Office Manager

The Office Manager provides administrative and operational support for the Enhanced Family Foster Care (EFFC) program. The role coordinates general office functions, supervises the Receptionist and the program Driver. The Office Manager supports EFFC leadership, maintains organized administrative systems, and helps ensure information, supplies, records and routine office needs are managed efficiently. The Office Manager works under the direction of the Sr.

Vice President.

Provide day-to-day coordination of general EFFCoffice operations, including reception/front-desk coverage, mail, supplies,equipment, service requests, shared office spaces, and routine communication with Facilities, Security, IT, building management and other support departments.

Supervise the Receptionist and EFFC Driver,including routine work assignments, schedules/coverage, coaching, performance feedback, time-off coordination, and other direct supervisory responsibilities in accordance with agency procedures.

Provide administrative support to EFFCleadership, including scheduling, correspondence, meeting coordination,agendas, materials, minutes, copying, scanning, and other general administrative needs.

Coordinate the administrative components ofstaff interviews and onboarding, including orientation logistics,identification, building/system access, telephones, computers, key fobs,workspace and other required equipment.

Maintain organized paper and electronic office records and administrative tracking systems for documents, routine deadlines,training records, calendars and required administrative follow-up; alert thedirect supervisor when items are outstanding or barriers require attention.

Coordinate staff training logistics,registrations and maintenance of training records as directed.

Manage office purchasing and inventory,including OMNY cards, water, office supplies and other approved program materials; coordinate recycling and related office services.

Process and track routine administrative financial items, including approved PEX/check requests, receipts, invoices through Concur, gas cards, PEX cards and credit-card documentation, in accordance with agency procedures.

Coordinate administrative needs related to department vehicles, driver-clearance follow-up, gas cards, staff travel and approved meeting/event food orders.

Coordinate and distribute the weekly family-time schedule based on information provided by program staff.

Provide administrative support for case-file organization, record retrieval, archiving/closing files and preparation of requested records for internal review, audit or monitoring purposes.

Monitor assigned office/administrative project sand provide timely updates regarding progress, deadlines, barriers and outstanding items.

Participate in supervision and meetings as required and perform other general office-management and administrative duties assigned.

Obtain and maintain a New York State Notary Public commission within six (6) months of employment, with a reasonable extension, when necessary, due to State processing timelines or other circumstances approved by the agency; provide notary services for authorized agency business.

Associate degree in office administration, human services, or a related field.

Two to three years of progressively responsible administrative or office-management experience.

At least one year of supervisory or team-lead experience.

Mustbe eligible for appointment as a New York State Notary Public and obtain the commission within six (6) months of employment, subject to reasonable extension for State processing or agency-approved circumstances

While performing the duties ofthis job, the employee is regularly required to effectively communicate. The employee is required to stand; walk, feel and reach. The employee is occasionally required to sit and stoop, kneel or crouch. The employee must occasionally lift and/or move up to 25 pounds.