Office Manager

About the role

The Administration for Children’s Services (ACS) seeks an Administrative Manager to oversee the Borough Office Administration teams. The selected candidate will manage and direct the work of subordinates, ensuring they perform tasks related to budget management, document reconciliation, staff supervision, and liaison with external agencies.

Responsibilities

• Manage and direct the work of subordinates; assume accountability for work performed by subordinates; resolve problems; monitor activities and performance of subordinates; prepare performance evaluations; provide feedback to staff on their work performance and ensure that the Boroughs Administrative team is supporting the Child Protective teams.
• Manage sub-imprest/other similar fund, by disbursing funds/ obtaining receipts.
• Other documentation/ reconciling balances/ maintaining adequate cash on hand/ keeping records, to insure ready availability of authorized operating funds.
• Reconcile monthly claims by reviewing records/receipts/vouchers/other fiscal documents/identifying variances/performing calculations/ posting ledgers/checking against computer data to insure appropriate payment of claims.
• Maintain safety/cleanliness of physical surroundings, by monitoring status of plant management/custodial care/ equipment/ building maintenance/ initiating requests.
• Maintain an inventory of office supplies/equipment/printed forms/ other, by surveying needs/receiving requests/ determining stock on hand/requisitioning new stock as needed/ logging in/ distributing stock, to provide an adequate supply of all needed materials.
• Provide supervision to staff in record retention/destruction, by training staff in the required methods of record retention as mandated in the Department of Records and Information Services (DORIS)/directing staff to purge files each fiscal year and send outdated files to the warehouse properly annotated for bar coding/maintaining manual and electronic.
• Maintains develops liaison between two or more agencies/departments/units/ referral services/community-based organizations, by obtaining/conveying/information/providing feedback through external/internal communications, to facilitate cooperation/coordinate work activities of two or more individuals/units/organizations, to facilitate cooperation and coordination of activities.
• Counsults with staff on issues related to the implementation of ACS policies and procedures.

Requirements

• A baccalaureate degree from an accredited college and four years of satisfactory, full-time progressively responsible clerical/administrative experience requiring independent decision-making concerning program management or planning, allocation for resources and the scheduling and assignment of work, 18 months of which must have been in an administrative, managerial, executive or supervisory capacity.
• Excellent communications skills.
• Knowledgeable in Microsoft Office, proficient in Excel, Word and Outlook.
• Ability to deal tactfully and effectively with diverse constituencies.
• Familiarity working with NYC’s diverse communities.
• Knowledge of the NY State Connections comprehensive case management system, or other automated child welfare system.
• Bilingual ability to communicate clearly in Spanish or other languages is considered a plus for this position.

Qualifications

• Minimum qualifications: A baccalaureate degree from an accredited college and four years of satisfactory, full-time progressively responsible clerical/administrative experience requiring independent decision-making concerning program management or planning, allocation for resources and the scheduling and assignment of work, 18 months of which must have been in an administrative, managerial, executive or supervisory capacity.
• Preferred qualifications: An associate degree or 60 semester credits from an accredited college and five years of satisfactory, full-time progressively responsible experience as described in "1" above, 18 months of which must have been in an administrative, managerial, executive or supervisory capacity. The supervisory work must have been in the supervision of staff performing clerical/administrative work of more than moderate difficulty; or A four-year high school diploma or its educational equivalent and six years of satisfactory, full-time progressively responsible experience as described in "1" above, 18 months of which must have been in an administrative, managerial, executive or supervisory capacity. The supervisory work must have been in the supervision of staff performing clerical/administrative work of more than moderate difficulty; or Education and/or experience equivalent to "1", "2" or "3" above. However, all candidates must possess the 18 months of administrative, managerial, executive or supervisory experience as described in "1", "2" or "3" above.

Skills

• Excellent communications skills.
• Knowledgeable in Microsoft Office, proficient in Excel, Word and Outlook.
• Ability to deal tactfully and effectively with diverse constituencies.
• Familiarity working with NYC’s diverse communities.
• Knowledge of the NY State Connections comprehensive case management system, or other automated child welfare system.
• Bilingual ability to communicate clearly in Spanish or other languages is considered a plus for this position.

Pay

$70,560.00 – $105,486.00

Schedule

N/A