We're seeking an Office Manager at New Directions Youth & Family Services Inc. to join our team at HGLCS. In this role, you'll be instrumental in maintaining our school's operations by managing office duties, handling communication, overseeing supplies, and maintaining financial records. You'll also play a key role in payroll management, student data tracking, and liaising with Human Resources for new hires. Your skills in organization, communication, and computer proficiency are essential. If you're adaptable, team-oriented, and ready to take on a variety of responsibilities, we'd love to have you apply. 

New Directions is an equal opportunity employer committed to championing the principles of anti-racism, justice, and equity. We welcome prospective employees from diverse cultures and backgrounds, for all positions, who will uphold our values and contribute to our mission. We aim to have a leadership and workforce that is reflective of the communities we work in partnership with.

We want to emphasize that the preferred qualifications are not required and that we are committed to helping our future colleagues develop these preferred skills. We strongly encourage those who are passionate about fostering a diverse, inclusive and equitable human service organization to apply.

Full Job Description
Job Title: Office Manager
Department: HGLCS
Title of Immediate Supervisor: Principal
POSITION SUMMARY: Assist the Educational Services Director to maintain the fiscal, personnel and administrative duties pertaining to the operation of the campus school(s).
TYPICAL RESPONSIBILITIES/DUTIES:
1. Responsible for opening the building and the management of office duties: reception, telephone communication, copying, distribution and mailing of reports, memos, schedules, and letters as required by Principal and/or Assistant Principal(s).
2. Orders and maintains budget approved supplies needed by Campus school staff.
3. Maintains a record of and distributes all budget-approved supplies and materials.
4. Maintains a running record and balance of school operating budget for Principal.
5. Provides reports, purchase orders and required documentation to NDYFS budget department as required.
6. Maintain a census of student population for both school age and preschool program to coordinate with finance for billing purposes.
7. Submits prepared Medicaid documentation for preschool student reimbursement to Finance Department.
8. Payroll responsibilities including but not limited to maintaining staff attendance record for principal, classroom coverage and accurate staff allotted time and pay.
9. Maintains school petty cash/funds used for school events and fundraising.
10. School liaison to Human Resources regarding new hiring required paperwork, reference checks access, and school on-boarding.
11. Maintains school policy manual, student handbook, staff/student management system and other NDYFS agency policies.
Assists Principal and/or Assistant Principal with Agency personnel protocols and files.
12. Assists Principal maintain all school protocols and required reports as required by NYSED.
13. Generates and Compiles data from a variety of sources (calendars, meetings, etc.) for the purpose of complying with financial, legal and/or administrative requirements.
14. Using eSchool, to create and maintain a student management system that tracks demographic information, special education information, education information from previous academic institutions including grades and transcript information, and student behavior incidents.
15. Using eSchool to prepare transcripts, generate student academic records, 5-week progress reports and quarterly report cards.
16. Assist the School Administration in generating, maintaining, and retrieving student information file(s) including all relevant academic and behavior records.
17. Maintain master schedule for the regular school and summer school, communicate this information on a regular basis with school staff and eSchool staff.
18. Maintain roster for current school year records and roster of students approved for/attending summer school.
19. Updates and maintains required agency system data entry and forms required between the school(s) and Residential, Quality Assurance and Maintenance departments.
20. Tracking and maintaining school, student, and classroom equipment/electronics.
21. Supervise senior clerk and assumes duties when necessary.
22. Attends all mandatory in-service training and regularly attends supervision meetings.
23. All duties as assigned by immediate supervisor.
SKILL, QUALIFICATIONS, KNOWLEDGE, ABILITY & PHYSICAL REQUIREMENTS:
Minimum Education and/or Professional Qualifications/Skills
• Associates degree or equivalent from a 2-year college or technical school; or minimum six months related experience or training; or
• Equivalent combination of education an experience
• Willingness to attend workshops and conferences to be professional current
Special – Personal Skills, Qualities, Aptitudes and Physical Requirements
New Directions Youth & Family Services, Inc. is an equal opportunity employer. Reasonable accommodations may be made to enable persons with disabilities to perform essential functions.
1. Ability to work effectively with youth, families, staff and community contacts from a variety of cultural and ethnic backgrounds.
2. Ability to deal effectively with youth and/or families.
3. Ability to accept supervision and perform as part of a team.
4. Ability to be flexible and adapt to change.
5. Ability to interface with people (groups and individuals) and communicate within various mediums (logbooks, E-mail, telephone).
6. Proficiency with typing and computer skills.
7. Must have excellent organizational and communication/interaction skills.
8. Must have a valid driver’s license, adequate auto insurance and meet the criteria for driving set forth in the New Directions
Driver’s License policy and Auto Insurance policy.
9. Ability to pass annual physical for Category 1 job classification in accordance with New Directions Employee Health policy.
10. Must comply with Agency safety standards and be responsible for own actions and conduct concerning safety and healthy working conditions.
POSITIONS SUPERVISED: Senior Clerk