06 Jan 2010

Office Manager

PURPOSE OF THE POSITION

The Office Manager is responsible organizing and coordinating office operations and procedures in order to ensure organizational effectiveness and efficiency

SCOPE

The Office Manager reports to the Senior Administrative Officer and is responsible for providing office management services to the First Nations Office. This includes maintaining office services and efficiency, supervising office staff and maintaining office records.

RESPONSIBILITIES

  1. Maintain Office Services
    • Design and implement office policies
    • Establish standards and procedures
    • Organize office operations and procedures
    • Monitor and record long distance phone calls
    • Control correspondences
    • Review and approve supply requisitions
    • Liaise with other agencies, organizations and groups
    • Update organizational memberships
    • Maintain office equipment
  2. Supervise office staff
    • Assign and monitor clerical and secretarial functions
    • Recruit and select office staff
    • Provide on the job and other training opportunities
    • Supervise staff
    • Evaluate staff performance
    • Coaching and disciplining staff
  3. Maintain Office Records
    • Design filing systems
    • Ensure filing systems are maintained and up to date
    • Define procedures for record retention
    • Ensure protection and security of files and records
    • Ensure effective transfer o files and records
    • Transfer and dispose records according to retention schedules and policies
    • Ensure personnel files are up to date and secure