Office Manager QFSA

Job Identification:

Position Summary:

The office manager's primary role is to supervise office functions, including but not limited to, bookkeeping, accounts receivable, accounts payable, procurement, reporting, warehouse deliveries and shipping, and human resource administration. is looking for an independent thinker, who has a proven record of accomplishment of improving processes and is detail oriented. The office manager has a dual reporting relationship with the CFO and plant general manager. This employee must develop and maintain good working relationships with staff, suppliers, members, and customers. The office manager will work in a team approach with the staff, plant management team, vendor partners, and customers to establish, maintain, measure, and report on Quapaw Food Service Authority (QFSA) operational systems.  Incumbent must be a team player who is reliable and understands their dependability is important for the team’s success.                                                              

Essential job functions:

• Ensure that QSA delivers on its customer promises
• Responsible for all front office functions
• Responsible for warehouse operations supervision
• Responsible for on-site leadership for all office and bookkeeping functions while continuing to support broader company accounting department functions
• Supervise and train all front office support staff, including part-time employees hired to support front office functions, as well as existing employees that help to fill in or cover front office functions
• Provide supervision of warehouse lead
• Coordinate customer pickup and outbound shipping with warehouse lead
• Perform basic office tasks, such as filing, data entry, answering phones, processing the mail, etc.
• Handle communications with clients and vendors via phone, email, and in-person
• Process transactions, issue checks, and update ledgers, budgets, etc.
• Assist with audits, fact checks, and resolving discrepancies
• Assist in recruiting functions such as coordination of interview scheduling and set up for orientation
• Manage and maintain all on-site employee files and records for the general manager
• Ensure safe keeping and confidentiality of all administrative records
• Ensure statutory compliance
• Oversee receipt and verification of various reports from staff including timesheets, vehicle reports and other reports
• Oversee all the tendering and collection process
• Oversee all asset records and coordinate motor vehicle maintenance and repairs
• Custodian of the organization’s general email address
• Provide logistical support to senior and executive management for office meetings, conferences, workshops and accommodation and entertainment arrangements for organization’s visitors
• Other duties may be assigned

Non-essential Job Functions:

May attend professional meetings, pertinent workshops and serve on organization-wide or professional committees.

Job Specifications:

      Knowledge, Skills and Abilities:

The appropriate person for this position has:

• A commitment to the QFSA core values of:
  • Cooperating and collaborating to assist QFSA in being a unified team and maintaining a family atmosphere
  • A positive perspective always
  • Constantly working to improve quality and taking pride in the product
  • Relationships, not transactions - Doing whatever it takes to ensure great customer experience
  • Is highly motivated and self-driven
  • Be open, honest, and transparent
  • Embrace change and look forward to going to the next level
• Dependable and reliable - must show up to work as scheduled and on time
• Team building skills and high emotional intelligence
• The ability to delegate, negotiate, and manage conflict
• Familiarity with basic accounting principles
• Intermediate financial and budgeting skills, ability to read and interpret financial reports
• QuickBooks Financial system 3+ years’ experience preferred; payroll software experience preferred
• Proficiency in the use of computers and Google Suite Services
• Microsoft Office, Word PowerPoint, and Excel skills
• Organizational skills and attention to detail
• Excellent oral and written communication skills
• A self-starter with proactive tendencies
• A commitment to partnering with leadership to drive a service excellence culture where every employee is a problem-solver, working together to identify and correct problems that impact the customer and employee experience
• This position manages all employees of the department and is responsible for the performance management and hiring of the employees within the department

• Must have a valid driver’s license and be able to meet the minimum insurance requirements of the Quapaw Nation’s Motor Vehicle Policy.

Education & Experience:

• Minimum of five years of progressively responsible positions in a complex environment in the business management or accounting field.
• BA/S in business, accounting, finance, or related field preferred

Physical Abilities:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The employee is occasionally required to sit; climb or balance; and stoop, kneel, crouch or crawl. The employee must frequently lift and/or move up to 20 pounds and occasionally lift and/or move up to 60 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Working Conditions:

While performing the duties of this job, the employee is frequently exposed to cold and wet environments and moving mechanical parts and vibration. The noise level in the work environment can be loud.

Disclaimers:

This job description encompasses and describes most but not all tasks and responsibilities of the job. The management reserves the right to change the nature of the job and the job description with or without prior warning, as well as to give special consideration to circumstances related to the essential job functions on a case-by-case basis. The incumbent may be required by the management to perform other duties as assigned.

This job description does not constitute a contract for employment and may be changed at the discretion of the employer. PLEASE NOTE: Hiring preference in the following order will be provided to qualified members of the Quapaw Nation followed by spouse and caregivers of Quapaw Nation members and then other federally recognized tribes. The Quapaw Nation requires a designated candidate to successfully complete a pre-employment drug screen, criminal background check and confirmation of professional references.

*The Quapaw Nation will not observe a medical marijuana card for any position deemed safety sensitive in accordance with the Oklahoma Medical Marijuana and Patient Protection Act (Unity Bill).