Office Manager

Children's Aid; New York (NY); On-site; USD 37,000 - 40,000; Full time

Job summary

Children's Aid is seeking an Office Manager to support the Community School team in New York. You will oversee fiscal matters for the program site, provide administrative support, manage projects, and coordinate with the Community School Director for program success.

The role requires bilingual Spanish/English abilities, strong organizational skills, and experience in office management. Proficiency in Microsoft Office 365 and payroll/fiscal processes are essential, with a focus on accuracy and

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.

Responsibilities

• Understand and promote the organization’s Mission, Vision, and Values to ensure alignment with policies.
• Complete and manage expense and P-card reports with accurate records of financial transactions.
• Track and process payments: checks, cash, credit cards.
• Prepare, manage, and submit staff payroll.
• Manage inventory of office, food, medical supplies, and other program supplies.
• Prepare purchase orders and invoices for payment.
• Manage filing system for program activities and business systems.
• Prepare applications for permits and quarterly reports.
• Run errands as needed on and off program grounds.
• Manage onboarding paperwork and background checks for new hires.
• Generate reports and meet with Community School Director to analyze data.

Skills

Bilingual Spanish/English

Strong writing skills

Office management experience

Microsoft Office 365

Education

Associate’s degree in business administration

Bachelor’s Degree preferred

Tools

OTPS

Payroll systems

Job description

Salary: $27.47 - $28.57/hr

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.

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.