Office Manager

The Office Manager performs a range of supervisory, programmatic and administrative duties to support the smooth operation of the Morris Ave. building while providing administrative support to the Bronx Prevention Programs, specifically administrative tasks for the Bronx Transitions Family Treatment/Rehabilitation (FT/R) program. The Office Manager is required to always act with a positive and professional demeanor in representing the agency, supporting program staff, and serving participants. There is a policy of maintaining strict confidentiality regarding participant information which must always be upheld.

Reports To: Executive Assistant

Location: 2471 Morris Ave. Bronx, NY 10468

Hours: 35 Hours/Week; Non - Exempt

Schedule: 9:00am-5:00pm, On-site

Major Duties:

Supervisory Responsibilities:

• Supervises (at least twice a month) and trains all front desk staff.
• Ensures appropriate front desk coverage, directly providing coverage when needed.
• Delegates and follows up on tasks assigned to each front desk staff.
• Make certain all front desk staff respond to the administrative needs of programs housed at Morris
• Complete annual performance evaluation reviews

• Assume control of the Transitions, North Bronx and Family Counseling for School Success programs' petty cash funds. Ensuring money is accounted for at all times.
• Manages the sign out of agency Metro Cards and gift cards for staff and participants
• Submits check requests and receipts for reimbursement to agency's fiscal department, troubleshooting problems as needed.
• Reconcile the petty cash report received from the administrative assistant for the Belmont Prevention Program.
• Prepare all paperwork related to petty cash, check requests, metro cards, gift cards, etc. for submission to the main fiscal department.
• Prepare, order, track and distribute supplies needed for programs.
• Addresses all building issues with appropriate staff and support departments at 7th Ave.
• Coordinate monthly Morris Leadership Meetings to address building updates and address issues.
• Coordinate quarterly Morris Building events with all staff to foster collaboration with other GSS programs.
• Monitor performance of and schedule repairs for all program office equipment; reporting details to leadership in the building as needed.
• Coordinate use of space within the building and ensure meeting spaces are available and prepared for staff and participants.
• Communicate directly with agency support departments including Information Technology, Facilities, Human Resources, Payroll, and Finance to ensure the smooth operation of program business.
• Collaborate closely with other administrative staff on site to uphold agency values and mission are always upheld and on display.
• Conduct and log quarterly fire drills.

• Provide clerical and administrative support to the Program Director for Bronx Transitions Program, which includes but is not limited to creating needed documents, opening, processing, and closing case record files, updating caseload report lists from State and City databases, contacting staff and participants to relay information, and maintaining files and logs for audit purposes.
• Maintain appropriate utilization of state, city, and agency databases, including Connections and PROMIS.
• Assist with program special events, including outreach, meeting set-up, building displays and decorations, etc.
• Perform other duties as assigned.
• Greet and announce participants, all GSS staff, and any visitors upon their arrival to the program location, ensuring they are warmly welcomed and attended to.
• Provide clerical and administrative support to the Program Director and all program staff, which includes but is not limited to: answering phones, creating needed documents, transmitting faxes and e-mails, opening, processing, and closing case record files, updating caseload report lists from State and City databases, contacting staff and participants to relay information, and maintaining files and logs for audit purposes.
• Assume control of the Transitions and North Bronx programs' petty cash fund, manage the sign out of agency Metro Cards and gift cards for staff and participants, and submit check requests and receipts for reimbursement to agency's fiscal department, troubleshooting problems as needed.
• Reconcile the petty cash report received from the administrative assistant for Beacon and Belmont Prevention Programs.
• Prepare all paperwork related to petty cash, check requests, metro cards, gift cards, etc. for submission to the main fiscal department.
• Prepare, order, track and distribute supplies needed for programs.
• Supervise receptionist and interns at Morris Ave. front desk.
• Monitor performance of and schedule repairs for all program office equipment reporting details to all program directors in the building and Sr. Administrative Manager as needed.
• Coordinate use of space within the building and ensure meeting spaces are available and prepared for staff and participants.
• Communicate directly with agency support departments including Information Technology, Facilities, Human Resources, Payroll, and Finance to ensure the smooth operation of program business.
• Provide support in developing on-line documents and templates including newsletters, mailing lists, statistical reports, special event flyers, etc.
• Maintain appropriate utilization of state, city, and agency databases, including Connections and PROMIS.
• Assist with program and agency special events, including outreach, meeting set-up, building displays and decorations, etc.
• Collaborate closely with other administrative staff on site to uphold agency values and mission are always upheld and on display.
• Perform other duties as assigned.

• High School diploma required; some college preferred.
• Three years of relevant office administration experience required.
• Experience managing and reconciling money.
• Bilingual in English/Spanish preferred.
• Must be able to work assigned evenings as needed to support program activities.
• Must be proficient in Microsoft Office suite, especially Excel and Outlook.
• Ability to multi-task, prioritize responsibilities, and work collaboratively with program and agency staff.
• Must have excellent verbal and written communication skills.