Office Manager

Position Summary:

Under the supervision of the Community School Director, the Office Manager is responsible for supporting the Community School’s core team. The Office Manager works closely with the Community School core team to oversee key components of programs, related to all fiscal matters for the program site. The Office Manager provides administrative support and manages additional projects and duties as indicated by the Community School Director for the success of the school and its program

Children’s Aid Mission:

To help children in poverty to succeed and thrive. We do this by providing comprehensive support to children and their families in targeted high-needs New York City neighborhoods. Children’s Aid annually serves children and their families at over 40 sites in New York, as well as through three national program models. Children’s Aid is concentrating its efforts on creating cradle-through-college pathways in high-need neighborhoods, with a focus on children’s health, family stability, education, and social and emotional development.

Culture and Values

We put children, youth, and families first: We listen to and incorporate the voices of children, youth and families in all that we do.
We seek equity and transformation in our communities: We courageously work within and outside systems to create opportunities for children, youth and families.
We strive for excellence: We hold ourselves to the highest standards and are committed to continuous learning and improvement.
We are powered by collaboration: Our work is stronger when we trust, partner, and respect each other and the communities we serve.
We are driven by compassion: We lead with kindness, care, and empathy and believe in the endless potential of the people we serve and our team.

Essential Duties and Responsibilities:

• Understand and promote the organization’s Mission, Vision, and Values to ensure alignment with organizational policies and procedures.
• Complete and manage expense and P-card reports; Which includes maintaining accurate records of all financial transactions – including bank deposits, collections report and P-Card expenses.
• Track and process payments: checks, cash, credit cards.
• Prepare, manage, and submit staff payroll.
• Manage inventory of office, food, medical supplies, and all other supply orders for the program.
• Prepare purchase orders for all program and office supplies and invoices for payment.
• Manage the filing system for all the program activities and business systems.
• Prepare applications for permits, quarterly reports, etc.
• Running errands as needed on and off program grounds.
• Manage and process all paperwork for all new hires and employee candidates to ensure background checks are done and all employee forms are properly completed.
• Generate reports and meet with Community School Director to analyze data on a regular basis.
• Provide administrative support to program staff and programs.
• Maintain digital staff records and employment records related to events such as hiring, termination, and salaries.
• Manage and maintain a schedule for all program staff to ensure proper coverage during office hours.
• Assist with onboarding summer youth employment and interview candidates for summer staff positions.
• Serve as site liaison with agency main office in areas such as fiscal, HR, payroll, etc.
• Execute accounting responsibilities, which include: check cashing, disbursing of cash, creating vouchers, reconciling and balancing accounts, and submitting for reimbursement.
• Maintain accurate OTPS budget records, purchase order requisitions, check requests, employee advances, vendor invoices, process bus requisition and associated reports.
• Assist in the coordination of seminars, meetings, special events and activities (e.g. holiday parties, culminating events for CA programs, and others as needed).
• Ensure upkeep of office equipment (computers, copy machine, printers), furniture, etc.
• Approve and create purchasing orders and receiving reports.
• Attend management meetings, trainings, seminars, conferences as needed.
• Prepare agendas and attendance sheets, and record and disseminate minutes of meetings.
• Administer internal audits for all employment program files and documents in preparation for yearly City and State audits
• Perform all other related functions as necessary or assigned such as administrative work, managing projects for Community School Director and Program Director for the success of the school and its programs.
• Perform other duties as assigned.

Minimum Qualifications:

• Associate’s degree in business administration, Bachelor’s Degree preferred
• Team player with good interpersonal skills
• Maintains confidentiality of employee and client information
• Bi-lingual (Spanish/English) required.

Key Competencies:

• Proficient in Microsoft Office 365.
• Familiarity with OTPS, Payroll systems
• Strong writing skills are a must.
• Proven experience in office management.
• Ability to organize work and handle very detailed projects.