Office Manager

Position Summary:   

The Office Manager coordinates and performs administrative support services for the Family Preservation and Foster Care programs and is responsible for the overall smooth functioning of Child and Family Services 844 Delaware site.  Family Preservation programs help families navigate behavioral challenges and traumatic experiences through homebased intervention and support. Our Foster Care program works to preserve families by finding temporary homes for children. The Office Manager position performs administrative tasks directly and supervises two, full time support staff. This position also provides assistance and support to other executive level and departmental staff located at the 844 Delaware site exercising sound judgment consistently. Providing coverage at the front desk on a regularly scheduled basis, the Office Manager often serves as the first impression of C FS, which provides services to clients that are experiencing distress, involved in interpersonal conflicts and/or impacted by trauma.

Our ideal candidate:

-Has a calm and compassionate demeanor
-Is a highly organized, motivated, self-starter
-Possesses strong computer/technology skills, attention to details, and organization
-Proficient in verbal and written communication and has a calm, compassionate demeanor in person and on virtual platforms and telephone
-Believes in the importance of a team atmosphere and rolls up their sleeves to assist other support staff and facilitate an environment of cross training for collaboration and business continuity

Major Responsibilities:

• Supervise and coordinate scheduling of support staff at 844 Delaware and the Family Support Center. Responsible for providing coverage at the 844 Delaware reception desk on a regular basis and is the designated back-up for the other support staff assigned to this location.
• Train support staff on use of the phone system and other aspects of administrative services or tasks. Monitor the phone queue and delegate support staff coverage as necessary.
• Supervise the maintenance of office equipment and facilitate the purchasing of office supplies, postage stamps, etc. in accordance with company purchasing policies and budgetary guidelines.
• Assist in the operations of case management services including making appointments, preparing and sending letters to clients and collateral service providers, faxing/e-mailing client record information and preparing files for audits, reviews or when a subpoena is received
• Responsible for program billing functions and serves as liaison with C FS Finance Department 
• Organize and complete required paperwork, administrative tasks and statistical reports in a professional manner with quality and timeliness.
• Be proficient in the use of our Case Record Management systems (databases) including report running, maintenance, entering of clients from starting point to closing. Experience in Salesforce and NYS Connections systems is a plus.
• Maintain neat, accessible supply and break room areas, shop for food and beverages.

Other Duties

• Participate and provide assistance with various task forces, staff meetings, and committees including but not limited to; Special Incident Review, QI, Customer Satisfactions.
• Maintain positive working relationships with program staff and others within the agency.
• Providing leadership in professionalism including work attitude, flexibility, attendance, timeliness to work, language and dress.
• Demonstrate skills in problem solving and conflict resolution.
• Model and practice sensitivity, fairness and acceptance of diversity in all interpersonal interactions.
• Participate in program Quality Improvement process.
• Performs other appropriate duties, as needed.

Minimum Requirements:

• Two-year degree and at least two years office experience, or high school diploma and four years office experience, preferably in the human service field.
• High proficiency in Microsoft Office (Word, Excel, Power point, Outlook).
• Experience performing clerical/administrative functions in an office environment.
• One (1) year of Supervisory experience required
• Well-developed interpersonal and communication skills.
• Accept directives and respond to requests from multiple staff.
• Abide by a Smoke-Free Work Environment

Submit your resume along with your application today to be considered for this key role.

Competitive Pay Range $24-$26 per hour based on experience

CFS offers full-time employees the below benefits to support our employees and their families and help to create a healthy work environment.

• Paid Time Off (PTO)
  –20 PTO Days (25 Days After Five Years of Employment)
  –14 Paid Holidays (includes 2 flex holidays)
  – Bereavement: Four Paid Days
  – Paid Jury Duty
• Employer Paid Life Insurance
• Medical, Two Plan Options
• Dental, Two Plan Options
• Vision Insurance
• Wellness Program and Incentives
• Health Savings Account (HSA) and Quarterly Employer-Contributions
• Healthcare Flexible Spending Account (FSA)
• Dependent Care FSA Retirement
• Employee Referral Bonus
• Qualifying Employer for Public Service Student Loan Forgiveness Program (PSLF)
• 403(b) Right Away and Employer-Contributions After Two Years

CFS Diversity Statement: Within our agency and in the communities that we serve, C&FS is committed to diversity and inclusion with race equity at the center. Every day we work to promote safety, health, and wellness. We will not stop until Black, indigenous and people of color are free from racism and experience peace, prosperity and well-being.

Child & Family Services is an Equal Opportunity Employer: Child & Family Services provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, veteran or familial status, or genetics. In addition to federal law requirements, Child & Family Services complies with applicable state and local laws governing nondiscrimination in employment. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer leaves of absence, compensation, and training.

Salary : $24 - $26