Office Manager

OverviewJoin to apply for the Office Manager role at Jewish Board of Family and Children's Services.Purpose: The Jewish Board’s Adult Residential Division supports adults with serious and persistent mental illness to live in the community with as much independence as possible. Using a non-judgmental, harm-reduction approach, staff model and guide residents to create and meet personalized recovery goals, develop independent living skills, and live in a healthy and secure manner. Our work is guided by principles that underscore the critical importance of stable housing, use a culturally competent and anti-racist lens, and respect the dignity and legitimacy of each individual’s journey.Position Overview: The Jewish Board Adult Residential Services division depends on the Office Manager to perform a variety of program administrative and operation’s needs. The Office Manager supports the program by actively understanding, using and updating internal and external applications and systems. The Office Manager enters required data, tracks and monitors outcomes, and provides alerts and reminders to program staff ensuring program information is accurately maintained and up to date at all times. The Office Manager works closely with the Program Director, Assistant Program Director and Residence Manager to ensure the program is consistent and timely with administrative and operational requirements. The Office Manager also works directly with clients assisting with entitlement applications and follow up, timely OTDA applications, completing forms and agreements related to program fee and rent payments with clients. The Office Manager Position requires consistent knowledge and utilization with systems including Tableau, Avatar, Foothold, Sysaid, Intaact, Alltrac, Microsoft Teams and Zoom.Key Job DutiesOffice Management DutiesAnswer 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.Client Services Support DutiesCAIRS – enters and maintains all relevant information for all program clientsCAPS – enter and maintains all relevant information for all program clientsAvatar Bed Assignments – enters data and maintain real time information. Crosswalk census tableau dashboard for accuracy.Avatar – Enter client Medicaid numbers and track monthlyComplete 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.Fiscal Support DutiesProgram Fee/ Rent Collection – tracking arrears, provide monthly nonpayment alertsPNA 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 overspendingPreviews monthly Apartment Treatment program Medicaid Billing ReviewPreviews monthly Supported Housing and CR/SRO Medicaid billing servicesAlerts programs of monthly billing services discrepancies.Liaisons with Fiscal Department and program regarding billing concerns and changes.Procurement DutiesWith 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 departmentData Entry DutiesHUD Programs - Foothold Data timely entry as required, liaison with HMIS AdministratorMonthly Walkthrough completion Tracking and AlertsComplete 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 neededSubmit 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.Tracking and Monitoring DutiesTracks 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 AgreementsOther duties as assigned.Fundamental CompetenciesThe successful candidate will demonstrate the following:Knowledge and AttributesThe ability to develop and maintain collaborative relationships and interface with division wide program staff.Ability to create charts including run charts, graphsAbility to meet deadlines in fast pace environmentKnowledge of Supportive Housing systems and passion for individuals with serious mental illness, substance use disorders, a history of trauma, and/or homelessness and the services that support stability and independent livingCompassion 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.SkillsCommunication: 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 terpersonal relations: Demonstrates cultural sensitivity, interacts with colleagues and professionally and respectfully.Problem-solving: Analyzes situations objectively, generates or researches solutions independentlyQuality assurance: Attends to detail, follows standard operating procedures.Teamwork: Works collaboratively with team, acts as a mentor to colleagues, takes appropriate action on constructive anizational 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.Educational / Training RequiredAssociates 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 puter Skills RequiredAbility and experience in using electronic systems for tracking data and outcomesPowerPointElectronic Health RecordsExcelOutlookMicrosoft Teams and ZoomWork Environment / Physical EffortThis is an Onsite positionWe are an equal opportunity employer that does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, marital status, veteran status, or any other status protected by applicable federal, state, or local law.Note: This refined description preserves the essential content and structure while removing repetitive boilerplate, consolidating sections, and ensuring proper HTML semantics with allowed tags. #J-18808-Ljbffr

Created: 2025-10-06