OFFICE MANAGER

Bobit Business Media; Northern, New York (KY, NY); Hybrid; USD 42,000 - 60,000; Full time

Job summary

Bobit Business Media seeks an Office Manager to provide administrative and operational support for the Enhanced Family Foster Care (EFFC) program. The role supervises the Receptionist and the program Driver under the Sr. Vice President.

The position requires an Associate degree, 2–3 years of admin/office-management experience, and at least 1 year of supervision. Notarization in NY within six months is required.

Qualifications

• Associate degree in office administration, human services, or a related field.
• Two to three years of progressively responsible administrative or office-management experience.
• At least one year of supervisory or team-lead experience.
• Must be eligible for appointment as a New York State Notary Public and obtain the commission within six (6) months of employment.

Responsibilities

• Provide day-to-day coordination of general EFFC office operations, including reception/front-desk coverage and routine communication.
• Supervise the Receptionist and EFFC Driver, including scheduling and performance feedback.
• Provide administrative support to EFFC leadership, including scheduling, correspondence, and meeting coordination.
• Coordinate onboarding logistics for staff interviews, orientation, and access credentials.
• Maintain organized office records and administrative tracking systems for deadlines and training records.
• Coordinate staff training registrations and maintenance of training records.
• Manage office purchasing and inventory, including office supplies and program materials.
• Process and track routine administrative financial items such as receipts and invoices in Concur.
• Coordinate department vehicle-related administrative needs and staff travel arrangements.
• Distribute the weekly family-timeschedule based on program staff input.
• Support case-file organization and retrieval for audits or monitoring purposes.
• Monitor progress on assigned office-admin projects and report status.
• Participate in supervision meetings and perform other general office-management duties.
• Obtain and maintain a NYS Notary Public commission within six months of employment.

Skills

Office management

Supervisory experience

Communication skills

Notary understanding

Education

Associate degree in office administration or related field

Tools

Concur

Job description

The Office Manager provides administrative and operational support for the Enhanced Family Foster Care (EFFC) program. The role coordinates general office functions, supervises the Receptionist and the program Driver. The Office Manager supports EFFC leadership, maintains organized administrative systems, and helps ensure information, supplies, records and routine office needs are managed efficiently. The Office Manager works under the direction of the Sr. Vice President.

Duties & Responsibilities:

Provide day-to-day coordination of general EFFCoffice operations, including reception/front-desk coverage, mail, supplies,equipment, service requests, shared office spaces, and routine communicationwith Facilities, Security, IT, building management and other supportdepartments.

Supervise the Receptionist and EFFC Driver,including routine work assignments, schedules/coverage, coaching, performancefeedback, time-off coordination, and other direct supervisory responsibilitiesin accordance with agency procedures.

Provide administrative support to EFFCleadership, including scheduling, correspondence, meeting coordination,agendas, materials, minutes, copying, scanning, and other generaladministrative needs.

Coordinate the administrative components ofstaff interviews and onboarding, including orientation logistics,identification, building/system access, telephones, computers, key fobs,workspace and other required equipment.

Maintain organized paper and electronic officerecords and administrative tracking systems for documents, routine deadlines,training records, calendars and required administrative follow-up; alert thedirect supervisor when items are outstanding or barriers require attention.

Coordinate staff training logistics,registrations and maintenance of training records as directed.

Manage office purchasing and inventory,including OMNY cards, water, office supplies and other approved programmaterials; coordinate recycling and related office services.

Process and track routine administrativefinancial items, including approved PEX/check requests, receipts, invoicesthrough Concur, gas cards, PEX cards and credit-card documentation, inaccordance with agency procedures.

Coordinate administrative needs related todepartment vehicles, driver-clearance follow-up, gas cards, staff travel andapproved meeting/event food orders.

Coordinate and distribute the weekly family-timeschedule based on information provided by program staff.

Provide administrative support for case-fileorganization, record retrieval, archiving/closing files and preparation ofrequested records for internal review, audit or monitoring purposes.

Monitor assigned office/administrative projectsand provide timely updates regarding progress, deadlines, barriers andoutstanding items.

Participate in supervision and meetings asrequired and perform other general office-management and administrative dutiesassigned.

Obtain and maintain a New York State NotaryPublic commission within six (6) months of employment, with a reasonableextension, when necessary, due to State processing timelines or othercircumstances approved by the agency; provide notary services for authorizedagency business.

Education & Experience

Associate degree in office administration, humanservices, or a related field.

Two to three years of progressively responsibleadministrative or office-management experience.

At least one year of supervisory or team-leadexperience.

Mustbe eligible for appointment as a New York State Notary Public and obtain thecommission within six (6) months of employment, subject to reasonable extensionfor State processing or agency-approved circumstances

Physical Requirements:

While performing the duties ofthis job, the employee is regularly required to effectively communicate. Theemployee is required to stand; walk, feel and reach. The employee isoccasionally required to sit and stoop, kneel or crouch. The employee must occasionallylift and/or move up to 25 pounds.