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Jewish Board of Family and Children's Services · 3 hours ago

Office Manager

New York, NY

Full-time

Onsite

Entry, Mid Level

2+ years exp

The Jewish Board of Family and Children's Services is dedicated to supporting adults with serious mental illness. The Office Manager is responsible for a variety of administrative and operational tasks, ensuring program information is maintained accurately and assisting clients with entitlement applications and related needs.

AssociationHealth CareMental Health

Responsibilities

Answer Incoming phone calls and answer office doorbell as needed

Maintains office equipment, with Program Director approval and requests repair and replacements as needed

Coordinates with JB Facilities department to ensure office emergency evacuation, fire safety and first aid plans are up to date and distributed to staff

CAIRS – enters and maintains all relevant information for all program clients

CAPS – enter and maintains all relevant information for all program clients

Avatar Bed Assignments – enters data and maintain real time information. Crosswalk census tableau dashboard for accuracy

Avatar – Enter client Medicaid numbers and track monthly

Complete Fee Agreements and Supported Housing Utility Worksheets upon admission, upon income changes and annually for all clients

Entitlements – supports case management and clients with entitlement applications and follow up needs

DMH programs - Coordinate completion of LOS reports with Program Director, Track and alert LOS report due dates

Supports program providing lease status, apartment bed assignment and apartment status coordination with Real Estate and Fiscal Department as needed

Program Fee/ Rent Collection – tracking arrears, provide monthly nonpayment alerts

PNA Management - liaison with Fiscal department and entitlement staff. Request, process, track and client personal needs, food and clothing allowances

Monitor, distribute, reconcile and replenish program petty cash. Ensure program credit cards are securely locked in program safe

Track program OTPS spending in excel reflecting Fiscal Year budget, provide alerts to PD if program is overspending

Previews monthly Apartment Treatment program Medicaid Billing Review

Previews monthly Supported Housing and CR/SRO Medicaid billing services

Alerts programs of monthly billing services discrepancies

Liaisons with Fiscal Department and program regarding billing concerns and changes

With Program Director approval, orders furniture, equipment and office and program supplies, prioritizing timely client admissions

Uses Intaact system for all purchases and serve as liaison with procurement department

HUD Programs - Foothold Data timely entry as required, liaison with HMIS Administrator

Monthly Walkthrough completion Tracking and Alerts

Complete Walkthrough Follow Up Forms at least weekly

Ensures program Vacancy Status Reports are maintained and up to date at all times

Submits Sysaid Tickets and Follow Up as needed

Submit all Intaact purchase orders, serve as program liaison with procurement

Avatar – enters bed assignments in real time and maintains up to date roster information, including current apartment information

Tracks Tableau for Sysaid ticket updates weekly and coordinates with Residence Manager on outstanding repairs and Sysaid tickets needing to be closed

Tracks JDrive for client rent/program fee arrears monthly and alerts Program Director and Assistant Program Director of missed rent and program fee payments

Apartment Treatment Programs – tracks Avatar and Tableau for active initial and Annual PARS. Alerts Program Director and Assistant Program Director of missing and outdated PARS

Track monthly and Alerts program on missing LPHA and PARS assessments

Avatar tracking and alerts – next of kin, emergency contact, updated client telephone numbers, Occupancy Agreements

Other duties as assigned

Qualification

TableauAvatarExcelPowerPointElectronic Health RecordsMicrosoft TeamsZoomJudgementCommunicationProblem-solvingTeamworkOrganizational skills

Required

Associates Degree with 2 years' experience or HS diploma with 5 years' experience

A minimum of two years' experience working with human services programs, preferably experience in Supportive Housing

Ability and experience in using electronic systems for tracking data and outcomes

PowerPoint

Electronic Health Records

Excel

Outlook

Microsoft Teams and Zoom

The ability to develop and maintain collaborative relationships and interface with division wide program staff

Ability to create charts including run charts, graphs

Ability to meet deadlines in fast pace environment

Knowledge of Supportive Housing systems and resources

Compassion for individuals with serious mental illness, substance use disorders, a history of trauma, and/or homelessness and the services that support stability and independent living

Compassion and respect for vulnerable individuals

Openness to approaching the work through an anti-racist lens, engaging in continuous learning, and putting that learning into practice to support our diverse resident population

The ability to stay calm in a variety of situations, some of which may be stressful

Patience and empathy for individuals on their journey to recovery

Understanding of supportive housing as an evidence based housing model for people living with serious mental illness

Communication: Conveys information clearly and concisely, both verbally and in writing; practices active listening; engages colleagues respectfully

Self-sufficiency and initiative: Assesses, initiates, and completes tasks independently; contributes to the organization's mission and division's goals; researches and pursues professional development opportunities

Interpersonal relations: Demonstrates cultural sensitivity, interacts with colleagues and professionally and respectfully

Problem-solving: Analyzes situations objectively, generates or researches solutions independently

Quality assurance: Attends to detail, follows standard operating procedures

Teamwork: Works collaboratively with team, acts as a mentor to colleagues, takes appropriate action on constructive feedback

Organizational skills: Manages time effectively; respects deadlines; prioritizes multiple, emerging, and complex demands; demonstrates flexibility

Good judgement: Manages risk and ensures accuracy and efficiency, recognizes and acts on situations requiring intervention by a supervisor or higher authority