Office Manager

City of New York•Brooklyn, NY

1d•Onsite

About The Position

Adult Protective Services (APS) is mandated by the State of New York to provide social, legal, and protective services to individuals 18 years of age and older, who because of mental and/or physical impairments are unable to meet their essential needs for food, shelter, clothing or medical care, secure benefits and entitlements or protect themselves and have no one available who is willing and able to assist them responsibly. APS establishes appropriate safeguards to protect a given individual's resources, safety, or health, and stabilizes the situation. APS ensures that medical and psychiatric services, prevention, financial management, home care, legal services and as last resort, guardianship services are provided. The Office Manager performs difficult and responsible administrative work managing and coordinating the requisitioning, procurement and delivery of forms, office equipment, supplies, telecommunication services and mailroom activities for the APS Borough Office. This role also involves supervising clerical support staff and monitoring disbursement checks for APS clients who qualify for Emergency Adult Assistance Grants (EAA) and the State Mandate Financial Plan services, which are service plans for APS clients in need of financial assistance. The Office Manager also performs administrative work analyzing and resolving related problems.

Requirements

APPLICANTS MUST BE PERMANENT IN THE PRINCIPAL ADMINISTRATIVE ASSOCIATE CIVIL SERVICE TITLE.
A baccalaureate degree from an accredited college and three years of satisfactory full-time progressively responsible clerical/administrative experience, one year of which must have been in an administrative capacity or supervising staff performing clerical/administrative work of more than moderate difficulty
An associate degree or 60 semester credits from an accredited college and four years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience described in "1" above
A four-year high school diploma or its educational equivalent approved by a State's department of education or a recognized accrediting organization and five years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience as described in "1" above
Education and/or experience equivalent to "1", "2", or "3" above. However, all candidates must possess the one year of administrative or supervisory experience as described in "1" above.
Education above the high school level may be substituted for the general clerical/administrative experience (but not for the one year of administrative or supervisory experience described in "1" 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

Coordinate and supervise clerical support staff, Work Experience Program (WEP), Wildcat and contracted services of temporary agency staff involved in the provision of APS Borough office services including filing, making copies, preparing mail for delivery, entering statistical data into the APS Borough Office database, preparing reports and assisting in other related functions. Ensure an equitable distribution of work assignments and maintenance of staff coverage.
Coordinate the timely ordering and delivery of required equipment and supplies for the Borough Office in accordance with operational needs, budget constraints and management priorities. Ensure that office equipment is always operational.
Liaise with Special Services/Administrative Services Division, HRA Office of Procurement services and General Support Servies (GSS) to facilitate the procurement of supplies and equipment.
Monitor the disbursement checks for APS clients who qualify for Emergency Adult Assistance Grants (EAA) and the State Mandate Financial Plan services. Maintain statistics and prepare monthly reports based on all disbursements of paychecks for APS clients.
Responsible for the disbursement of paychecks for the APS Borough Office staff. Prepare payroll tracking sheets, verify information against control data, consult with Special Services /Personnel Payroll Administration to resolve discrepancies and confer with staff to insure appropriate payment.
Oversee the review of all personnel transactions, including request for leave of absence, transfers, resignations, retirements, workers compensation claims to ensure that leave requests packages ae correct and complete. Ensure that leave requests are forwarded to Special Services/Personnel Office in a timely manner.
Liaison with APS Field Operations Central Office regarding correcting facilities problems such as floor plans and modifications, installations of locks, building air conditioning, heating, lighting, elevators and building structural maintenance problems.
Monitor request installation of security devices to protect computers and other electronic equipment, copier repairs, telephone equipment installations. Conduct periodic site inspections to ensure that Administrative Services Division is informed of violations.
Assist with distribution of sub-impress funds for expenditure when necessary. Verify authorization forms for utilization of sub-impress funds. Responsible for the review, preparation and monthly submission of employee’s expense claims for the Department of Account Payable and Receivable (DAPAR).
Review inventory control by conducting audits of office equipment, supplies and stationery to check materials received against invoices and note discrepancies in materials received. Maintain records of inventory and shortages; prepare control reports for requisition of supplies and equipment, repair installation, etc.
Coordinate the collection and compilation of closed cases for submission to the Bush terminal for storage, by inspecting closed case records, ensuring that they have been closed, boxed and bar-coded correctly.
Act as a liaison and coordinator for the Welfare Management System (WMS), APSNet, Financial Focus and e2HDC case management systems activities, request passwords for staff and train staff on system screens. Track and report to APSNet Support and ITS all complaints on system malfunctions.