Office Manager

Salary: $24.73 - $27.47

Position Summary: Under the supervision of the Community School Director, the Office Manager is responsible for supporting the Community School Leadership Team at the C.S.61. The Office Manager provides administrative support, such as managing orders, supporting staff and student files, hiring and managing additional projects and duties as indicated by the Community School Director. The Office Manager works closely with the Community School core team to oversee key components of programs, related to participant data and program communications. The Office Manager will be the primary person responsible for data entry for the site’s multiple contracts. They will be responsible for managing multiple different contracts’ data demands and data reporting systems, such as 21st century TransAct, DYCD, CSIS, and New Visions, in order to ensure that the site remains compliant with grants and funding sources. The Office Manager would support the Community School Director in managing the administrative functions at CS 61 such as data entry, student applications, expense and order tracking, and support for hiring and staff file management to ensure smooth office operations.

Essential Duties

• Understand and promote the organization’s Mission, Vision, and Core Values to ensure alignment with organizational policies and procedures.
• Manage all aspects of data entry as prescribed by the leadership team.
• Develop and manage the data collection infrastructure for student and family events at the site in order to accelerate the processes of data tracking, analysis, and reporting.
• Process DYCD applications and intake forms for Children’s Aid Society DYCD after school and summer camp.
• Process 21st century applications and intake forms for all of the school’s 21st century day, extended learning, and Saturday programming.
• Create profiles of students and families into CSIS and regularly update school-wide data into CSIS, in addition to DYCD and 21st century attendance.
• Help implement and manage the new CS 61 service tracker, which will help identify the different types of student and family support that is provided on a school level.
• Supervise the collection and entry of attendance for DYCD, TransAct, and CSIS for both student and family programs and activities.
• Supervise the implementation and entry of yearly student, staff, and family surveys.
• Attend DYCD, Children’s Aid, 21st century and school specific data meetings pertaining to data collection.
• Monitor and manage orders for the site in an organized and timely matter in order to ensure program operations.
• Track expenses, receipts, and invoices for the site to support responsible budgeting and financial reporting.
• Maintain staff files and personnel records, ensuring accuracy, confidentiality, and compliance with organizational policies.
• Perform administrative tasks and other duties as needed, such as but not limited to logistical support and coordination of events, supporting families with completing applications, connecting with visitors in a manner that is aligned with Children’s Aid values, in order to support the work of the Community School team and meet grant requirements.
• Perform other duties as assigned.
  
  

Minimum Qualifications

• High School Diploma required. Bachelor’s Degree preferred.
• Candidates with some college and/or currently enrolled in a college or university are strongly encouraged to apply.
  
  

Key Competencies

• Strong Written & Verbal Communication skills.
• Computer Literacy, including knowledge of Microsoft Office Suite, Internet navigation, and database management.
• Excellent interpersonal skills and a willingness to work both independently and in collaboration with colleagues across a spectrum of functional areas.
  
  

It is the policy of Children's Aid to provide equal employment opportunity to all employees and applicants for employment and is dedicated to maintaining a work environment that is free from harassment and discrimination. Children's Aid will not tolerate discrimination, harassment, or retaliation on any basis, including race, creed, color, national origin, ethnicity, alienage or citizenship status, gender/sex (including pregnancy), disability, religion, source of income, sexual orientation, gender identity or expression, age, familial status, caregiver status, military status, marital or partnership status, status as a victim of domestic violence, sexual violence or stalking, predisposing genetic characteristics, arrest or conviction record, credit history, unemployment status or any other characteristic protected by federal, state or local law. Children’s Aid is committed to complying with applicable state and local laws governing non-discrimination in employment. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Children’s Aid will conduct a prompt and thorough investigation of all allegations of discrimination, harassment, retaliation, or any violation of the Equal Employment Opportunity Policy in a confidential manner and will take appropriate corrective action, if and where warranted. Children’s Aid prohibits retaliation against employees who provide information about, complain about, or assist in the investigation of any complaint of discrimination or violation of the Equal Employment Opportunity Policy.

The incumbent is expected to work a schedule, whether in-person or hybrid, as determined by the department's needs to facilitate effective collaboration with the team. This flexibility is essential for maintaining seamless communication, fostering teamwork, and ensuring the smooth operation of the department's processes. The position's requirements are subject to periodic review and adjustment based on organizational needs and changes in work dynamics.