Office Manager

HeartShare Human Services of New York; New York (NY); On-site; USD 50,000 - 70,000; Full time

Job summary

A leading organization in New York is seeking an Office Manager to ensure smooth operations within the Developmental Disabilities Administration. This role involves clerical duties, petty cash management, program billing, and supporting senior staff. The ideal candidate will have a high school diploma, at least three years of relevant experience, and proficiency in Microsoft Office Suite. The position offers a comprehensive benefits package, promoting a supportive work environment.

Benefits

Paid vacation

Sick days

Holidays

Retirement plans

Health/dental/vision insurance

Employee Assistance Program

Flexible spending accounts

Employee discounts

Professional development

Qualifications

• At least three years’ experience as an office manager or administrative assistant.
• Knowledge of business correspondence formats.

Responsibilities

• Handle correspondence, reports, mailings, and registrations for senior administrative staff.
• Oversee petty cash for the department.
• Assist DD administration staff with securing supplies and equipment.

Skills

Communication

Flexibility

Team Player

Education

High school diploma or G.E.D.

Tools

Microsoft Office Suite

Job description

Join to apply for the Office Manager role at HeartShare Human Services of New York

Position Summary: The Office Manager for Developmental Disabilities Administration is responsible for the overall smooth operation of the department, including clerical duties, petty cash management, program billing, monitoring program units, and office management functions.

Primary Responsibilities and Essential Functions:

1. Handle correspondence, reports, mailings, and registrations for senior administrative staff.
2. Receive telephone calls and incoming mail, relay messages, answer routine inquiries, and route technical inquiries to appropriate staff.
3. Assist in managing agency-wide projects, sometimes taking the lead, securing information from sites, and reporting issues.
4. Assist DD administration staff with securing supplies and equipment.
5. Maintain copies of paid invoices.
6. Reconcile and summarize spending on corporate credit cards and submit summaries to accounting after approvals.
7. Take notes during department meetings.
8. Oversee petty cash for the department.
9. Create and distribute program-specific OT reports.
10. Order and maintain office supplies.
11. Work with senior staff on documents required for AR reports.
12. Establish and maintain all required files.
13. Maintain DD Day Division’s central records and off-site file storage.
14. Maintain DD SharePoint and directory for day services.
15. Coordinate and order refreshments for meetings and events.
16. Adhere to all HeartShare policies and procedures.
17. Represent HeartShare positively within and outside the organization, promoting its Mission, Vision, Values, and Goals.
18. Be sensitive and responsive to cultural and religious differences.
19. Undertake additional tasks as assigned by the Vice President for DD Day Services.
20. Answer and direct phone calls, create calendars and flyers, update department documents, and assist in monitoring task completion for programs.

Qualifications:

• High school diploma or G.E.D., with administrative or office management training.
• At least three years’ experience as an office manager or administrative assistant.
• Knowledge of business correspondence formats.
• Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, SharePoint.
• Ability to work independently under pressure and deadlines.
• Good oral and written communication skills, appropriate personal presentation.
• Flexibility, strong work ethic, team player, willingness to take on additional tasks and work beyond hours.

Benefits:

We offer a comprehensive benefits package including paid vacation, sick, personal days, holidays, retirement plans, health/dental/vision insurance, Employee Assistance Program, flexible spending accounts, employee discounts, professional development, and more.

HeartShare is an Equal Opportunity Employer. For accommodations during the recruiting process, contact [e-mail].

About HeartShare: For over 100 years, HeartShare has dedicated itself to supporting individuals with special needs, helping them develop and lead meaningful lives. Learn more at our website.