Office manager

For more than 25 years Parent to Parent of NYS(P2PNYS) has provided education and support services to the family members of persons with intellectual, developmental disabilities, and special health care needs. All members of the team have the shared experience of having a child or family member with a disability. Parent to Parent of NYS staff take the pride in their ability to work together to prioritize the needs caregivers knowing the well-supported and informed families lead to the best outcomes for everyone. Parent to Parent of NYS maintains its own 501(c) (3) status while being a member of the Western NY Independent Living (WNYIL) Family of Agencies.

The Office Manager plays a key role in supporting the Executive Director, Board of Directors, and Parent to Parent of NYS staff by managing administrative and program- related tasks. This position requires strong communication, problem-solving, and organizational skills, along with attention to detail, adaptability, and the ability to coordinate remotely with team members.

SPECIFIC DUTIES AND RESPONSIBILITIES

EXECTUTIVE DIRECTOR SUPPORT:

• Draft and manage routine correspondence
• Provide administrative support for timekeeping compliance and approvals.
• Prepare reports, mailings, meeting materials, and minutes on schedule.
• Create and analyze surveys; summarize findings of returns.

BOARD OF DIRECTORS SUPPORT:

• Coordinate logistics and materials for Board of Directors and Committee meetings.
• Distribute monthly Board of Directors and committee packages.
• Serve as Recording Secretary and assist with meeting minutes.
• Organize orientation for new Board of Directors members.
• Maintain updated Board rosters, Committee lists, By-laws, and compliance files.

ADMINISTRATIVE SUPPORT:

• Assist with developing and maintaining agency workflows, policies, and manuals.
• Manage electronic/digital filing systems
• Provide logistical support for mail services
• Review expense and petty cash reports for accuracy
• Prepare check requests per the organization's fiscal policy
• Assist with meeting and travel arrangements, as directed
• Provide Notary Public services
• Maintain Inventory of equipment and assets.

PROGRAM SUPPORT:

• Answer and route calls; track standard referrals
• Manage Inventory and shipments of printed materials and supplies.
• Obtain quotes, process purchases, and verify deliveries and billing.
• Colect program reports and evaluations from regional offices
• Distribute quarterly satisfaction surveys
• Compile data from regional reports
• Other duties as assigned by Executive Director

EDUCATION & TRAINING

• Associate degree or bachelor's degree with the following experience: or
• An associate degree with (5) years of administrative experience; or
• A bachelor's degree with (2) years of administrative experience
• Professional and life experience may be considered in lieu of academic credentials
• Ability to travel overnight to annual staff development retreat(4days/3nights)
• Must become a licensed Notary within one (1) year of employment

SKILLS&ABILITIES

• Strong verbal and written communication skills
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint) and Google Workspace.
• An intermediate level of knowledge of software programs, including the use of databases and networks, Familiarity with Word Press is a plus,
• The ability to work independently and effectively
• ability to perform in a professional, conscientious, and efficient manner with attention to detail and commitment to accuracy.
• The ability to perform in a professional, conscientious, and efficient manner with attention to detail and commitment to accuracy.
• The ability to maintain strict confidentiality of sensitive information and organizational records
• Bilingual (English/Spanish) preferred but not required.

WORKING CONDITIONS

Working Environment: Office/Remote

Physical Demands: Sitting for extended periods of t ime . Occasional lifting of not more than 25 pounds.

Hours/Shifts: Full time, Non-exempt; Salary range: $41,600 - $43,680

Benefits: Agency provided group health insurance. Vision, dental, life, and supplemental insurances available. Paid time off and paid holiday package. 403(b) retirement with agency match.

Other: Must successfully clear background Check. Must have a clean driving record.

CLOSING DATE: October 24th, 2025

How to apply

Send a resume and cover letter to [email protected] no later than Friday October 24 2025.

Job Type: Full-time

Pay: $41,600.00 - $43,680.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person