Office Manager

$45,000 - $52,500/year

Position Summary: Under the supervision of the Community School Director, the Office Manager is responsible for supporting the Community School's core team. The Office Manager works closely with the Community School core team to oversee key components of programs, related to all fiscal matters for the program site. The Office Manager provides administrative support and manages additional projects and duties as indicated by the Community School Director for the success of the school and its programs.

Essential Duties:

• Understand and promote the organization's Mission, Vision, and Core Values to ensure alignment with organizational policies and procedures.
• Complete and manage expense and P-card reports, which includes maintaining accurate records of all financial transactions - including bank deposits, collections report and P-Card expenses.
• Process Payments: checks, cash, credit cards.

• Prepare, manage, and submit staff payroll.
• Manage inventory of office, food, medical supplies, and all other supply orders for the program.
• Prepare purchase orders for all program supplies and invoices for payment.
• Manage the filing system for all the program activities and business systems.
• Prepare applications for permits, quarterly reports, etc.
• Running errands as needed on program grounds.
• Manage and process all paperwork for all new hire employees to ensure background checks are done and all employee forms are properly completed.
• Generate reports and meet with Community School Director to analyze data on a regular basis.
• Provide administrative support to program staff and programs.
• Maintain digital staff records and employment records related to events such as hiring, termination, and salaries.
• Manage and maintain a schedule for all program staff to ensure proper coverage during 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.
• Execute accounting responsibilities, which include check cashing, disbursing of cash, creating vouchers, reconciling and balancing accounts, and submitting for reimbursement.
• Maintain accurate OTPS budget records, purchase order requisitions, check requests, employee advances, vendor invoices, process bus requisition and associated reports.
• Assist in the coordination of seminars, meetings, special events and activities (e.g. holiday parties, culminating events for CA programs, and others as needed).
• Ensure upkeep of office equipment (computers, copy machine, printers), furniture, etc.
• Approve and create purchasing orders and receiving reports.
• Attend management meetings, trainings, seminars, conferences as needed.
• 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 Program Director for the success of the school and its programs.
• Perform other duties as assigned.

Minimum Qualifications:

• Associate's degree in business administration/office management/administration required.
• Bi-lingual (Spanish/English) required.

Key Competencies:

• Proficient in Microsoft Office 365.
• Familiarity with OTPS, Payroll systems
• Strong writing skills a must.
• Proven experience in office management.
• 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.