Office Manager

Salary

$45,000 - $52,500/year

Under the supervision of the Community School Director, the Office Manager supports the core team, oversees fiscal matters, and provides administrative support and project management to ensure the success of the school and its programs.

• Promote and ensure alignment with the organization’s Mission, Vision, and Core Values.
• Prepare, manage, and submit staff payroll.
• Complete and manage expense and P‑card reports, including accurate records of all financial transactions.
• Process payments, including checks, cash, and credit cards.
• Prepare purchase orders for all program supplies and invoices for payment.
• Maintain inventory of office, food, medical, and other program supplies.
• Manage the filing system and digital records for program activities and business systems.
• Prepare applications for permits, quarterly reports, and other required documents.
• Assist with onboarding summer youth employment, interview candidates, and handle new hire paperwork.
• Serve as site liaison with the agency main office for fiscal, HR, payroll, and related matters.
• Execute accounting duties, including check cashing, disbursing cash, creating vouchers, reconciling accounts, and submitting reimbursements.
• Manage OTPS budget records, purchase order requisitions, check requests, employee advances, vendor invoices, and bus requisitions.
• Coordinate seminars, meetings, special events, and activities such as holiday parties and program culmination events.
• Ensure upkeep of office equipment, furniture, and supplies.
• Approve and create purchasing orders, receiving reports, and related documentation.
• Attend management meetings, trainings, seminars, and conferences as required.
• Prepare agendas, attendance sheets, minutes, and disseminate meeting records.
• Administer internal audits of employment program files and documents for city and state compliance.
• Perform related administrative work, manage projects for the Community School Director and Assistant Program Director.
• Perform other duties as assigned.

• Associate’s degree in business administration, office management, or a related field.
• Bi‑lingual in Spanish and English.

• Proficiency with Microsoft Office 365.
• Familiarity with OTPS and payroll systems.
• Strong writing skills.
• Proven experience in office management.
• Ability to organize work and handle detailed projects.

• Seniority level:
  Entry level
• Employment type:
  
  Full‑time
• Job function:
  Administrative
• Industry: Non‑profit organization

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.

Work may be performed in‑person or in a hybrid setting as required by the department to facilitate collaboration, communication, and efficient operations.