by gathering data and writing budget justifications.
• Compile data, collect material for special projects, and prepare reports and/or sections of reports.
• Perform a variety of office tasks such as arranging and maintaining a complex filing system, keeping timesheets and payroll records, maintaining personnel records, operating various office machines, and receiving visitors and phone calls.

Requirements

• Limited in-state travel to conferences and training is required, including periodic administrative trainings at other properties or in Indianapolis, and a mandatory annual multi-day (overnight) conference each year.
• Overall knowledge of office organization, supervision, and management.
• Specialized knowledge of the policies, programs and activities of the office and ability to apply these to pertinent and complex situations.
• Working knowledge of the budgetary process.
• Working knowledge of bookkeeping and auditing.
• Practical knowledge of laws and regulations affecting the division within the agency or institution.
• Practical knowledge of office supplies and equipment necessary to the operation of the agency, coupled with knowledge of purchase and requisition procedures.
• Working knowledge of record keeping for maintaining inventory, personnel, and payroll records.
• Ability to work independently in determining workflow and in solving problems, some of which may not have been previously encountered.
• Ability to work under pressure and to practice diplomacy, tact, and courtesy.
• Ability to supervise and instruct others in the efficient management of the agency.
• Ability to coordinate workflow and to maintain harmonious relationships with subordinate supervisors, department chiefs and other supervisory personnel.
• General knowledge of English grammar, spelling and punctuation and the ability to use this in the preparation of technical correspondence and reports.
• Ability to attend to detail and maintain accuracy.
• Ability to maintain confidentiality.

Qualifications

• Minimally, individuals should have the ability to articulate or demonstrate the following:
• Limited in-state travel to conferences and training is required, including periodic administrative trainings at other properties or in Indianapolis, and a mandatory annual multi-day (overnight) conference each year.
• Overall knowledge of office organization, supervision, and management.
• Specialized knowledge of the policies, programs and activities of the office and ability to apply these to pertinent and complex situations.
• Working knowledge of the budgetary process.
• Working knowledge of bookkeeping and auditing.
• Practical knowledge of laws and regulations affecting the division within the agency or institution.
• Practical knowledge of office supplies and equipment necessary to the operation of the agency, coupled with knowledge of purchase and requisition procedures.
• Working knowledge of record keeping for maintaining inventory, personnel, and payroll records.
• Ability to work independently in determining workflow and in solving problems, some of which may not have been previously encountered.
• Ability to work under pressure and to practice diplomacy, tact, and courtesy.
• Ability to supervise and instruct others in the efficient management of the agency.
• Ability to coordinate workflow and to maintain harmonious relationships with subordinate supervisors, department chiefs and other supervisory personnel.
• General knowledge of English grammar, spelling and punctuation and the ability to use this in the preparation of technical correspondence and reports.
• Ability to attend to detail and maintain accuracy.
• Ability to maintain confidentiality.

Skills

• Office organization, supervision, and management.
• Specialized knowledge of policies, programs, and activities of the office.
• Budgetary process.
• Bookkeeping and auditing.
• Laws and regulations affecting the division within the agency or institution.
• Office supplies and equipment.
• Record keeping.
• Workflow management.
• Emergency response coordination.
• Customer service.
• Legal and regulatory compliance.
• Communication and interpersonal skills.
• Problem-solving and decision-making.
• Training and supervisory abilities.
• Detail-oriented and accurate work habits.
• Confidentiality and privacy.

Benefits

The State of Indiana offers a comprehensive benefit package for full-time employees which includes:

• Three (3) medical plan options (including RX coverage) as well as vision and dental plans.
• Wellness Rewards Program: Complete wellness activities to earn gift card rewards.
• Health savings account, which includes bi-weekly state contribution.
• Deferred compensation 457(b) account (similar to 401(k) plan) with employer match.
• Two (2) fully-funded pension plan options.
• A robust, comprehensive program of leave policies covering a variety of employee needs, including but not limited to: 150 hours of paid New Parent Leave and up to eight weeks of paid Childbirth Recovery Leave for eligible mothers.
• Up to 15 hours of paid community service leave.
• Combined 180 hours of paid vacation, personal, and sick leave time off.
• 12 paid holidays, 14 on election years.
• Education Reimbursement Program.
• Group life insurance.
• Free parking for most positions.
• Free LinkedIn Learning access.

Pay

The salary for this position traditionally starts at $37,648.00 but may be commensurate with education and work experience. Use our Compensation Calculator to view the total compensation package.

Schedule

The schedule for this role may vary based on the specific requirements of the department and the nature of the work being performed. Please refer to the job description for more details.