Office Manager

Summary Job Description:

Coordinate all office service personnel including mailroom, telephone receptionist, custodial and security. Oversees the purchasing of office supplies and equipment. Under direction, performs responsible administrative work involving planning, assigning and reviewing the work of subordinate employees. Has wide latitude for independent judgment in the operation of his or her unit. Unusually difficult technical, policy or procedural questions are referred to a superior for decision. Work is reviewed by the Chief Financial Officer through frequent conferences, observations, and periodic reports.

Principle Responsibilities:

• Supervises clerical staff engaged in operating the switchboard & sorting & distributing the incoming mail and outgoing mail. Notify the proper building services when necessary (water, electricity, etc.)

• Oversees the day-to-day operations of the Brooklyn telephone's equipment and is knowledgeable of the basic extension program changes and basic system evaluation and maintenance. Arranges for telephone installation & maintenance.

• Ensures that all office equipment is in proper working condition and notifies the repair service when necessary.

• Maintains the office supplies and keeps a running inventory of all supplies on hand and reorders stationery and supplies when needed.

• Distributes metro cards to clients and reconciles it each week to Account Payable. Always ensures availability of metro cards.

• Disburses petty cash as needed and reconciles it monthly to Account Payable.

• Assigns FT Drivers to meet transportation needs, assigns cars and or other transportation as needed.

• Verify return of vehicle and driver checklist is accurate.

• Provide assistance with special arrangements for the conference room.

• Schedules work and supervises the maintenance staff.

• Supervises security personnel to ensure that safety codes and conditions are adhered to. Monitors the attendance/punctuality of the security officer and reports and deficiencies to the Director of Building Grounds and Transportation .

• Provide direct supervision to the switchboard operators to ensure that adequate coverage is provided, and all calls are appropriately routed.

• Undertakes any responsibility which may be assigned from time to time by the Director of Building Grounds and Transportation and which is in the best interest of the Agency.

Special Qualifications:

• Comprehensive knowledge of general office terminology, procedures, and equipment.

• Thorough knowledge of the principles of office management and supervision.

• Thorough knowledge of standard records maintenance practices.

• Ability to plan, organize and direct subordinate personnel in a manner conducive to full performance and high morale.

• Good knowledge of effective supervisory methods and techniques.

• Ability to estimate labor, time, and materials and to keep accurate records.

Minimum Requirements:

A Bachelor's Degree in Business Administration is preferred; however, related experience will be considered.

Travel Requirements:

This position is located in Brooklyn.