Office Manager

Job Description

Job Description

Summary Job Description 

The office manager is responsible for organizing all of the administrative activities that facilitate the smooth running of an office. This includes the organizing of people, information, documents, data and other resources. Individual must make sure that office equipment is maintained, relevant records are up to date and that all administration processes work effectively. In addition, individual must have knowledge of education/employment programming.

About St. John’s

Founded in 1826 as a home for orphaned children, St. John’s has evolved into a nonprofit social services agency providing residential care to New York City youth involved in the child welfare and juvenile justice systems. We offer holistic, trauma-informed support to young people up to age 21. 

Our main campus in Rockaway Park, Queens, houses a Residential Treatment Center, Close to Home Non-Secure Placement programs, administrative offices, clinical services, and an on-site NYC Department of Education school. We also operate a Non-Secure Detention residence in Richmond Hill and Limited Secure Placement programs in Brooklyn and Staten Island. 

St. John’s is dedicated to helping youth heal, grow, and build the skills they need to achieve their goals and return to family or a stable, supportive environment as engaged members of their communities. 

Principle Responsibilities

• Demonstrates fidelity to the agency’s service values and organizational imperatives; 
• Assist with and maintain the administrative department in terms of organization and aesthetics. 
• Support Program Director and staff as needed with document submission, scheduling and training. 
• Implement efficient filing systems; ensure filing systems are maintained and current while safeguarding all data in terms of security, integrity and confidentiality. 
• Submits MOPs for resident movement, in accordance with mandate and updates associated documentation, as well as other legal document submission on behalf of Permanency Planner 
• Assist Program Director w/ preparation for site visits/ audits; ensure all program materials (daily logs, communication logs, search and contraband log, fire drill log, incident reports, etc. are reviewed and accurate. 
• Organize orientation and training of all staff members, i.e. prepare sign in sheet, make staff aware of training dates and times, coordinate the space and food items as directed by Unit Director. 
• Collaborate with Recreation Coordinator for resident birthday celebrations/ holiday planning. 
• Correspond with DJJ liaisons and submit monthly reports to include meal census, search indicators, meus, PREA, etc. 
• Perform a variety of errands for program/ resident needs and related office managerial tasks. 
• Responds to/ directs calls to appropriate staff/department with respect to resident youth location. 
• Establish and monitor procedures for record keeping, i.e. office supplies, medical supplies, food 
• Maintain schedules, appointments and bookings, to include court hearings, FTC, etc.. 
• Confirms reservations for use of social service/ other departmental meeting areas, as needed. 
• Create and prepare weekly menu in conjunction with ACS standards and requirements. 
• Purchase food for program needs and maintain log and receipts for reconciliation. 
• NSD Office Manager is also assigned as the primary cook for program. 
• Assist in the recruitment of new staff, submit proper documentation to HR for new staff and follow up w/ new candidates in terms of required documentation. 
• Attend all training/meetings (external and internal) as recommended/assigned.  
• All other duties as assigned by program leadership.

Required Qualifications and Experience

• Minimum of a High School Diploma required w/ a minimum of 2 years’ professional administrative office experience or AA degree or some college in business administration w/ a minimum of one-year related experience. 
• Must have knowledge of Microsoft office to include Excel, Power Point, Email, etc. 
• A valid New York State driver’s license,
• Strong communication skills with the ability to prioritize tasks. 
• Reliable with ability to work independently and effectively to meet administrative needs of program

Travel Requirements

This position offers a full-time, in person schedule and is based in Far Rockaway, Queens and may require occasional travel to other locations when needed.

Disclaimer

The statements herein are intended to describe the general nature and level of work being performed by the incumbent in this position.  They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of a person in this position.

Diversity, Equity, Inclusion and Belonging Statement

With more than 250 years of combined experience, Little Flower Children and Family Services of New York and St. John’s Residence for Boys have a long-standing history of serving children, youth, adults and families of color. Our mission, vision and values are grounded in elevating the shared humanity of every staff member, community partner and those with whom we engage. We recognize that our DEIB work is continuously evolving as we strive for equity and inclusion for individuals of all races, ethnicities, genders, sexualities, ages, abilities, religions and lived experiences.

Accessibility

Some job requirements are subject to possible modification to reasonably accommodate individuals with disabilities. Some requirements may be designed to protect the safety and health of the employee, their fellow employees and the individuals being served and may therefore exclude some individuals.

Equal Employment Opportunity Statement

St. John’s Residence for Boys provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other legally protected group status.