Job Description

POSITION DESCRIPTION and VACANCY ANNOUNCEMENT

POSITION TITLE

: Administrative Office Manager

SALARY

: Pay Range: 8

$48,311.76-$67,540.68 annual DOE/DOQ

DEPARTMENT:

Department of Children and Family Services (DCFS)

LOCATION

: Located in the Department of Children and Family Services, Nixyaawii Governance Center, Mission, OR Confederated Tribes of the Umatilla Indian Reservation

EMPLOYMENT STATUS

: Full Time with benefits package

Covered Status requires extensive background check

Exempt

SUPERVISED BY

: DCFS Director

OPENING DATE

: December 4, 2025

CLOSING DATE

: December 18, 2025

CTUIR MISSION STATEMENT

Exercise the Tribe's sovereign authority to achieve the maximum protection of resources identified in the Treaty of 1855, to protect newly acquired lands wherein the Tribe has a vested interest, to protect the lands of all the citizens and residents of the Umatilla Indian Reservation. This position will protect human life, water, land, air, and wildlife by exercising professional skills and abilities in the protection of the resources of the Confederated Tribes of the Umatilla Indian Reservation.

GENERAL STATEMENT OF DUTIES

The Office Manager supervises the support staff for the DCFS Office. Responsibilities include supervising and maintenance of the office file system, processing purchase orders, and travel arrangements per the Fiscal Management Policies. Will involve more sophisticated tasks, keeping track of the office budget and maintaining the official copies of grants and contracts. Individual will assist the DCFS Director in scheduling meetings, conference room reservations, as needed. Individual will need to be able to organize and maintain files to provide smooth program operations. To ensure that administrative tasks are completed in a timely and efficient manner.

EXAMPLES OF ESSENTIAL JOB DUTIES & RESPONSIBILITIES

1. Administer and supervise all support staff responsibilities and duties.

2. Responsible for and assists in the preparation and review of the programs proposals, contracts, Grants, subcontracts, professional services agreements, sole source documents,

3. Federal/other required forms, etc., that are being sent through the internal review process via Department of Justice. Documents for internal review are then sent to the DCFS Office Manager for continued processing and tracking. Process purchase orders, travel arrangements and other expense related paperwork per the Fiscal Management Policies.

4. Transmit documents by fax, overnight delivery, certified mail return receipt, standard mail, e-mail, etc.

5. Scan and photocopy documents. General word processing.

6. Monitor Office expenditures for consistency with the Office budget and assist DCFS Director in the preparation of the Office's annual budget, budget modifications and annual work plan reports.

7. Assist with Program contract, reports, and other duties.

8. Assist DCFS Directors with daily schedule management through maintenance of DCFS Director's daily calendars,

9. Assist in scheduling DCFS Directors appointments, tracking current tasks and files.

10. Other support duties as assigned pertaining to the objectives and goals of the department.

SUPERVISORY AUTHORITY:

Secretary/Receptionist and Tribal Case Management Coordinator

SIGNATORY AUTHORITY:

Checks from the Department of Finance (Travel, Payroll, Advanced checks that may need delivered and petty cash reimbursements.) Timesheets, Department Purchase Requests.

ACCESS TO SENSITIVE AREAS:

Sensitive areas of the department and program containing sensitive documentation and material such as client case files, budgets, etc.

REQUIRED MINIMUM QUALIFICATIONS: (It is the responsibility of the applicant to demonstrate in writing he/she does meet the following minimum qualifications.)

1. Associate's degree in office administration with two (2) years of progressively responsible experience related to the work of the position with demonstrated supervisory responsibility. May be substituted for

2. High school diploma or equivalent, with three (3) years progressively responsible experience related to the work of the position, with demonstrated supervisory responsibility.

3. May be substituted for One (1) year college with secretarial courses with four (4) years of progressively responsible experience related to the work of the position with demonstrated supervisory responsibility.

4. Must have strong interpersonal and communication skills, including the ability to communicate effectively, orally and in writing, through concise reports, memoranda, directives, emails and letters. Must possess and demonstrate good writing, spelling, proofing, grammar and punctuation skills.

5. Must have the ability and interest to greet the public and handle difficult situations on the phone in a professional and courteous manner.

6. Ability to carry out assigned duties/projects in an efficient and timely manner with minimal supervision and must be able to handle multiple projects and work within defined timelines.

7. Must be able to secure sources of information relating to Tribal problems/concerns. Become knowledgeable of the types of services provided by Governmental programs.

8. Must have extensive knowledge with computer processing equipment and software, including Access, Word, and Excel, Power Point, Outlook and other Office Suite software. Knowledge of computers and other office technological equipment must be kept current by attending training as directed by supervisor.

9. Considerable knowledge of general office practices and procedures. Individuals must be highly organized and have good filing skills.

10. Must be able to operate and maintain office machines (copiers, printers, scanners, etc.).

11. Must have a valid state driver's license, reliable transportation, and meet Tribal insurance requirements.

12. A test will be administered immediately following interview appointment.

PHYSICAL DEMANDS:

Ability to use standard computer programming such as Microsoft Office (Word, Excel, PowerPoint, Outlook, etc.) Ability to stand and walk around for long periods of time. Ability to sit in automobiles and or airplanes for travel to conferences, seminars, and training. Ability to lift up to 30 lbs.
Pursuant to Tribal Worker's Benefit Code, Section 4.02.A. "All workers shall disclose any pre-existing physical or mental disorder and/or disability that could potentially affect or impair the worker's ability to perform in a reasonable and safe manner the activities involved in the position in which they work. Disclosure shall be made in the employment application or interview before commencing employment or before commencing new job duties after job reclassification, reassignment, promotion, demotion, or other change in job duties. The content of such disclosure shall be made promptly by the covered worker after submitting a claim for benefits under this Code."

SELECTION PROCESS:

Tribal Personnel Policies Manual, Section 3.01: Employment Preferences

The Tribe's employment preferences shall be as follows:

1. Indian Preference. It shall be the policy of the Tribe to provide preference in hiring opportunities within the Tribal government to CTUIR members and to other Indians enrolled in federally recognized tribes. This CTUIR member and Indian preference shall be applicable in all employee hiring, promotion, and transfer decisions.

2. Veteran's Preference. It shall be the policy of the Tribe to provide preference in hiring opportunities to veterans honorably discharged from the United States Armed Forces.

3. The employment preferences set forth in this section shall apply to all Tribal programs regardless of the program's funding source and shall apply to all classes of positions referenced in 3.05.

4. Except for the employment preferences authorized under this section, it shall be the policy of the Tribe that no employee or job applicant shall be discriminated against in pursuit of employment or career growth due to race, color, religion, gender, sexual orientation, age or national origin.

All CTUIR Tribal positions are competitive. All employment applications and supportive employment material will be evaluated based on the relevance of the applicant's qualifications and experience as it applies to this position. Applicants who demonstrate that they meet the minimum qualifications and experience most relevant to this position will be considered qualified to compete for this position and be eligible for an interview.

DRUG FREEWORKPLACE:

The Confederated Tribes of the Umatilla Indian Reservation has a "Drug Free Workplace Policy" and will conduct Pre-Employment Drug Testing. A pre-employment drug test is required before any employment offer is to be made. All tribal employees classified as safety sensitive are subject to random Alcohol and Drug testing pursuant to the Tribal Personnel Policies Manual.

USE BELOW IF THIS IS A COVERED POSITION

COVERED POSITIONS:

Pursuant to the Tribal Personnel Policies Manual, Section 2.23, this is a Covered Status Position. This position requires the individual to pass a pre-employment fingerprint background check that is sufficient to meet requirements for the Federal Bureau Investigation's Criminal Justice Information Services certification to be able to access federal information under the Tribal Access Program (TAP). This will be done before starting any Covered position with CTUIR. The individual will undergo an FBI fingerprint background check to determine clearance to be around children, re-investigations shall occur at a frequency of no more than every five years (TPPM, 22).

Complete Tribal employment applications will be accepted until 4:00 P.M., on the posted closing date as found on Page 1 of this announcement or postmarked by that date.

ONLY THOSE TRIBAL EMPLOYMENT APPLICATION PACKETS WHICH ARE COMPLETE, WITH ALL ADDITIONAL REQUIRED INFORMATION, AS FOUND IN THE "REQUIRED EMPLOYMENT APPLICATION PACKET MATERIAL" BELOW WILL BE CONSIDERED.

Employment application packets received after the application deadline will not be considered.

It is the responsibility of the applicant to provide sufficient evidence to show they fully meet the qualification requirements.

Use the below if internal position:

NOTE: Existing CTUIR employees who apply for internal positions only need to submit a letter of interest with qualifications, it's the employee's discretion.

REQUIRED EMPLOYMENT APPLICATION PACKET MATERIAL:

Completed Tribal Employment application. Cover letter explaining your qualifications and experience relevant to the functions of this position. Personal resume identifying your qualifications and experiences relevant to the functions of this position. Completed CTUIR's Supplemental Application Form if applicable. High School Diploma/GED or copy of official college transcripts (if applicable). Tribal and Indian preference: Must provide copy of Tribal Enrollment Card, Certificate of Indian Blood or such with Federally Recognized Tribe. Veteran's preference: Must provide proof of honorable service and discharge or completed Form DD214.
8. Technical writing sample (5-20 pg. minimum) must be included with application materials.

APPLICANT RESPONSIBILITY

It is the absolute responsibility of the applicant to provide sufficient evidence to show they fully meet the minimum qualification requirements. Applicants failing to meet the minimum qualifications are not granted interviews. If it is questionable as to whether an applicant meets the minimum qualifications, an interview may be granted solely to make that determination.

OBTAIN ANDSUBMIT APPLICATION TO:

Confederated Tribes of the Umatilla Indian Reservation

Office of Human Resources

Staffing and Recruiting

46411 Timine Way

Pendleton, OR. 97801

Phone: (541)429-7180

Email: HumanResources@ctuir.org

To be considered, application package must be post marked by the closing date.

Job Type: Full-time

Pay: $48,311.76 - $67,540.68 per year

Benefits:

401(k) Dental insurance Health insurance Vision insurance
Work Location: In person