Office Manager - Morris Ave. Location

The Office Manager performs a range of supervisory, programmatic and administrative duties to support the smooth operation of the Bronx Transitions Family Treatment/Rehabilitation (FT/R) program. The Office Manager will oversee the management of the Morris site as well as providing some administrative support to the North Bronx, Family Counseling for School Success, Belmont Prevention Programs and Care Coordination Program. The Office Manager is required to always act with a positive and professional demeanor in representing the agency, supporting program staff, and serving participants. There is a policy of maintaining strict confidentiality regarding participant information which must always be upheld.

Reports To: Senior Vice president

Location: 2471 Morris Ave. Bronx, NY 10468

Hours: 35 Hours/Week; Exempt

Salary: $47,939 - $53,265

Major Duties:

Supervisory Responsibilities:

• Supervises (at least twice a month) and trains all front desk staff.
• Always ensures appropriate front desk coverage, directly providing coverage when needed.
• Make certain all front desk staff respond to the administrative needs of programs housed at Morris
• Complete annual performance evaluation reviews.

Administrative Responsibilities:

• Assume control of the Transitions, North Bronx and Family Counseling for School Success programs’ petty cash fund; manage the sign out of agency Metro Cards and gift cards for staff and participants; and submit check requests and receipts for reimbursement to agency’s fiscal department, troubleshooting problems as needed.
• Reconcile the petty cash report received from the administrative assistant for the Belmont Prevention Program.
• Prepare all paperwork related to petty cash, check requests, metro cards, gift cards, etc. for submission to the main fiscal department.
• Prepare, order, track and distribute supplies needed for programs.
• Reconcile credit card for the Sr. Vice President
• Addresses all building issues with appropriate staff and support departments at 7^th Ave.
• Coordinate monthly Morris Leadership Meetings to address building updates and address issues.
• Coordinate quarterly Morris Building events with all staff to foster collaboration with other GSS programs.
• Monitor performance of and schedule repairs for all program office equipment; reporting details to leadership in the building as needed.
• Coordinate use of space within the building and ensure meeting spaces are available and prepared for staff and participants.
• Communicate directly with agency support departments including Information Technology, Facilities, Human Resources, Payroll, and Finance to ensure the smooth operation of program business.
• Collaborate closely with other administrative staff on site to uphold agency values and mission are always upheld and on display.
• Conduct and log quarterly fire drills.

Transitions-Bronx Responsibilities:

• Provide clerical and administrative support to the Program Director for Bronx Transitions Program, which includes but is not limited to creating needed documents, opening, processing, and closing case record files, updating caseload report lists from State and City databases, contacting staff and participants to relay information, and maintaining files and logs for audit purposes.
• Maintain appropriate utilization of state, city, and agency databases, including Connections and PROMIS.
• Assist with program special events, including outreach, meeting set-up, building displays and decorations, etc.
• Perform other duties as assigned.

Qualifications:

• High School diploma required; some college preferred.
• Three years of relevant office administration experience required.
• Bilingual in English/Spanish preferred.
• Must be able to work assigned evenings as needed to support program activities.
• Must be proficient in Microsoft Office suite, especially Excel and Outlook.
• Ability to multi-task, prioritize responsibilities, and work collaboratively with program and agency staff.
• Must have excellent verbal and written communication skills.

Perks:

• Tuition Assistance Program
• Generous paid time off (Including 7 Self-Care Days/Floating Holidays, 12 Sick Days, 15 Vacation Days, and 11 Holidays)
• Healthcare Plans (Medical, Dental, Vision, and Pet Care)
• 403(b) Plan (GSS contributes 3% of your salary to your 403(b) plan after 3 years of service, with contributions increasing over time)

Salary : $47,939 - $53,265