Position: Office Manager
Location: Shelter for Young Women, 968 3rd Avenue
Hours: Full Time - 35 hours per week Mon, Wed, Fri 9-5, Tues, Thur 11-7
Salary Range: $35,000 - $37,000
Founded in 1866, Brooklyn Community Services (BCS) empowers children and families to reach their full potential, strengthen families, and foster self-sufficiency in adults. With programs in 40 locations, BCS serves more than 20,000 individuals a year.
Shelter for Young Women serves homeless young women 18-25 referred by Department of Homeless Services. The program services at-risk young adults with a history of homelessness, mental illness and substance abuse and seeks to place them in permanent housing and employment.
Position Summary:
The Office Manager is a critical part of a team of staff who are responsible for creating a safe, welcoming, and affirming environment for young women, many of whom have experienced trauma and mental health challenges. The Office Manager’s job duties are primarily clerical and administrative, however, this position involves regular interaction with clients and staff. Due to the oftentimes fast-paced, unpredictable nature of our work with clients, our administrative support team plays a large part in the rest of the staff community’s ability to stay organized, calm, and efficient- no matter the circumstances. We are seeking a reliable, hard-working, and resourceful professional, who can follow directions, think critically, multi-task, and adapt quickly to changes. A keen attention to detail, ability to take initiative and ask questions, and a genuine interest in relating to people of all backgrounds are all ideal attributes for this position. This is a position that requires strong organizational and customer service skills and compassion and empathy for others, as the Office Manager will be interfacing with clients and staff regularly, both of which may be at times, under significant stress and/or overwhelm.
Responsibilities:

• Provide consistent high quality program services in accordance with funder and regulatory requirements; best practices; BCS policies and Core Values; and Code of Conduct for Custodians of People with Special Needs. Serve as a role model to all stakeholders

• Answers/transfers all incoming calls, ensuring that all inquiries are attended to and messages are relayed to the appropriate staff, as timely as necessary.

• Welcomes clients into the office and orients them to the facility, as needed.

• Manages and enforces all program protocols, as they pertain to checking clients and staff in/out, responding to safety issues, maintaining client confidentiality, etc.

• Manages the distribution and recordkeeping of metro cards, gift cards, petty cash, and other forms of client relief and program resources

• Organizes Monthly client activity calendars, including holiday events, special activities, partnerships with other community organizations, etc.

• Provides administrative assistance to management (e.g. copying, scanning, faxing, emailing, making calls, taking inventory, etc.), to support program operations and activities, prepare for staff meetings and trainings, maintain program records, etc. This may include tracking and maintaining data via Microsoft Word or Excel.

• Inputs, retrieves, and manages data in the agency’s electronic health record system (Apricot) and the city’s data system (CARES), per agency and program standards and expectations.

• Creates, maintains, and closes out case record files, per the expectations and protocols set by our funder and program management. Coordinates with all levels of staff to ensure that case files are complete and are maintained and/or transferred with updated documents.

• Assist program management with supply orders, inventory, and other systems to ensure that resources are appropriately managed.

• Assists Program Management with maintaining compliance management systems, including fire safety logs, incident logs, menus, financial records, and all other tracking systems required by city, state or federal regulations

• Participate in agency-wide groups and meetings, as required.

• Other tasks, as may be required.

Qualifications Required:

• Bachelor’s degree or strong record of relevant experience

• Strong communication and organizational skills; great attention to detail

• Proven ability to work with a range of people from diverse backgrounds and circumstances

• Maintain client and staff confidentiality

• Computer literacy (Microsoft Word, Excel, Gmail, etc.), familiarity with electronic data records systems, with ability to type 50-65 wpm,

• Bilingual skills in Spanish, preferred

• Previous work experience in a social service agency or non-profit organization

• Interest in working with underserved populations.

• BCS requires that all employees entering the workplace be fully vaccinated against COVID-19 unless an exemption is granted as a medical or religious accommodation.

BCS is an Equal Opportunity Employer. Auxiliary aids and services are available upon request to individuals with disabilities

Job Types: Full-time, Part-time

Pay: $35,000.00 - $37,000.00 per year