Office Manager

• Location 174 Prospect Place,Brooklyn, NY, 11238,United States
• Base Pay $56,128.80 - $61,880.00 / Year
• Job Category Office Manager, Office Admin
• Employee Type Non-Exempt
• Required Degree High school
• Manage Others No

Position Overview:

The Office Manager reports to the Program Director and is responsible for ensuring the effective operation of administrative support functions at a designated site or program. This role plays a critical part in maintaining organizational efficiency by overseeing day-to-day office activities, managing fiscal processes, coordinating vendors and supplies, and supporting program operations. The scope of responsibilities may vary depending on the site’s needs, and the Office Manager may supervise administrative personnel based on the program structure.

• Support program management in executing activities and events including but not limited to regular, new and special events, coordination with internal and external partner organizations, maintaining an inventory of necessary supplies, supporting with event preparations, facilitating outreach to tenants, and assisting with vendors or outside agencies as directed.
• Develop and maintain internal administrative systems and processes to support efficient office operations and improve workflow.
• Oversee day-to-day administrative operations and promptly report discrepancies, irregularities, or operational concerns to program management to ensure smooth program functioning, compliance, and proactive issue resolution.
• Review, track, and manage site funds by working with the Program Director or designee to ensure that agency funds, discretionary funds, and transit funds are managed appropriately and in accordance with CUCS policies and procedures.
• Manage recipient bank accounts, entitlement checks, and the representative payee (“rep-payee”) process and reporting, including making bank visits to cash checks, in accordance with CUCS policies and procedures.
• Collaborate with program management to monitor spending, ensure alignment with budget expectations, and support fiscal planning, reporting and compliance.
• Ensure fiscal compliance by submitting required reports, processing timely check requests, reconciling discretionary funds, monitoring staff purchases, and coordinating with vendors in accordance with fiscal policies using designated tools.
• Manage vendor accounts and budgets, monitor purchases and services, track invoices, and coordinate with vendors to ensure timely delivery and alignment with program needs.
• Develop and maintain vendor accounts and budgets and monitor account purchases. Communicate with vendors based on program needs or as directed by program management.
• Handle fiscal transactions by traveling to banks and other external locations to cash petty cash and discretionary checks, ensuring proper documentation and compliance with agency fiscal policies.
• Ensure fiscal year closeout procedures are followed by confirming all services are delivered, invoices are paid, and budgetary obligations are met in compliance with agency policy.
• Maintain a professional, respectful environment by appropriately greeting and directing clients and visitors, immediately escalating client concerns or emergencies to clinical staff, and safeguarding client confidentiality in accordance with agency policies.
• Manage mail and communication systems by handling all incoming/outgoing mail, providing reception and call routing services, and supporting the maintenance of phone and fax systems.
• Oversee office operations by managing filing systems, equipment, and supply inventories; purchasing materials onsite and offsite; coordinating deliveries and disposals; supporting schedule and room…