Office Manager

Job Number: 220004AI Posting Date: Nov 23, 2022, 5:41:29 PM Primary Location: Central-42 West Madison Street (Finance) CPS Non-Union Job Grade: S06 Estimated Annual Salary Range : 58,000.00 - 76,000.00 Position Type: Non-Union Position Overtime Status: Exempt Final salary offers are dependent upon candidate qualifications. JOB DESCRIPTION - Chicago Public Schools (CPS) is one of the largest school districts in the United States, serving over 330,000 students in 600+ schools and employing nearly 36,000 people, most of them teachers. CPS has set ambitious goals to ensure that every student, in every school and every neighborhood, has access to a world-class learning experience that prepares each for success in college, career, and civic life. In order to fulfill this mission, we make three commitments to our students, their families, and all Chicagoans: academic progress, financial stability, and integrity. Six core values are embedded within these commitments – student-centered, whole child, equity, academic excellence, community partnership, and continuous learning. The Office of the Chief Financial Officer provides administration and oversight of all financial activities within the Office of the Controller, the Office of Budget and Grants Management, and the Office of Treasury and Risk Management. The Office of Finance maintains the fiscal integrity of Chicago Public Schools and provides financial leadership to the Chicago Board of Education according to state and federal legislation, government regulations, Board policies, and sound financial practices. Job Summary: Under the direction of Chief Financial Officer, the Office Manager is responsible for maintaining business services, organizing office operations, ensuring documentation of key policies and procedures, developing intra-office communication protocols, assisting with the development of material distributed and presented by the office, maintain office supply inventory control, and providing executive administrative support to the Office of Finance senior leadership. In addition, this role will be responsible to ensure department content is updated on the CPS website, and track and ensure responses to Freedom of Information Act (FOIA) requests assigned to the Office of Controller are completed. The Office Manager will be held accountable for the following responsibilities: Oversee the department budget and spending requests for the Office of the Controller Support hiring managers by ensuring requests for, staffing and hiring actions for full-time employees, as well as temporary, contract, and consultant staff are submitted to the Talent Office timely Identify department supply needs and manage office supply inventory Coordinate office spacing and staff location assignments as well as maintain and publish seating and organization charts Maintain the department master calendars for office staff and operations Manage the department web pages by coordinating with all business leaders to ensure timely and accurate datasets are published as required Maintain the Office of the Controller records storage and ensure proper offsite archiving of non-active records Manage administrative tasks associated with ad hoc and recurring audits including requesting extensions and submitting inquiries regarding audit/report deadlines Collaborate with stakeholders to ensure annual filings are submitted in a timely manner Identify and maintain proper business relations with key support departments to ensure CPS administrative procedures are adhered to and can be followed in an efficient and effective manner Manage schedule, phone calls, documents, and files for the Office Finance Support department leadership regarding confidential matters that require timely responses Perform special administrative projects and other tasks as needed to facilitate office operations In order to be successful and achieve the above responsibilities, the Office Manager must possess the following qualifications: Education Required: Bachelor’s degree from an accredited college or university Experience Required: Minimum of three (3) years of experience supporting executive-level leadership, providing consultative support, and working collaboratively with a team of professionals, is required Prior experience working in a large decentralized organization Experience using a Financial Management System, ie. Oracle, SAP, Workday Experience managing budgets and supporting business operations is preferred Knowledge, Skills, and Abilities: Excellent verbal and written communication skills; capable of communicating and collaborating with a wide variety of internal and external stakeholders Skilled in using a range of technology and digital tools, including a high degree of proficiency in Microsoft Office and Google Workspace. Excellent attention to detail, organizational skills, and ability to effectively multi-task in a fast-paced environment Exceptional planning and time management skills with the ability to handle a wide variety of complex situations, competing priorities, and time conflicts involving the business/administrative functions of the office Innovative thinker with the ability to recommend and implement helpful changes to improve operational efficiency and productivity Proficiency in Enterprise Resource Planning (ERP) systems Conditions of Employment As a condition of employment with the Chicago Public Schools (CPS), employees are required to: Establish/Maintain Chicago Residency - Employees are required to live within the geographic boundaries of the City of Chicago within six months of their CPS hire date and maintain residency throughout their employment with the district. The Chicago residency requirement does not apply to temporary/part-time positions, however, all CPS employees must be residents of Illinois. Be Fully Vaccinated Against COVID-19 - Unless approved for a medical or religious exemption, all employees are required to be up-to-date on COVID-19 vaccinations, including boosters, and to submit proof of vaccination to the district within 30 days of hire. “Up-to-date” on vaccination is defined as being at least two weeks past all primary vaccine doses and any applicable boosters.