Office Manager

$27.50 - $29.00 / hour

Position Summary

Under the supervision of the Community School Director, The Office Manager is responsible for The Whitney Young Jr. fiscal & business & system operations, creating and maintaining staff files & client records within agency & contractual requirements; and coordination of the daily operation of events and all fiscal, budgetary and business operations. Additionally, in supporting the director in the management of the Whitney Young Jr. Campus programs and services. This includes planning, organizing, directing, coordinating and implementing the agency’s mission, goals & objectives, and the agency’s policies & procedures, as well as the ability to operate as a backup for the receptionist. The incumbent will understand and promote the organization’s Mission, Vision, and Core Values to ensure alignment with the functions of the position.

Children’s Aid Mission

To help children in poverty to succeed and thrive. We do this by providing comprehensive support to children and their families in targeted high-needs New York City neighborhoods. Children’s Aid annually serves children and their families at over 40 sites in New York, as well as through three national program models.  Children’s Aid is concentrating its efforts on creating cradle-through-college pathways in high-need neighborhoods, with a focus on children’s health, family stability, education, and social and emotional development.

Culture and Values

We put children, youth, and families first: We listen to and incorporate the voices of children, youth and families in all that we do. 

We seek equity and transformation in our communities: We courageously work within and outside systems to create opportunities for children, youth and families.

We strive for excellence: We hold ourselves to the highest standards and are committed to continuous learning and improvement.

We are powered by collaboration: Our work is stronger when we trust, partner, and respect each other and the communities we serve.

We are driven by compassion: We lead with kindness, care, and empathy and believe in the endless potential of the people we serve and our team.

Essential Duties and Responsibilities

• Monitor and ensure that the Whitney Young Jr campus fiscal & business operations follow agency policies and procedures and contractual requirements with all funding sources, government regulations, codes & procedures.
• Oversee coordination of all events including scheduling planning, setup, & breakdown.
• Perform all accounting and bookkeeping duties to maintain and track current fiscal year’s budget for the site and develop & input budget for current and next fiscal year.
• Maintain an effective record keeping system at all times and process all bills for payment.
• Maintain 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 & leave for full-time & part-time staff.
• Authorization of all payroll rosters, time sheets and UKG timecards, collection reports and deposit all collections to the bank.
• Create all EREQs, Employee & Vendor Advances.
• Assist in the handling of all donations made to Children’s Aid & outside donors as well as distribute such donated items to programs.
• Attend all agency staff meetings, training sessions, seminars and institutes as required.
• Be a Positive role model for youth, parents and staff.
• Running errands as needed on program grounds.
• Generate reports and meet with Community School Director and Assistant Program Director to analyze data on a regular basis
• 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 agency main office in areas such as fiscal, HR, payroll etc.
• Maintain accurate OTPS budget records, purchase order requisitions, check requests, employee advances, vendor invoices, process bus requisition and reports.
• Ensure upkeep of office equipment (computers, copy machine, printers), furniture, etc.
• Prepare agendas and 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 all other related functions as necessary or assigned such as administrative work, managing projects for Community School Director and Assistant Community School Director.

Minimum Qualifications

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

Key Competencies

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

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.