Office Manager (Hourly)

Jewish Board of Family and Children's Services; New York (NY); On-site; USD 65,000 - 85,000; Full time

Job summary

The Jewish Board of Family and Children's Services in New York, NY, is seeking an Office Manager for the Adult Residential Division to support program data entry, tracking outcomes, and alerts for staff. You will work closely with the Program Director and Residence Manager to ensure timely, accurate administrative operations and client entitlement processing.

You will manage fee agreements, housing-related worksheets, and Medicaid billing coordination across multiple systems, while ensuring

Qualifications

• Associate’s Degree with 2 years’ experience or HS diploma with 5 years’ experience.
• Minimum of two years’ experience working with human services programs, preferably in Supportive Housing.
• Proficient in using electronic data tracking systems.

Responsibilities

• Answer incoming phone calls and answer office doorbell as needed.
• Maintain office equipment, with Program Director approval and requests for repair and replacements as needed.
• Coordinate with JB Facilities department to ensure office emergency evacuation, fire safety and first aid plans are up to date and distributed to staff.
• CAIRS – enter and maintain all relevant information for all program clients.
• CAPS – enter and maintain all relevant information for all program clients.
• Avatar Bed Assignments – enter 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 – support 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.
• Support program providing lease status, apartment bed assignment and apartment status coordination with Real Estate and Fiscal Department as needed.

Skills

Communication

Organizational skills

Problem-solving

Teamwork

Good judgement

Interpersonal relations

Self-sufficiency and initiative

Quality assurance

Education

Associate’s Degree with 2 years’ experience or HS diploma with 5 years’ experience

Tools

PowerPoint

Excel

Outlook

Microsoft Teams

Zoom

Electronic Health Records

Job description

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 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 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. The Office Manager Position requires consistent knowledge and utilization of systems including Tableau, Avatar, Foothold, SysAid, IntakeAct, Alltrac, Microsoft Teams and Zoom.

Key Job Duties

Office Management Duties

• Answer incoming phone calls and answer office doorbell as needed.
• Maintain office equipment, with Program Director approval and requests for repair and replacements as needed.
• Coordinate 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 – enter and maintain all relevant information for all program clients.
• CAPS – enter and maintain all relevant information for all program clients.
• Avatar Bed Assignments – enter 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 – support 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.
• Support 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 – track arrears, provide monthly non‑payment alerts.
• PNA Management – liaison with Fiscal department and entitlement staff; request, process, track 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.
• Preview monthly Apartment Treatment program Medicaid Billing Review.
• Preview monthly Supported Housing and CR/SRO Medicaid billing services.
• Alert programs of monthly billing services discrepancies.
• Liaise with Fiscal Department and program regarding billing concerns and changes.

Procurement Duties

• With Program Director approval, order furniture, equipment and office and program supplies, prioritizing timely client admissions.
• Use IntakeAct 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.
• Ensure program Vacancy Status Reports are maintained and up to date at all times.
• Submit SysAid tickets and follow up as needed.
• Submit all IntakeAct purchase orders; serve as program liaison with procurement.
• Avatar – enter bed assignments in real time and maintain up‑to‑date roster information, including current apartment information.

Tracking and Monitoring Duties

• Track Tableau for SysAid ticket updates weekly and coordinate with Residence Manager on outstanding repairs and SysAid tickets needing to be closed.
• Track JDrive for client rent/program fee arrears monthly and alert Program Director and Assistant Program Director of missed rent and program fee payments.
• Apartment Treatment Programs – track Avatar and Tableau for active initial and annual PARS; alert Program Director and Assistant Program Director of missing and outdated PARS.
• Track monthly and alert 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

Knowledge and Attributes

• Develop and maintain collaborative relationships and interface with division‑wide program staff.
• Create charts including run charts, graphs.
• Meet deadlines in a fast‑paced environment.
• Know Supportive Housing systems and resources.
• Show 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.
• Show compassion and respect for vulnerable individuals.
• Approach work through an anti‑racist lens, engage in continuous learning, and put that learning into practice to support a diverse resident population.
• Stay calm in a variety of situations, some of which may be stressful.
• Show patience and empathy for individuals on their journey to recovery.
• Understand supportive housing as an evidence‑based housing model for people living with serious mental illness.

Skills

• Communication: convey information clearly and concisely, both verbally and in writing; practice active listening and engage colleagues respectfully.
• Self‑sufficiency and initiative: assess, initiate, and complete tasks independently; contribute to the organization’s mission and division’s goals; research and pursue professional development opportunities.
• Interpersonal relations: demonstrate cultural sensitivity, interact with colleagues and professionally and respectfully.
• Problem‑solving: analyze situations objectively, generate or research solutions independently.
• Quality assurance: attend to detail, follow standard operating procedures.
• Teamwork: work collaboratively with team, act as a mentor to colleagues, take appropriate action on constructive feedback.
• Organizational skills: manage time effectively; respect deadlines; prioritize multiple, emerging, and complex demands; demonstrate flexibility.
• Good judgement: manage risk and ensure accuracy and efficiency, recognize and act on situations requiring intervention by a supervisor or higher authority.

Educational / Training Required

• Associate’s Degree with 2 years’ experience or HS diploma with 5 years’ experience.
• Minimum of two years’ experience working with human services programs, preferably 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.