Job Abstract

OFFICE MANAGER

Department: Enhanced Family Foster Care (EFFC)

PURPOSE OF THE POSITION: SCO Family of Services helps vulnerable New Yorkers build a strong foundation for the future. We get young children off to a good start, launch youth into adulthood, stabilize and strengthen families and unlock potential for children and adults with special needs. SCO has provided vital human services throughout New York City and Long Island for more than 100 years. The Office Manager of the Enhanced Family Foster Care (EFFC) program would be responsible for supporting the successful day-to-day operations of the program. They will be responsible for Coordinating all of the office activities of the department, determining priorities, monitoring work flow, planning, organizing and directing organizational administrative programs and projects.

REPORTS TO: Program Director

Supervises: N/A

SPECIFIC RESPONSIBILITIES:

· Maintains office services by organizing office operations and procedures; preparing payroll; controlling correspondence; designing filing systems; reviewing and approving supply requisitions; assigning and monitoring clerical functions.

· Designs and implements office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments.

· Purchasing office supplies and equipment and maintaining proper stock levels and purchase requests.

· Provide client outreach and engagement as needed.

· Reconcile purchase card, petty cash and metro card accounts, expense reimbursement reports and COUPA.

· Manage case records including filing, preparing new files, maintaining files, and closing files.

· Assist with on-boarding and off-boarding process and maintain personnel files.

· Assist in maintaining training databases and run reports.

· Manage facility related accounts and concerns.

· Liaise with other agency departments as needed including IT, QI, business operations, finance, training, and HR

· Notarize documents for the program/office.

· Maintain agency vehicle logs and oversee the day to day operations of the vehicles.

· Carry out other assignments as deemed appropriate and necessary to the functioning of the Department as requested.

Qualifications:

Education/Degree - · High school diploma or GED required, bachelor’s degree preferred and a minimum of (3) years in an office support role.

Other skills and requirements:

· Excellent oral and written communication

. Notary

· Proficiency in computer skills, including Microsoft Office.

· Bilingual abilities are strongly encouraged.

In addition, all Family Support employees should possess the following characteristics:

· Be team players. Maintain a constructive, cooperative, and positive atmosphere.

· Demonstrate commitment to the Agency’s mission and values.

· Be able to empathize and provide quality services to children and families that have histories of chemical dependency, mental illness, neglect, physical, sexual and/or emotional abuse.

· Be willing to work closely with children, families, and staff from different cultural and religious backgrounds, as well as from varying socio-economic statuses.

· Work competently, compassionately and without judgment with individuals who may identify as lesbian, gay, bisexual, transgender and/or may be in different stages of discovering or disclosing their sexual orientation or gender identity.

· Possess a strong belief in people’s ability to grow and change; forge a mutually respectful partnership with persons served and their families.

· Be flexible in their ability to work extended hours or irregular schedules in response to the program’s needs. Be willing to travel between the various Family Support offices and other agency sites, as required.

· Demonstrate an ability to set limits and maintain the helping role of practitioner, as well as to intervene appropriately.