Office Manager, NYSPSP

Job Description
Employee Information

Job Title:	Office Manager, NYSPSP
Reports To:	Executive Director NYSPSP		FLSA Status:	Non-Exempt
Division:	NYSPSP		Grade:	16N
Department:	NYSPSP		Updated Date:	June 2026
Direct Reports:	N/A		Office Requirement:	NYSPSP

Position Purpose

The purpose of the Office Manager, NYSPSP position is to provide high-level administrative support and assistance to the Executive Director and other assigned leadership staff of New York State Preferred Source Program for New Yorkers who are Blind.

Essential Job Functions

• Service as the key point of contact between executive, internal, and external customers; greeting and direct visitors onsite
• Review and secure insurance documents and ensure proper formatting and structure of all official documents
• Maintain monthly office staff schedule
• Manage calendars daily, scheduling meetings, coordinating travel, scheduling office events, office inventory, assisting the Board secretary as needed with quarterly board meeting logistics and related activities
• Manage building operations and coordinate as needed with the building management and parking management companies
• Serve as Notary for the office
• Event planning and management of various events throughout the year including but not limited to Albany Advocacy Days, The Employee of the Year and Customer of the Year programs, staff summer outing, and staff holiday party
• Compose various confidential communications
• Respond timely to requests, complaints, and questions from both internal and external customers, representing NYSPSP by phone and written communication
• Responsible for inventory, order, receipt, and distribution of office supplies and materials
• Submit approved expenses weekly to NIB for payment, including office expenses and executive and leadership expense reports
• Establish and maintain a variety of office files
• Submit and track IT tickets on behalf of the office, coordinate onsite resolution with NIB IT or vendor as necessary
• Create and maintain a Standard Operating Procedure (SOP) desk manual for the Executive Assistant role to be updated at least quarterly

Other Job Duties

• Sort and deliver all incoming mail and process outgoing mail
• Log all incoming checks for the accounting department
• Serve as point of contact for our lobby firm regarding all filings and bill paying
• Billing point of contact with vendors
• Assist all NYSPSP staff members as necessary
• Complete special projects assigned by the Executive Director and/or other leadership staff
• Other duties as assigned

Supervisory/Management Responsibilities

This position does not include supervisory responsibilities

Travel

This position does not include anticipated travel responsibilities

Experience

• Two (2) to four (4) years of experience in an office manager or executive assistant role is required

Education, Certifications, and Licensure

• Undergraduate degree in Business Administration or a related field from an accredited college or university, or equivalent work experience
• An equivalent combination of education and/or experience is also acceptable
• NYS Notary Public commission is preferred upon hire; required to obtain a valid commission within six (6) months of hire

Minimum Technical Skills and Experience

• Proficiency in Microsoft Office, including Outlook, Word and Excel
• Experience using Zoom, Microsoft Teams, and/or other online meeting platforms
• Experience creating and managing paperless processes and working in a paperless office environment
• Ability to learn new or updated software

Ideal Soft Skills

• Constant concentration to ensure accuracy within tasks
• Excellent verbal and written communication both internally and externally
• Ability to multi-task and manage multiple projects at once to ensure deadlines are met
• Ability to maintain professionalism under pressure

NIB Core Competencies

• Accountability
• Communication Skills
• Ethics /Integrity
• Customer Care
• Job Knowledge/ Technical Skills
• Process Improvement

Physical Demands and Work Environmental Factors

The physical demands described here represent those required to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions. While performing this role, the employee may be required to carry and lift items weighing up to 15 lbs. The employee is frequently required to hear, perform keyboard work and sit. The employee will be required to occasionally read.

Equal Employment Opportunities Statement

NIB is an equal opportunity employer and is committed to fostering an inclusive and accessible workplace. We do not discriminate against any employee or applicant based on any protected characteristic or status. We also provide reasonable accommodations for qualified individuals with disabilities throughout the employment process. If you require an accommodation to perform the essential functions of the position, please contact Human Resources at HRcompliance@nib.org. We will engage in an interactive process to determine a reasonable accommodation, barring undue hardship.

Acknowledgment

I have reviewed the Job Description for the position. I understand the duties, responsibilities, and expectations outlined. I acknowledge that this Job Description will serve as a basis for periodic performance evaluations.

I understand that my employment with the Company is "at will," meaning either I or the Company may end the employment relationship at any time, for any reason, with or without notice. This Job Description summarizes the primary responsibilities of my position and is not intended to be a complete list of all duties. The Company reserves the right to modify this Job Description at any time, at its sole discretion.