Office Manager (Family Support Services)

Family Services Inc. • City of Kingston, NY

4d • $23 - $23 • Onsite

About The Position

The Office Manager provides administrative and program support to the Dutchess County Family Education Program, Orange County Family Education Program, and Youth Services. In addition to routine clerical work, the role performs varied program-support activities and provides detailed information about services to internal staff, property management staff, and community members. The Office Manager supports and communicates the agency’s mission and values.

The position is based in Kingston, New York, and works Monday through Friday from 9:00 a.m. to 5:00 p.m., for 35 hours per week. It reports to the Director of Family Support Services. The role requires frequent and efficient travel to agency locations across Dutchess, Ulster, and Orange counties, as well as an established cell phone with effective coverage in those counties.

Requirements

• Associate’s degree and one year of full-time general office work experience; alternatively, a high school diploma or high school equivalency diploma and two years of full-time general and administrative office work experience.
• Computer literacy.
• Strategic-thinking and organizational skills.
• Client-focused approach.
• Time-management and communication skills.
• Innovative, solution-oriented thinking and sound judgment.
• Ability to travel frequently and efficiently to agency locations across Dutchess, Ulster, and Orange counties.
• Established cell phone with effective coverage for Dutchess, Ulster, and Orange counties.
• Must be authorized to work in the United States without work sponsorship.

Responsibilities

• Act as a knowledgeable resource for a specific program and independently perform associated work activities and daily program functions.
• Adapt to changes in regulations and modify office paperwork-processing systems.
• Communicate with staff, vendors, and the public about program events and changes.
• Monitor activity and oversee supply and equipment purchases within budgets.
• Use word-processing, spreadsheet, and database-management software.
• Apply supervisory practices such as scheduling, organizing workflow, and problem-solving.
• Operate office equipment accurately and efficiently.
• Assist with onboarding new staff and introduce office procedures and program processes.
• Foster collaborative relationships with vendors, property managers, maintenance staff, and community partners.
• Serve as a specialized-program resource for staff, clients, and community members.
• Provide clerical support to the Dutchess and Orange Coordinators, Youth Services Social Worker, and Director of Family Programs.
• Coordinate calendars and scheduling for the Director of Family Programs.
• Handle reception, including greeting and directing clients in person and by phone.
• Coordinate office equipment and furniture movement.
• Manage maintenance needs, the security system, leases, snow plowing, and printers.
• Help coordinate IT needs, including phones, computers, and printers.
• Track and order office equipment, supplies, and program materials.
• Schedule trainings, arrange travel accommodations, schedule client transportation, and maintain transportation records.
• Collect and distribute mail.
• Assist with purchasing processes, including purchase orders, petty cash, and credit-card consolidations.
• File client and program documentation in an organized and effective manner.
• Assist with outcome reports through data collection and organization.
• Complete work and reporting functions in a timely manner.
• Demonstrate problem-solving and strategic-thinking skills; build relationships and work collaboratively.
• Maintain computer literacy, strong communication, sound judgment, innovative thinking, and time-management skills.
• Travel frequently and efficiently to agency locations across Dutchess, Ulster, and Orange counties.
• Perform other duties as assigned.

Benefits

• Medical, dental, and vision coverage.
• 403(b) retirement plan with employer match up to 5%.
• Paid vacation, holidays, sick time, and personal time, including two weeks of vacation in the first year, 13 paid holidays per year, 12 sick days per year, and four personal days per year.
• Compassionate Leave Program that allows employees to donate or receive unused time off.
• Group term life and long-term disability insurance.
• Supplemental life insurance and accidental death and dismemberment coverage.
• Supplemental insurance through Aflac.
• Employee assistance program (EAP).
• Pet insurance.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree