Office Manager - CENTER FOR URBAN COMMUNITY SVC : Job Details

Description 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. Section 1. Essential Functions include, but are not limited to: • 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 management; and adapting office systems to meet evolving program needs, including traveling to other CUCS sites, and other external locations. • Support program operations by setting up and breaking down event spaces, creating and distributing event materials, maintaining shared areas (e.g., kitchens), coordinating new employee office setups and issuing agency/site IDs and supplies, managing off-site storage, overseeing office access and entry procedures, and monitoring or reviewing video footage as available. • Assist facility and program management with coordinating, monitoring, and reporting facility problems and coordinating renovations and repairs as necessary. • Ensure proper functioning of computers and equipment in staff and program spaces, perform data entry in internal and external systems, monitor system-generated reports, and coordinate with CUCS IT or vendors to address technical issues as needed. • Ensure that all administrative support functions are carried in out in compliance with CUCS policies and procedures as well as program management's directives. • Based on program structure and staffing, may be responsible for overseeing administrative personnel, including providing direct supervision, assigning tasks, monitoring performance, and ensuring administrative operations are carried out effectively and in accordance with agency standards. • Other projects and duties, as assigned by program management. Section 2. Expectations, include but are not limited to: • Prepare for and actively participate in regularly scheduled supervision by setting clear agendas, providing timely and appropriate updates on work activities, and integrating feedback into practice. Seek additional support as needed and follow management directives and guidance. • Maintain professional conduct by fostering collaborative, respectful relationships with clients, colleagues, and supervisors. Demonstrate sound judgment, adapt to changing workloads and priorities, manage responsibilities independently and consistently uphold agency policies, procedures, and ethical standards. • Contribute to a positive and collaborative team environment by actively participating in required meetings, trainings, and program initiatives. Support team-wide responsibilities as required, engage in continuous improvement efforts, and complete assignments within established deadlines. Demonstrate sound judgment in decision-making, effectively resolve conflicts, and escalate issues appropriately through the supervisory chain of command. • Manage time effectively by reporting to work at the start of the scheduled shift and remaining through the end of shift. Adhere to agency time and attendance policies, coordinate coverage for breaks, and follow established protocols for notifying in the event of lateness or absence. • Collaborate effectively with internal departments and external partners to coordinate resources, support program operations, ensure seamless service delivery, and maintain positive working relationships. The Hannigan is a supportive housing site located in West Harlem servicing special needs individuals and families and low-income families and individuals. Requirements A. Education & Experience Title and Qualifications Office Manager 1 • HS Diploma and 3 years of relevant experience Office Manager 2 • HS Diploma and 5 years of relevant experience • BA and 1 years of relevant experience Office Manager 3 • HS Diploma and 8 years of relevant experience • BA and 3 of relevant experience B. Knowledge, Skills, and Abilities • Knowledge of office operations, administrative systems, and fiscal procedures. • Strong organizational skills with the ability to manage multiple priorities and deadlines. • Effective communication skills for interacting with staff, clients, vendors, and external partners. • Proficiency in Microsoft Office Suite, database systems, and office technology. • Problem-solving ability to address administrative or operational issues proactively. • Attention to detail in handling records, reports, and financial documentation. • Ability to maintain confidentiality and handle sensitive information with discretion. • Team collaboration skills to work effectively across departments and with diverse stakeholders. C. Physical Demands. The physical demands described below are generally required to perform the essential job functions for this role. Reasonable accommodations may be made for individuals with disabilities. 1. Sit and stand for extended periods of time 2. Walk, bend over, reach overhead, grasp, push, pull, and move 3. Lift and move items or equipment weighing up to 30 pounds 4. Walk up/down stairs (note, most agency sites have elevators) 5. Work primarily indoors in a standard, open space office environment and operate standard office equipment. Note that some community-based programs require working outdoors. 6. View and read computer screens and written documents, and enter data into computer. 7. Ability to commute with clients via public transportation for lengthy periods of time. 8. Ability to travel to various locations in order to provide escort services. Note that some programs require a driver's license and a clear driving record. 9. Additional Requirements (check off as applicable to the position): This is a field based position, must be able to travel between the five (5) boroughs, as well as visits outside of New York City as necessary. Must have a valid driver's license with a motor vehicle record (MVR) in good standing. Must be able to spend the full working day in the field. This role requires the ability to work in various weather conditions, including inclement weather.