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About the Certification Program
Maintaining Your Certification
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ABOUT THE CERTIFICATION PROGRAM
The office manager plays a central role within tribal programs. From ensuring that the day-to-day functions of the office run efficiently to overseeing office policies and procedures to managing budgets to supervising office staff and more, the office manager has an increasingly complex and vital role in todayís tribal organizations.
This Certification Program is recommended for those looking both to hone their skills as a tribal office manager and demonstrate their leadership potential in a tribal organization. Donít miss this exciting opportunity. Become a Certified Tribal Office Manager (CTOM) today!
|T O P I C S I N C L U D E
DAY 1: CORE COMPETENCIES FOR TRIBAL OFFICE MANAGERS
Understanding the Tribal Political and Legal Environment
Leadership and Initiative
- Tribal sovereignty
- Indian preference
- Grants and contracts compliance
- Interaction of federal, state and tribal law
- Thinking strategically
- Solving problems proactively
- Positive attitude
Time Management Techniques
- Active listening
- Business writing skills:
- Common mistakes and how to avoid them
- 10 commandments of business writing
- Prioritizing tasks
- Delegating effectively
- Finding and eliminating time wasters
Handling Conflict, Office Politics and Difficult People
- Discovering your personal organizing style
- Principles of organization
- Creating systems that work
- Difficult conversations
- Conflict management techniques
- Assertive communication
- Steps you can take to stop negative politics from spreading
- Stress management techniques
- Emotional intelligence:
DAY 2: ESSENTIAL ROLES AND DUTIES OF THE TRIBAL OFFICE MANAGER
Welcoming New Employees
- Establishing expectations
- Providing feedback
- Coaching skills
- Creating a motivational climate
- Special considerations for tribal member employees
- Onboarding checklist
- Coordinating and delegating onboarding tasks
- Special touches that make new employees feel welcome
- Representing the values of the tribe
Payroll and Timekeeping Strategic Oversight
- Greeting visitors
- Telephone skills
- Handling mail, email and faxes
- Optimizing the payroll cycle duration
- Streamlining timekeeping
- Electronic payments
- Streamlining data keeping
- Completing a transaction error analysis
- Staff training
- Creating a payroll calendar
- Maintaining information confidentiality
- Meeting planning checklist
- Defining, planning and evaluating the success of your event
- Establishing and maintaining your budget
- Negotiating terms with vendors
- Marketing your event
- Creating contingency plans
- Special touches that make your event shine
DAY 3: OFFICE PROCEDURES AND PROCESSES
Flow Charting to Improve Office Processes
Office Policies and Procedures
- When and how flow charts are useful
- How to design a flow chart
- Sample flow chart
- Practice creating a flow chart
- Designing office policies and procedures
- Implementing policies
- Ensuring policies are followed
- Sample policies and procedures
- Understanding records retention requirements
- Safeguarding important files
- Confidentiality issues
- Handling employee files
- Creating secure office spaces
Setting Up Personnel Files
Purchasing Procedures and Inventory Management
- Hiring records
- Drug tests, background checks and credit checks
- I-9 files
- Personnel/payroll files
- Manager desk files
- Medical files
- Workers' compensation and FMLA files
- Sample tribal procurement policy
- Managing vendor relationships
- Managing contract and price negotiations with vendors and service providers
- Federal small and micro purchase thresholds
- Common signs of purchasing fraud
- Inventory management:
- Taking inventory
- Accounting for inventory
- Maintaining an orderly supplies room
- Reducing waste and theft
DAY 4: BUDGETING AND ACCOUNTING ESSENTIALS FOR OFFICE MANAGERS
Creating a Project or Program Budget
Managing and Monitoring Budgets
- Why use a budget?
- 8 steps to building a budget
- Budgeting formats/budget justification
- EXERCISES: XYZ Operating Budget, Winnebago ELI Budget Narrative and Budget Brainstorm (Part 1)
- What is your approved budget?
- Planned vs actual spending
- Cuff accounts
- Budget adjustments
- EXERCISES: Translate Grant Budget to GL Budget, XYZ Monthly Income Statement and Cuff Accounting
Exam Process Review
- Accounts payable/accounts receivable
- Cash vs. accrual accounting
- General ledger
- EXERCISES: Cash Basis Accounting vs. Accrual Basis
Become certified by completing these simple steps:
1. Register for and attend Falmouth's Tribal Office Manager Certification Program. .
2. Pass the qualifying exam within 7 days of finishing the Program.
The Tribal Office Manager Certification Program can also be delivered as an onsite program. This onsite program can be delivered for organizations seeking to certify at least seven participants. To discuss onsite training opportunities, please call Falmouth at 800-992-4489, ext. 119.
To receive your Tribal Office Manager Certification, you must pass the online qualifying exam.*
- The exam consists of 60 multiple choice and true/false questions drawn from the program's course content.
- In class, you'll receive instructions on how to receive your unique username and password and how to access the exam.
- You'll have 7 days from the last day of class to access the exam. You must complete the exam in one sitting and you'll receive your results immediately after you submit it.
- You'll be able to download your certificate showing that you are a certified Tribal Office Manager as soon as you have passed the exam.
- If you do not pass the exam on your first attempt, you'll have one year to re-test. You may take the exam a total of three times, after which you'll have to register for and attend the Tribal Office Manager Certification Program again before you are permitted to re-test. You must pay a $100 exam fee each time you re-register to take the exam. The retest form is available here.
*Testing accommodations are available to those with a documented disability. Please contact Falmouth at 1-800-992-4489 or firstname.lastname@example.org to discuss your particular situation. You must request accommodations when you register for the Certification Program for accommodations to be guaranteed.
Falmouth takes pride in its exceptional faculty. We only work with outstanding trainers who have years of specialized Indian Country experience and who are experts in their fields. You can expect your instructors for this program to deliver top quality training suited to your unique needs as a tribal office professional.
MAINTAINING YOUR CERTIFICATION
Your certification is valid for one year from the date it is issued. To maintain your certification, you must:
1. Attend at least 12 hours of qualified training before your certification expiration date**; and
2. Submit a certification maintenance form by the expiration date. Please click here for the form.
**Falmouth will grant extensions for students who have registered for upcoming classes that start up to 2 months beyond the month their certification expires in. Such students will still need to submit the certification maintenance form by the expiration date. They must note on the form that the class is upcoming, and, upon class completion, resubmit their certification form.
Qualified classes include any of the following Falmouth Institute trainings (2 or 3 days):