Office Manager (Hourly)

The Jewish Board•New York, NY

3d•Onsite

About The Position

The Jewish Board Adult and Family Residential services division supports residents living with serious mental illness to remain stably housed in the community, with as much independence as possible. Using a non-judgmental, trauma-informed approach, staff guide residents to create and meet personalized recovery goals, to stabilize their mental health, to develop independent living skills, and to plan effectively to be able to live in a healthy and secure apartment in the community. Our work is guided by principles that emphasize the critical importance of safe and stable housing, utilize a culturally competent and anti-racist lens, and respect the dignity and legitimacy of each individual’s journey. 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 providing alerts and reminders to programs 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 Outlook, Tableau, PowerPoint, Excel, Avatar, Foothold, Sysaid, Intaact, Alltrac, Microsoft Teams and Zoom.

Requirements

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

Nice To Haves

Bilingual preferred

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.