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About the Role

The Office Manager will be responsible for organizing and coordinating office operations and procedures to ensure effectiveness and efficiency in daily workflow, providing administrative assistance for daily office activities. Duties include arranging meetings, scheduling appointments, maintaining the office calendar, answering telephones, and editing correspondence. Responsibilities may also include tracking supply purchases and managing the supply room. Staff are encouraged to be cross-trained and understand job functions within their designated unit.

Responsibilities

• Oversee all aspects of general office coordination
• Maintain open communication between units via reporting structure
• Maintain confidentiality in all aspects of resident, staff and agency information
• Interact with residents, vendors and visitors
• Answer telephones and transfer to appropriate staff member
• Maintain administrative calendars
• Distribute incoming correspondence, including faxes and email
• Sign for and distribute UPS/FedEx or similarly delivered packages
• Perform general clerical duties to include, but not limited to, copying, faxing, mailing and filing
• File and retrieve organizational documents, records and reports
• Provide coverage for other areas as directed/needed
• Review and approve office supply acquisitions
• Handle customer complaints and inquiries
• Liaise with other groups, agencies, and organizations
• Maintain office services by organizing office operations and procedures
• Control correspondence
• Design filing systems
• Review and approve supply requisitions
• Assign and monitor clerical functions
• Maintain office efficiency by planning and implementing office systems, layouts, and equipment procurement
• Keep management informed by reviewing and analyzing special reports
• Summarize information
• Identify trends
• Contribute to team effort by accomplishing related results as needed
• Manage petty cash

Requirements

• Minimum of an associate degree or 3 years of experience in a related field
• Proficiency in software applications
• Proven ability to work collaboratively well with diverse groups
• Proven ability to handle multiple tasks effectively under pressure
• Strong organizational skills, detail-oriented, and efficient
• Must be able to read, speak, write, and understand English for administrative purposes
• Must pass drug screening to be appointed
• This position may be subject to a series of investigations before and after appointment
• Misrepresentation of experience, skills, education, or other qualifications, or submission of false/fraudulent information or documentation during or after the application process may result in the rejection of your application or termination of your employment
• Employment is subject to termination at any time, with or without notice or cause, at the discretion of you or the organization

Skills

• Software applications proficiency
• Collaboration
• Multitasking
• Organization
• Detail-oriented
• Efficiency
• English language proficiency

Location

• New York Metropolitan Area

Work Type

• Full-time (35 hour per week)
• Onsite

Experience Level

• 3 years of experience in related field

Education Level

• Associate degree

Salary/Compensations

• $50,000 per year

Benefits

• Comprehensive Health, Dental and Vision Benefits for full-time employees
• 403(b) Retirement Savings Plans
• Loan Forgiveness Programs for eligible employees
• Paid Holidays and Vacation
• Paid Time-off
• Vol Life Insurance and AD&D
• Term Life and AD&D insurance
• Long Term Disability
• Employee Assistance Program support (EAP)
• Commuter Benefits Program
• Aflac: Short-Term Disability, CA, Accident and Hospital
• Employee Discount Program

About the Company

• NAICA is an equal opportunity employer committed to maintaining a diverse workforce and inclusive work environment.
• NAICA will consider qualified applicants with criminal histories in a manner consistent with the requirements of applicable federal, state, and local laws, rules, and regulations.
• NAICA also offers reasonable accommodations as required by applicable federal, state, and/or local laws.
• NAICA is an at-will employer.

Equal Opportunity

• Discrimination in any aspect of hiring or employment based upon age, race, creed, color, national origin, sexual orientation, gender identity or expression, religion, military or veteran status, sex, disability (including pregnancy, childbirth, and related medical conditions), or other applicable legally protected characteristics is strictly prohibited.
• Applicants of all backgrounds and experiences are encouraged to apply.
• Applicants seeking an accommodation for any part of the application or interview process should contact Human Resources by sending an email to HumanResources@naicany.org with the Subject “Reasonable Accommodation Request.”