Office Manager – Non-Profit Organization

Community League of the Heights (CLOTH), New York City, NY

Job Description

CLOTH is seeking a compassionate, reliable, well-organized Office Manager to handle day-to-day office operations, administrative duties, purchasing and program management for their Food Pantry. CLOTH is a multi-service, community development organization dedicated to supporting and empowering the economically disadvantaged residents of NYC’s Washington Heights neighborhood. The Office Manager needs to be a self-starter with excellent verbal and written communication skills (both English and Spanish). The ideal candidate must also have the ability to take the lead on effectively managing administrative duties including incoming calls and in person visits by tenants and neighborhood residents. We are looking for an energetic professional who can wear multiple hats and is a proactive problem solver.

Responsibilities and Duties

Office Management (75%)

• Proactively develop and implement effective office management procedures and controls to ensure smooth operation of the office.
• Maintain vacation and out of office calendar for staff and alert Executive Director of conflicts.
• Greet visitors, answer phone calls – take accurate messages or direct to appropriate office staff.
• Be familiar with CLOTH’s and other community social services in order to refer clients and tenants to social and vocational services requested/needed.
• Serve as a liaison between non-English speaking tenants and staff.
• Prepare and process vendor invoices, purchase orders and payments for office and program supplies and equipment
• Assist with event management for Summer Health Festival and Annual Fall Gala
• Apply for City permits as needed for events
• Maintain office equipment in working order, and inventory
• Onboard new staff
• Manage technology related issues by notifying technology consultant and ensuring problems are resolved
• Assist with CLOTH employee timesheets, payroll, and child support payments
• Receive and deposit rental payments
• Assist with inputting corrected housing violations via HPD online and register buildings with DHCR & HPD
• Arrange access with supers for contractors and subcontractors
• Assist Executive Director with scheduling appointments for internal and external meetings including conference calls
• Create reports as requested
• Make photocopies of materials needed for programs and events
• Set up Zoom Calls
• Retrieve and take mail to the Post Office

Program Management for Neighborhood Food Pantry (25%)

• Order food through Food Bank and Driscoll Foods
• Record and input data on clients served on a monthly basis
• Attend workshops required to maintain grants
• Submit necessary documents for grant funding agreement
• Assist with client registration and appointments

Skills, Behaviors and Experience Required

• Associate degree required (B.A. or B.S. preferred) /Non Profit Management Degree Preferred
• Advanced Proficiency in Microsoft Office Suite
• Experience with scheduling, budgeting and payroll
• Experience with supply management
• Excellent written and verbal communication skills in both English and Spanish
• Comfort with fast-paced environment, multi – tasking and changing priorities
• 2-5 Years of experience as an office manager or in an administrative role
• Exceptional attention to detail
• Strong problem solving and analytical skills
• Great decision-making skills and ability to work independently
• Team Player with a compassionate, friendly and outgoing personality
• Reliable and trustworthy

We offer a comprehensive benefit package including 403b retirement plan health insurance, paid vacation, and personal days.

Job Type: Full-time

Pay: $40,000.00 - $45,000.00 per year

Benefits:

• 401(k)
• Health insurance
• Paid time off

Schedule:

• 8 hour shift
• Monday to Friday

Application Question(s):

• Must have experience with scheduling, budgeting and payroll.
• Must be comfortable with a fast space environment & multi task.

Experience:

• Office Manager: 2 years (Required)
• Microsoft Office: 2 years (Preferred)
• Keeping inventory & ordering supplies.: 1 year (Preferred)

Language:

• Must be fluent in English & Spanish verbally & written.. (Required)

Work Location: One location

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