Office Manager

Under the supervision of the Community School Director, the Office Manager is responsible for the Whitney Young Jr. fiscal, business, and system operations, including creating and maintaining staff files and client records within agency and contractual requirements. This role also coordinates daily operations, events, and supports the director in managing Whitney Young Jr. Campus programs and services. The incumbent will promote the organization’s Mission, Vision, and Core Values.

About the Organization

Children’s Aid helps children in poverty succeed and thrive by providing comprehensive support to children and their families in targeted high-needs New York City neighborhoods. The organization serves children and families at over 40 sites in New York and focuses on creating cradle-through-college pathways, emphasizing health, family stability, education, and social-emotional development.

Culture and Values:

• We put children, youth, and families first by incorporating their voices in all we do.
• We seek equity and transformation in our communities through courageous work within and outside systems.
• We strive for excellence by holding ourselves to the highest standards and committing to continuous learning.
• We are powered by collaboration, trusting, partnering, and respecting each other and the communities we serve.
• We are driven by compassion, leading with kindness, care, and empathy.

Responsibilities

• Monitor and ensure Whitney Young Jr. campus fiscal and business operations comply with agency policies, contractual requirements, and government regulations.
• Oversee coordination of all events, including scheduling, planning, setup, and breakdown.
• Perform accounting and bookkeeping duties to track and manage the site’s budget, including developing and inputting budgets for current and next fiscal years.
• Maintain an effective record-keeping system and process all bills for payment.
• Manage a revolving petty cash account, P-Card, and metro card account for the Whitney Young Jr. Site.
• Create and maintain up-to-date confidential employee files for all full-time and part-time staff.
• Complete Personnel Action Notices (PANs), salary allocation forms, and time and leave records for staff.
• Authorize payroll rosters, timesheets, UKG timecards, collection reports, and deposit collections to the bank.
• Create all EREQs, employee and vendor advances.
• Assist in handling donations to Children’s Aid and outside donors, and distribute donated items to programs.
• Attend agency staff meetings, training sessions, seminars, and institutes as required.
• Serve as a positive role model for youth, parents, and staff.
• Run errands as needed on program grounds.
• Generate reports and meet with the Community School Director and Assistant Program Director to analyze data regularly.
• Manage and maintain a schedule for all program staff to ensure proper coverage and adequate office hours.
• Assist with onboarding summer youth employment and interview candidates for summer staff positions.
• Serve as site liaison with the agency’s main office in areas such as fiscal, HR, and payroll.
• Maintain accurate OTPS budget records, purchase order requisitions, check requests, employee advances, vendor invoices, and process bus requisitions and reports.
• Ensure upkeep of office equipment (computers, copy machines, printers), furniture, etc.
• Prepare agendas, 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 other related administrative functions as necessary or assigned, including managing projects for the Community School Director and Assistant Community School Director.

Requirements

• Associate’s degree required, preferably in business administration, office management, or administration.
• 1-2 years of experience in an administrative position.

Skills

• Proficient in Microsoft Office 365.
• Familiarity with OTPS and payroll systems.
• Strong writing skills.
• Ability to organize work and handle detailed projects.

Pay

$27.50 - $29.00 per hour.

Schedule

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. Flexibility is essential for maintaining seamless communication, teamwork, and smooth operation of the department’s processes.