Office Manager

The Jewish Board•New York, NY

29d

About The Position

The Kaplan House (Manhattan) provides therapeutic and support services to adolescent’s ages 17–21-year-olds who are referred to us through ACS and the Juvenile Justice system. Our residents have experienced significant trauma, resulting in behavioral, emotional, and functional/ development issues. Kaplan House offers an extensive independent living skills program, including vocational preparation, and educational services that assists youth towards reaching independence. POSITION OVERVIEW:The office manager plays a critical leadership role in creating a fully operational, smooth-running facility at Cedar Knolls House. They are responsible for leading their team in providing exemplary program support and building relationships with the community, clients, and staff. They support the program leadership in a manner in which encourages positive growth.

Requirements

Strong self-motivation and takes initiative.
Works independently and as part of a team
Ability to prioritize to maximize efficiency.
Exceptional attention to detail and organizational skill
Big picture thinker.
Takes leadership role when new projects arise.
Strong oral and written communication skills
Proficiency in Excel, Word and PowerPoint
Ability to adapt quickly and thoughtfully to ever changing needs of each program.
Is solution focused and exhibits enthusiasm and creativity when presented with challenges
Strong verbal and written communication skills
Ability to work independently as well as with a team.
Creates excellent working relationships with Jewish Board departments that there is regular interface with as well as with outside vendors to ensure there is efficient follow up for the site’s needs.
BA preferred
Minimum of three years of related work experience, including some supervision.
Strong typing skills
Proficiency in Microsoft Office, Word, and Excel
Ability to learn other programs as needed.
The candidate should be able to read paper and electronic documents and perform significant data entry into various computer programs.
Manual dexterity and hand-eye coordination to operate office equipment.
Compassion and respect for vulnerable individuals.
Valid driver’s license and willingness to drive agency van.
Familiarity with working in Windows environment
Ability and willingness to learn new systems and application software
This role involves (80% sitting, 20% standing) in a typical office or clinical setting with moderate noise levels.
Travel in the community
Ability to lift 25lbs for the purpose of working with inventory and other household items

Responsibilities

Supervise and provide training to all clerical staff and porters; manage workflow.
Perform regular evaluations and recommend promotions or changes of assignments for apportioned staff.
Oversee Daily Census and ensure that agency's billing policies and procedures are being adhered to.
Monitor, distribute, replenish, and reconcile monthly the petty cash and pay card statements for the program and do so accurately and with evidence of accountability.
Implemented and oversees an inventory tracking system which allows for constant review of purchase patterns as well as staff and client needs.
Submit all PAF’s and HR related forms in a timely fashion.
Maintains forecasted weekly schedules in Dayforce.
Oversees the maintenance and repairs of vehicles to the program.
Oversees and tracks the operations of information technology in regard to functioning, repairs, installation, etc.
Liaison for program and Facilities.
Provide secretarial support to the Division director and other management staff members, especially in confidential matters.
The office manager is responsible for using great discretion when it comes to working side by side with the management team at both sites.
May be called upon to perform any of the tasks normally associated with his/her subordinates.
Functions directly as director’s assistant in day-to-day operations
Will organize and participate in youth activities.
Advocates on behalf of residents with other services providers.