Children's Aid Office Manager in Manhattan, New York
Office Manager 2/1/23Full Time--Manhattan
Job ID: 006029
Mirabal Sisters Campus (I.S. 90) (21 Jumel Place)
*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 programs.
Complete and manage expense and P-card reports; Which includes maintaining accurate records of all financial transactions – including bank deposits, collections reports and P-Card expenses.
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 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 program grounds.
Manage and process all paperwork for all new hire employees 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 Assistant Program Director for the success of the school and it’s programs.
Associate’s degree in business administration/office management/administration required.
Bi-lingual (Spanish/English) required.
Proficient in Microsoft Office 365.
Familiarity with OTPS, Payroll systems
Strong writing skills a must.
Proven experience in office management.
Ability to organize work and handle very detailed projects.
Job Type Full Time