Office Manager (Hourly)

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 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 Tableau, Avatar, Foothold, Sysaid, Intaact, Alltrac, Microsoft Teams and Zoom.

   KEY JOB DUTIES:

Office Management Duties

• 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. 

Client Services Support Duties 

• 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.

Fiscal Support Duties 

• 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.

Procurement Duties  

• 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

Data Entry Duties 

• 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.

Tracking and Monitoring Duties

• 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.

Fundamental Competencies

The successful candidate will demonstrate the following:

Knowledge and Attributes

• 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.

Skills

• 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.

EDUCATIONAL / TRAINING 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.

COMPUTER SKILLS REQUIRED:

• Ability and experience in using electronic systems for tracking data and outcomes
• PowerPoint
• Electronic Health Records
• Excel
• Outlook
• Microsoft Teams and Zoom

WORK ENVIRONMENT / PHYSICAL EFFORT

• This is an Onsite position

We 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.