Office Manager

Office Manager

This position is only open to internal ACS applicants. The selected candidate will be offered a salary of $81,144. This position is only open to candidates who are permanent (not provisional) in the civil service title listed above.

The Administration for Children's Services (ACS) protects and promotes the safety and well-being of children and families through child welfare and juvenile justice services and community supports. ACS manages community-based supports and foster care services and provides subsidized childcare vouchers. ACS child protection staff respond to allegations of child maltreatment. In juvenile justice, ACS oversees detention, placement and programs for youth in the community.

The Division of Child Protection (DCP) is charged with investigating all allegations of child abuse and maltreatment that the City receives from the New York Statewide Central Register of Child Abuse and Maltreatment. The Division of Child Protection encompasses Child Protective and Placement Services. Child Protective Services include the Child Protective Borough Offices, Family Preservation and Family Services Unit, Emergency Children's Services (ECS), and the Office of Special Investigations (OSI). In each DCP Borough office, the Administration team provides a catalog of critical support functions, enabling child protective staff to focus on supporting our children and families.

Key functional groups within the Borough Office Administration teams include, Applications units, Liaisons, clerical support teams, closed files and records, Nursery, and Office Management. Under the direction of the Borough leadership and the Deputy Director of Administration in each Borough Office, the Administrative Manager will be responsible for, but not limited to, the following functions:

• Manage and direct the work of subordinates; assume accountability for work performed by subordinates; resolve problems; monitor activities and performance of subordinates; prepare performance evaluations; provide feedback to staff on their work performance and ensure that the Boroughs Administrative team is supporting the Child Protective teams.
• Manage sub-imprest/other similar fund, by disbursing funds/ obtaining receipts. Other documentation/ reconciling balances/ maintaining adequate cash on hand/ keeping records, to insure ready availability of authorized operating funds.
• Reconcile monthly claims by reviewing records/receipts/vouchers/other fiscal documents/identifying variances/performing calculations/ posting ledgers/checking against computer data to insure appropriate payment of claims.
• Monitor disbursement of checks, by checking disbursement against control data/consulting records/ resolving discrepancies/conferring with payee as necessary, to ensure appropriateness of payment/ prevent over/ underpayment.
• Maintain safety/cleanliness of physical surroundings, by monitoring status of plant management/custodial care/ equipment/ building maintenance/ initiating requests.
• Maintain an inventory of office supplies/equipment/printed forms/ other, by surveying needs/receiving requests/ determining stock on hand/requisitioning new stock as needed/ logging in/ distributing stock, to provide an adequate supply of all needed materials.
• Provide supervision to staff in record retention/destruction, by training staff in the required methods of record retention as mandated in the Department of Records and Information Services (DORIS)/directing staff to purge files each fiscal year and send outdated files to the warehouse properly annotated for bar coding/maintaining manual and electronic.
• Maintains develops liaison between two or more agencies/departments/units/ referral services/community-based organizations, by obtaining/conveying/information/providing feedback through external/internal communications, to facilitate cooperation/coordinate work activities of two or more individuals/units/organizations, to facilitate cooperation and coordination of activities.
• Conducts/participates in staff meetings, represents location/program heads/ management, by attending/facilitating agenda, encouraging relevant discussion, to keep superior/staff informed of unit goals and changes in programs/ensure the proper interpretation and application of ACS policies and procedures.

Preferred skills include:

• Excellent communications skills
• Knowledgeable in Microsoft Office, proficient in Excel, Word and Outlook
• Ability to deal tactfully and effectively with diverse constituencies
• Familiarity working with NYC's diverse communities
• Knowledge of the NY State Connections comprehensive case management system, or other automated child welfare system
• Bilingual ability to communicate clearly in Spanish or other languages is considered a plus for this position

Minimum qualifications include:

• A baccalaureate degree from an accredited college and four years of satisfactory, full-time progressively responsible clerical/administrative experience requiring independent decision-making concerning program management or planning, allocation for resources and the scheduling and assignment of work, 18 months of which must have been in an administrative, managerial, executive or supervisory capacity.
• An associate degree or 60 semester credits from an accredited college and five years of satisfactory, full-time progressively responsible experience as described in "1" above, 18 months of which must have been in an administrative, managerial, executive or supervisory capacity.
• A four-year high school diploma or its educational equivalent and six years of satisfactory, full-time progressively responsible experience as described in "1" above, 18 months of which must have been in an administrative, managerial, executive or supervisory capacity.
• Education and/or experience equivalent to "1", "2" or "3" above. However, all candidates must possess the 18 months of administrative, managerial, executive or supervisory experience as described in "1", "2" or "3" above. Education above the high school level may be substituted for the general clerical/administrative experience (but not for the administrative, managerial, executive or supervisory experience described in "1", "2" or "3" above) at a rate of 30 semester credits from an accredited college for 6 months of experience up to a maximum of 3½ years.

This position is also open to qualified persons with a disability who are eligible for the 55-a Program. Please indicate at the top of your resume and cover letter that you would like to be considered for the position through the 55-a Program.

As a prospective employee of the City of New York, you may be eligible for federal loan forgiveness programs and state repayment assistance programs. For more information, please visit the U.S. Department of Education's website at

New York City residency is generally required within 90 days of appointment. However, City Employees in certain titles who have worked for the City for 2 continuous years may also be eligible to reside in Nassau, Suffolk, Putnam, Westchester, Rockland, or Orange County. To determine if the residency requirement applies to you, please discuss with the agency representative at the time of interview.

The City of New York is an inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, veteran status, gender identity, or pregnancy.