JOB TITLE: Office Manager/Bookkeeper

PURPOSE OF THE POSITION: Provides direct administrative support to the Director. Provides technical support and training to other administrative staff in In the program; organizes and implements special projects.

REPORTS TO: Director

SUPERVISES: N/A

I. SPECIFIC RESPONSIBILITIES:

· Provide and support all administrative services including employee timesheet submissions, delivery and tracking of messages.

· Develop and implement internal forms and procedures in accordance with agency guidelines.

· Create and maintain program files and databases; disseminate information to Program Directors and Site Coordinators as needed.

· Serve as a liaison with other agency departments such as IT, Human Resources, Business Operations, and Finance.

· Updates and maintains personnel records.

· Purchases office supplies for program and ensures that office equipment is in working order.

· Completes time sheets for payroll.

· Reconciles petty cash, clothing, transportation, and recreation funds.

· Maintains billing records.

· Collects weekly fees from parents of Group Day Care, Family Day Care Network and Private Pay Program.

· Makes Bank Deposits.

· Complete ACS and Private Pay Program Intake applications for / with parents of Group Day Care and Family Day Care Network. Deliver or mail intake applications to NYC ACS.

· Complete Pre-Kids UPK and UPK students’ application. Deliver to UPK office.

· Enter NYC and UPK attendance on line

· Complete any CACFP tasks assigned by Director.

· Classroom duties as assigned and when assigned by Director.

· Any other assigned tasks.

II. QUALIFICATIONS:

· Minimum of a High School Diploma required; Associates Degree preferred.

· Prior experience as an Administrative Assistant, Secretary or Office Manager a plus.

· A familiarity with non-profit or educational organizations is preferred.

· Excellent verbal, written and computer skills required.

. Spanish speaking preferred

III. RELATIONSHIP WITH OTHERS:

Employees need to possess the following characteristics:

· Be team players.

· Have a strong sensitivity to cultural differences present among staff and clients within our organization.

· Possess a strong belief in people’s ability to grow and change; forge a mutually respectful partnership with persons served and their families.

· Ability to set limits and maintain helping role of practitioner and to intervene appropriately.

V. SCOPE OF RESPONSIBILITY:

· Participate in quarterly supervisory and administrative team meetings.

· Maintain and manage appropriate coverage.

· Perform other duties as assigned.