Office Manager

PURPOSE:

The Kaplan House (Manhattan) provides therapeutic and support services to adolescent’s ages 17–21-year-olds who are referred to us through ACS and the Juvenile Justice system. Our residents have experienced significant trauma, resulting in behavioral, emotional, and functional/ development issues. Kaplan House offers an extensive independent living skills program, including vocational preparation, and educational services that assists youth towards reaching independence.

 

POSITION OVERVIEW:

The office manager plays a critical leadership role in creating a fully operational, smooth-running facility at Cedar Knolls House.  They are responsible for leading their team in providing exemplary program support and building relationships with the community, clients, and staff.  They support the program leadership in a manner in which encourages positive growth. 

 

KEY ESSENTIAL FUNCTIONS (List the functions that are essential to achieve the goals):

• Supervise and provide training to all clerical staff and porters; manage workflow.    
• Perform regular evaluations and recommend promotions or changes of assignments for apportioned staff.
• Oversee Daily Census and ensure that agency's billing policies and procedures are being adhered to.
• Monitor, distribute, replenish, and reconcile monthly the petty cash and pay card statements for the program and do so accurately and with evidence of accountability.
• Implemented and oversees an inventory tracking system which allows for constant review of purchase patterns as well as staff and client needs.
• Submit all PAF’s and HR related forms in a timely fashion. 
• Maintains forecasted weekly schedules in Dayforce.   
• Oversees the maintenance and repairs of vehicles to the program. 
• Oversees and tracks the operations of information technology in regard to functioning, repairs, installation, etc.
• Liaison for program and Facilities.
• Provide secretarial support to the Division director and other management staff members, especially in confidential matters. The office manager is responsible for using great discretion when it comes to working side by side with the management team at both sites.
• May be called upon to perform any of the tasks normally associated with his/her subordinates.
• Functions directly as director’s assistant in day-to-day operations

 

Client Engagement

• Will organize and participate in youth activities. 
• Advocates on behalf of residents with other services providers.

CORE COMPETENCIES for the position include:

• Strong self-motivation and takes initiative.
• Works independently and as part of a team
• Ability to prioritize to maximize efficiency.
• Exceptional attention to detail and organizational skill
• Big picture thinker.
• Takes leadership role when new projects arise.
• Strong oral and written communication skills
• Proficiency in Excel, Word and PowerPoint
• Ability to adapt quickly and thoughtfully to ever changing needs of each program.
• Is solution focused and exhibits enthusiasm and creativity when presented with challenges
• Strong verbal and written communication skills
• Ability to work independently as well as with a team.
• Creates excellent working relationships with Jewish Board departments that there is regular interface with as well as with outside vendors to ensure there is efficient follow up for the site’s needs.

EDUCATIONAL / TRAINING REQUIRED:

• BA preferred

EXPERIENCE REQUIRED / LANGUAGE PREFERENCE:

• Minimum of three years of related work experience, including some supervision.

COMPUTER SKILLS REQUIRED:

• Strong typing skills
• Proficiency in Microsoft Office, Word, and Excel
• Ability to learn other programs as needed.

VISUAL AND MANUAL DEXIERITY:

• The candidate should be able to read paper and electronic documents and perform significant data entry into various computer programs.
• Manual dexterity and hand-eye coordination to operate office equipment. 

Additional Qualifications Needed:

• Compassion and respect for vulnerable individuals.
• Valid driver’s license and willingness to drive agency van.

COMPUTER SKILLS REQUIRED:

• Familiarity with working in Windows environment
• Ability and willingness to learn new systems and application software

WORK ENVIRONMENT / PHYSICAL EFFORT

• This role involves (80% sitting, 20% standing) in a typical office or clinical setting with moderate noise levels.

• Travel in the community
• Ability to lift 25lbs for the purpose of working with inventory and other household items

If you join us, you’ll have these great benefits:

• Generous paid time off in addition to paid agency holidays and 15 sick days
• Affordable and high-quality medical/dental/vision plans 
• Tuition assistance and educational loan forgiveness
• Free continuing education opportunities 
• 403(b) retirement benefits and a pension
• Flexible spending accounts for health and transportation 
• 27/7 Accessible Employee Assistance Program  
• Life and disability insurance 

 

Who we are:

 The Jewish Board delivers innovative, high-quality, and compassionate mental health and social services to over 45,000 New Yorkers each year. We are unique in serving everyone from infants and their families to children, teens, and adults. We are proud to employ and serve people of all religions, races, cultural backgrounds, gender expressions, and sexual orientations. We are committed to building diverse, equitable, and inclusive teams to help support our mission, and we strongly encourage candidates from historically marginalized backgrounds to apply to work with us.

 

More on Equal Opportunity:

We are an equal opportunity employer that does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, marital status, veteran status, or any other status protected by applicable federal, state, or local law.