Office Manager

Whitney Young Jr Campus (1919 Prospect Ave)

43,000-45,000

Position Summary: Under the supervision of the Community School Director, The Office Manager is responsible of 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 mission, goals & objectives and the agency's policies & procedures, as well as the ability to operate as a backup for the receptionist.

Essential Duties:

• Monitor and ensure that the Whitney Young Jr campus fiscal & business operations are in compliance with 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 in order to maintain & 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 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 (PAN's), salary allocation forms and time & leave for full-time & part-time staff.
• Authorization of all payroll rosters, timesheets and WorkforceOne, collection reports and deposit all collections to the bank.
• Create all Requisitions, Employee & Vendor Advances in the employess portal.
• 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.
• 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.

Qualifications:

• High School Diploma required

Key Competencies:

• Associate's degree in business administration/office management/administration preferred.
• Proficient in Microsoft Office 365.
• Familiarity with OTPS, Payroll systems
• Strong writing skills a must.
• 1-2 years of relevant office management experience
• Ability to organize work and handle very detailed projects