Office Manager

Children's Aid Society; New York (NY); On-site; USD 48,000 - 53,000; Full time

Job summary

Children's Aid Society in New York, NY is seeking an Office Manager to maintain office systems and ensure compliance with policies. Responsibilities include managing payroll for approximately 70 employees, handling financial transactions, and supporting the Community School Director in administrative tasks.

Ideal candidates are detail-oriented, possess an Associate's Degree, and prefer a Bachelor's in Business Administration. Strong communication and problem-solving skills are essential for this collaborative role.

Qualifications

• Associate’s Degree required; Bachelor’s Degree preferred in Business Administration or related field.
• Experience handling financial transactions and payroll.
• Good judgment and commitment to confidentiality.

Responsibilities

• Maintain systems for communication and accountability.
• Handle financial transactions including payroll and deposits.
• Support Community School Director with administrative duties.

Skills

Compassionate

Problem-solving

Good customer service

Communication skills

Attention to detail

Bilingual (Spanish/English)

Education

Associate’s Degree

Bachelor’s Degree in Business Administration

Tools

Microsoft Word

Microsoft Excel

Job description

Salary: $23.08 - $24.73/hr

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.
• Maintain 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.
• Handle all financial transactions including credit card reconciliation, bank deposits, petty cash flow, handling of currency and collection reports.
• Prepare, verify and submit payroll for approximately 70 employees.
• Work in collaboration with all program managers to ensure program support.
• Supervise office support staff to ensure that established systems are adhered to.
• Work closely with school staff regarding facility program needs, including preparing, coordinating, submitting, and maintaining building permits.
• Maintain inventory and order equipment and supplies accordingly.
• Prepare requisitions and check requests for the various program needs.
• Handle telephone inquiries.
• Enter data.
• Ensure the upkeep of the office in Room 215.
• Provide clerical support as needed to site program components.
• Monitor office equipment including fax machine, copier, and computers.
• Perform other duties as assigned.

Minimum Qualifications

• Associate’s 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.

Behaviors

• Team Player — Works well as a member of a group.
• Detail Oriented — Capable of carrying out a given task with all details necessary to get the task done well.
• Dedicated — Devoted to a task or purpose with loyalty or integrity.

Education

Bachelor's of Business Administration (preferred). Associate's (required).

Experience

Associate's degree required; Bachelor's degree preferred in Business Administration or related field.

Equal Employment Opportunity Statement

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.

Equal Opportunity Employer / Protected Veterans / Individuals with Disabilities. This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.