Children's Aid · 1 month ago
Office Manager
New York, NY
Full-time
Onsite
Mid Level
$45K/yr - $52K/yrChildren's Aid is dedicated to supporting community schools and is seeking an Office Manager to oversee key fiscal and administrative functions. The Office Manager will work closely with the Community School Director to ensure smooth operations and support the success of school programs.
CommunitiesEducationHealth CareNon ProfitSocial ImpactUnderserved Children
Responsibilities
Understand and promote the organization’s Mission, Vision, and Core Values to ensure alignment with organizational policies and procedures
Complete and manage expense and P-card reports, which includes maintaining accurate records of all financial transactions – including bank deposits, collections report and P-Card expenses
Process Payments: checks, cash, credit cards
Prepare, manage, and submit staff payroll
Manage inventory of office, food, medical supplies, and all other supply orders for the program
Prepare purchase orders for all program supplies and invoices for payment
Manage the filing system for all the program activities and business systems
Prepare applications for permits, quarterly reports, etc
Running errands as needed on program grounds
Manage and process all paperwork for all new hire employees to ensure background checks are done and all employee forms are properly completed
Generate reports and meet with Community School Director to analyze data on a regular basis
Provide administrative support to program staff and programs
Maintain digital staff records and employment records related to events such as hiring, termination, and salaries
Manage and maintain a schedule for all program staff to ensure proper coverage during office hours
Assist with onboarding summer youth employment and interview candidates for summer staff positions
Serve as site liaison with agency main office in areas such as fiscal, HR, payroll, etc
Execute accounting responsibilities, which include check cashing, disbursing of cash, creating vouchers, reconciling and balancing accounts, and submitting for reimbursement
Maintain accurate OTPS budget records, purchase order requisitions, check requests, employee advances, vendor invoices, process bus requisition and associated reports
Assist in the coordination of seminars, meetings, special events and activities (e.g. holiday parties, culminating events for CA programs, and others as needed)
Ensure upkeep of office equipment (computers, copy machine, printers), furniture, etc
Approve and create purchasing orders and receiving reports
Attend management meetings, trainings, seminars, conferences as needed
Prepare agendas and attendance sheets, and record and disseminate minutes of meetings
Administer internal audits for all employment program files and documents in preparation for yearly City and State audits
Perform all other related functions as necessary or assigned such as administrative work, managing projects for Community School Director and Assistant Program Director for the success of the school and its programs
Perform other duties as assigned
Qualification
Required
Associate's degree in business administration/office management/administration required
Bi-lingual (Spanish/English) required
Proficient in Microsoft Office 365
Familiarity with OTPS, Payroll systems
Strong writing skills a must
Proven experience in office management
Ability to organize work and handle very detailed projects
Company
Children's Aid
Our Mission: Children's Aid helps children in poverty to succeed and thrive.
Founded in 1853
1001-5000 employees
Funding
Current Stage
Late StageTotal Funding
$0.05MKey Investors
MCU Foundation
2025-10-07Grant· $0.05M
Leadership Team
Phoebe Boyer
President and CEO
Jason Rok
Deputy Chief Financial Officer
Recent News
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