A Day in the Life:

The essential functions of this role are as follows: 

• Supervise and coordinate the work activities of various administrative services.
• Organize and coordinate work assignments for a small number of intermittent and/or regular office staff.
• May oversee limited gate and resale operations including interviewing/hiring/supervising intermittent staff, creating schedules, providing training, ordering/maintaining inventory within budgetary parameters, and resolving conflicts.
• 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 the staff which may include preparing a moderate volume claim vouchers and requisitions, monitoring contract compliance, reconciling a moderate volume of purchasing expenditures, processing complex revenue reports, preparing travel requests, working with vendors, preparing deposits, staying up to date on changing procedures, and training staff on these functions  
• May act as the onsite contact for emergency response including notifying teams, directing emergency personnel, and coordinating communication between the staff and central office.
• Explain and apply laws, rules, and regulations as they affect the agency by answering questions and making information available to agency staff.
• Assist in preparation of the budget including gathering data and writing budget justifications.
• Compile data, collect material for special projects and reports, 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 a moderate volume of visitors and phone calls.
• Recruit, select, onboard, and train employees to ensure role responsibilities and expectations are clearly understood while providing opportunities to continue professional development.
• Set expectations, measure progress, provide ongoing feedback, and evaluate the performance of employees.  Ensure work adheres to quality standards, deadlines, and proper procedures.   

The job profile is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time with or without notice. 

What You'll Need for Success:

Individuals in this role should minimally be able 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. 
• Comprehensive 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 by utilizing a high level of specialized technical knowledge. 
• Ability to work under pressure and to practice diplomacy, tact, and courtesy. 
• 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. 
• Ability to delegate work, set clear direction, and manage workflow. 
• Ability to effectively give feedback, provide guidance or corrective action, coach, and develop employee skillsets. 

A degree is not required. However, a High School Diploma or High School Equivalent (HSE), along with at least 2 years of office or customer service experience and the ability to apply the outlined knowledge, skills, and abilities in a similar role, may be considered.

Individuals should have the ability to perform essential functions with or without reasonable accommodation.

Supervisory Responsibilities/Direct Reports: