Office Manager

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 rep