Office Manager

City of New York•New York City, NY

14h

About The Position

THIS POSITION IS ONLY OPEN TO INTERNAL ACS APPLICANTS. Only candidates currently serving in the permanent title of Administrative Manager may apply to this opening. The Administration for Children’s Services (ACS) protects and promotes the safety and well-being of children and families through child welfare and juvenile justice services and community supports. ACS manages community-based supports and foster care services and provides subsidized childcare vouchers. ACS child protection staff respond to allegations of child maltreatment. In juvenile justice, ACS oversees detention, placement, and programs for youth in the community. The Division of Family Court Legal Services (FCLS) is responsible for representing ACS in child neglect and abuse cases, juvenile delinquency proceedings and other child welfare proceedings in the New York City Family Courts. FCLS attorneys work collaboratively with Child Protective Specialists, Case Planners, and other child welfare specialists to further the agency’s mission on behalf of children and families. Under the general direction of the Legal Case Assistant Manager in the Bronx Family Court Legal Services (FCLS) Borough Office, the Office Manager is responsible for overseeing the day-to-day operations of the Bronx FCLS offices including the supervision of clerical staff.

Requirements

1. A baccalaureate degree from an accredited college and four years of satisfactory, full-time progressively responsible clerical/administrative experience requiring independent decision-making concerning program management or planning, allocation for resources and the scheduling and assignment of work, 18 months of which must have been in an administrative, managerial, executive or supervisory capacity. The supervisory work must have been in the supervision of staff performing clerical/administrative work of more than moderate difficulty; or
2. An associate degree or 60 semester credits from an accredited college and five years of satisfactory, full-time progressively responsible experience as described in "1" above, 18 months of which must have been in an administrative, managerial, executive or supervisory capacity. The supervisory work must have been in the supervision of staff performing clerical/administrative work of more than moderate difficulty; or
3. A four-year high school diploma or its educational equivalent and six years of satisfactory, full-time progressively responsible experience as described in "1" above, 18 months of which must have been in an administrative, managerial, executive or supervisory capacity. The supervisory work must have been in the supervision of staff performing clerical/administrative work of more than moderate difficulty; or
4. Education and/or experience equivalent to "1", "2" or "3" above. However, all candidates must possess the 18 months of administrative, managerial, executive or supervisory experience as described in "1", "2" or "3" above. Education above the high school level may be substituted for the general clerical/administrative experience (but not for the administrative, managerial, executive or supervisory experience described in "1", "2" or "3" above) at a rate of 30 semester credits from an accredited college for 6 months of experience up to a maximum of 3½ years.

Responsibilities

Supervision and training of clerical support unit
Order and maintain inventory of office supplies
Order and distribute legal reference books
Maintain oversight of facilities issues and liaise with DCAS and custodial staff to resolve issues as needed at main office and any swing spaces
Liaise regularly with ACS’ Office of Information and Technology to ensure that office’s technology needs are met
Monitor office printers and fax machines and coordinate service and toner resupply as needed
Coordinate delivery and pick up of subpoenaed records by staff
Coordinate staff transfers, office moves, and procurement of office equipment for new hires
Serve as custodian for office’s sub-impress fund and maintain oversight of fiscal issues in office including processing attorney license reimbursements, securing metro cards, reimbursement for revocation hearings
Liaise regularly with Process Server to ensure regular and timely process of legal documents, including service by publication
Liaise with court personnel to ensure the coordination of court filings
Monitor and coordinate postal needs of office
Prepare and submit requisition forms for transcript and court reporter billing
Supervise the storage of closed files
Maintain and update organizational charts and phone directories