Office Manager

Position Summary: The Office Manager is responsible for maintaining systems in the school that facilitate communication, accountability and readiness of response. The Office Manager will ensure that all agency policies and procedures are followed, and will assist the Community School Director with all administrative duties and assignments with primary emphasis on ensuring that all business practices are followed.

The Office Manager will report directly to the Community School Director, and will support the work of the Program Directors. The Office Manager is considered part of the Children's Aid P.S. 8 Community School and is expected to work collaboratively with the school's administration.

Essential Duties:

• Understand and promote the organization's Mission, Vision, and Core Values to ensure alignment with organizational policies and procedures.

• Maintaining personnel files for all employees, in compliance with NYS Department of Health, NYC Department of Education, NYC Department of Youth and Community Development, and Children's Aid.
• All financial transactions including credit card reconciliation, bank deposits, petty cash flow, handling of currency and collection reports.
• Preparing, verifying and submitting payroll for approximately 70 employees.
• Working in collaboration with all program managers to ensure program support.
• Supervising office support staff to ensure that established systems are adhered to.
• Working closely with school staff regarding facility program needs, including preparing, coordinating, submitting, and maintaining building permits.
• Maintaining inventory and ordering equipment and supplies, accordingly.
• Preparing requisitions and check requests for the various program needs.
• Handling telephone inquiries.
• Data entering.
• Ensuring the upkeep of the office in Room 215.
• Providing clerical support as needed to site program components.
• Monitoring office equipment including, fax machine, copier, and computers.
• Perform other duties as assigned.

Minimum Qualifications:

• Associates Degree required, Bachelor's Degree preferred in Business Administration or related field.

Key Competencies:

• Compassionate, enthusiastic, self-starter and reflective.
• Problem-solving, good customer service, flexible and effective communication skills.
• Skilled in computer applications with ability to master multiple basic computer databases and their functions including Microsoft Word and Excel.
• Talented in creating systems for ensuring accurate and timely data collection and inputting.
• Attention to detail and commitment to meeting deadlines.
• Comfort taking initiative to learn the data needs of the program, determine and generate corresponding data reports, and share findings on an on-going basis.
• Good judgment and commitment to ensuring confidentiality of records.
• Commitment to good attendance and punctuality.
• Bilingual (Spanish/English) preferred.

It is the policy of Children's Aid to provide equal employment opportunity to all employees and applicants for employment and is dedicated to maintaining a work environment that is free from harassment and discrimination. Children's Aid will not tolerate discrimination, harassment, or retaliation on any basis, including race, creed, color, national origin, ethnicity, alienage or citizenship status, gender/sex (including pregnancy), disability, religion, source of income, sexual orientation, gender identity or expression, age, familial status, caregiver status, military status, marital or partnership status, status as a victim of domestic violence, sexual violence or stalking, predisposing genetic characteristics, arrest or conviction record, credit history, unemployment status or any other characteristic protected by federal, state or local law. Children's Aid is committed to complying with applicable state and local laws governing non-discrimination in employment. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Children's Aid will conduct a prompt and thorough investigation of all allegations of discrimination, harassment, retaliation, or any violation of the Equal Employment Opportunity Policy in a confidential manner and will take appropriate corrective action, if and where warranted. Children's Aid prohibits retaliation against employees who provide information about, complain about, or assist in the investigation of any complaint of discrimination or violation of the Equal Employment Opportunity Policy.

The incumbent is expected to work a schedule, whether in-person or hybrid, as determined by the department's needs to facilitate effective collaboration with the team. This flexibility is essential for maintaining seamless communication, fostering teamwork, and ensuring the smooth operation of the department's processes. The position's requirements are subject to periodic review and adjustment based on organizational needs and changes in work dynamics.