Office Manager

Office Manager

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 child care 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 Children's Center is a 24-hour shift-based operation providing services for New York City's highly vulnerable population of abused and/or neglected children who have been removed from their parents/caregivers. On average, the Children's Center serves approximately 2500 unique children entering or re-entering the foster care system as they await transition to return home, stay with kin, or placement in longer-term foster care settings. The Children's Center Business Operations Office works closely with all divisions within ACS, collaborating on initiatives to enhance the Children's Centers Personnel and Operational needs. This includes overseeing programmatic needs, procurement projects, and reinforcing administrative uniformity. The office plays a key role in the Children's Center Human Resources actions, such as hiring new staff, disciplinary actions, Equal Employment Opportunity (EEO) inquires, and expediting personnel processes. The office also handles staff training, professional development, and staff engagement. Reporting to the Assistant commissioner of Business Operations, the Office Manager will be responsible for managing the daily administrative operations at the Children's Center.

The ideal candidate will be highly organized, detail-oriented, and able to manage multiple tasks in a fast-paced and often emotionally demanding environment. This role requires a strong ability to manage day-to-day office functions while ensuring the safety, well-being, and privacy of children in our care. The tasks and responsibilities include but not limited to:

• Provide critical administrative support to Assistant commissioner of Business operations.
• Schedule meetings, manage calendars and arranging transportation
• Manage the office supplies budgets, process invoices, and track expenses.
• Order and manage office supplies in relations to IT equipment, building management and occupational safety.
• Coordinate with internal and external stakeholders within the community to gather necessary information/data to move operational projects.
• Coordinate with vendors such as WB Mason, Metropolitan Office and Computer Supplies to obtain quotes, invoices, ensure payments are render, etc.
• Monitor inventory, restocking workstations, and arranging equipment maintenance and repairs.
• Collaborate with other departments to support initiatives and special events.
• Facilitate communication between leadership and staff to support productivity, safety and ensure protocols are followed.
• Serve as the point of contact for service providers (e.g., maintenance, security, IT, medical, etc.) to ensure timely and effective service delivery.
• Assort and distribute mail.
• Pick up and distribute payroll.
• Track, order and manage PPE equipment.
• File (physical and digital), data entry, maintaining databases, updating documents, and preparing reports.
• Assist with coordinating team-building activities and employee appreciation events.

Minimum Qualifications:

1. A baccalaureate degree from an accredited college and two years of experience in community work or community centered activities in an area related to the duties described above; or 2. High school graduation or equivalent and six years of experience in community work or community centered activities in an area related to the duties as described above; or 3. Education and/or experience which is equivalent to "1" or "2" above. However, all candidates must have at least one year of experience as described in "1" above.

Preferred Skills:

The preferred candidate should possess:

• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent communication and interpersonal skills, with the ability to interact sensitively with staff, children, families, and external agencies.
• Excellent organizational and multitasking abilities.
• Detail-oriented with strong problem-solving and decision-making skills.
• Ability to maintain strict confidentiality, especially when dealing with sensitive information about children and families.
• Familiarity with child welfare policies, ACS guidelines, and residential care best practices is a plus.
• Comfortable working in a fast-paced, high-stress environment where quick thinking and flexibility are required

Public Service Loan Forgiveness:

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

Residency Requirement:

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.