Brooklyn, New York
Part-Time (25hrs weekly)
Children of Promise, NYC (CPNYC) is a community based, non-profit organization, in Bedford-Stuyvesant (Bed Stuy) Brooklyn, whose mission is to embrace the children of incarcerated parents and empower them to break the cycle of intergenerational involvement in the criminal justice system.
CPNYC offers an innovative and unique after-school program and summer day camp, the only one of its kind in New York City, specifically designed to meet the needs, interests and concerns of children left behind by parents serving time in prison.
PURPOSE OF THE JOB:
The Office Manager will be responsible for managing the overall front office activities, including the reception area, mail and purchasing requests.
She/he will also be responsible for directing and coordinating office services and related activities, including
arranging internal office activities and providing arrangements for office meetings.
MAJOR DUTIES AND RESPONSIBILITIES:
Provide reception coverage for the organization: answering phones, greeting clients and/or visitors and replying to inquiries for information and assistance
Manages the reception area to ensure effective telephone and mail communications both internally and externally to maintain professional image
Maintain inventory of office supplies and printed materials, monitor and order supplies in a timely manner; communicate with vendors regarding office equipment acquisition and maintenance;
Negotiates the purchase of office supplies and equipment for the organization in accordance with company purchasing policies and budgetary restrictions
Help to schedule conference rooms, organize meetings, and identify space for
staff and guests;
Open and distribute incoming mail, process outgoing mail;
Disburse and reconcile office petty cash;
Track disbursement of metro cards for staff
Communicate with Facilities team on building issues and problems, as necessary, to ensure a safe and effective office management (i.e., mechanical systems, security, etc.);
In coordination with the IT team, supervises the maintenance of office equipment, including copier, fax machine, etc.
Maintain filing system to track all office related activities and expenses
duties as assigned based on department and/or organizational need At least two years of previous experience in office management is required
Minimum of two years multi-phone line experience
Working knowledge of mail processes such as postage machine, FedEx and UPS.
College (undergraduate) degree and 2+ years of experience; or equivalent combination of education and experience
Excellent interpersonal and communication skills; friendly and personable
Strong organizational and problem-solving skills and the capacity to work under pressure and meet multiple concurrent deadlines
Capacity to take initiative, prioritize duties, and work independently while functioning as a member of a team
Able to handle sensitive information with discretion and to work in a professional manner
Able to work independently, as well as collaboratively with staff and outside vendors, while keeping management apprised of any special requirements or problems