Operations and Administrative Specialist

• Provide administrative support to Senior Director Program Manager Program Specialists and Care Management team.
• Assist in creating and analyzing projections of unmet client needs. Assist in creating budget projections and continual forecast spending.
• Coordinate with SBS on spending reconciliation by grant and category to match general ledger.
• Assist in maintaining records for audits preparing for audits.
• Maintain accurate client information spreadsheets and databases. Ensure client confidentiality and privacy at all times.
• Communicate with vendors.
• Communicate with clients documenting contacts in the client record.
• Apply Person Centered-Trauma Informed (PCTI) principles and practices in all client interactions.
• Support grant projects including participating in project planning and delivery of grant events within the framework of CHS socialization programming.
• Assist with coordinating transportation and attendance for social programs.
• Assist with socialization programs including set up and cleanup.
• Support the preparation editing and distribution of the socialization newsletter
• Assist with transportation of clients as needed. Conduct visits at client homes as needed.
• Participate in the JFS Security Team rotation including opening and closing procedures two days per week at Blue Ash and/or Clifton location. Participate in security meetings assist in development and implementation of security procedures. Verify personnel and visitors as needed.
• Perform other duties as assigned.

• Process all requests for payment and reimbursement for program using database software validating all requests for appropriateness and compliance.
• Prepare weekly report for import into spreadsheets and general ledger using multiple databases.
• Develop and maintain Excel spreadsheets for tracking client and financial data. Use precise accounting to manage complex budgets and funding sources in compliance with multiple grant guidelines.
• Assist with preparing for and executing audits.
• Support quarterly and annual grant reporting including logic models programmatic calendar and tracking of expenses and outcomes.
• Prepare and contribute to quarterly grant reports. Submit grant reports. Communicate grant report status with collaborative team.
• Track grant budgets in collaboration with Senior Director Program Manager and Shared Business Services (SBS).

• A minimum of an Associates degree and two years of related work experience is required Bachelors degree preferred
• Highly proficient in Microsoft Office software and Microsoft365 especially Excel.
• Experience with web-based databases videoconferencing software such as Zoom and Skype and editing PDF documents using Adobe Acrobat preferred.
• Clear and precise in both spoken and written communication with strong attention to detail. Must have excellent written and verbal communication skills in English. Bilingual in Russian and English preferred.
• Able to prioritize and schedule work efficiently work collaboratively and take direction/instruction from multiple people with asynchronous goals/schedules.
• Able to work with a diverse client population which includes older adults Holocaust survivors clients with limited English proficiency survivors of trauma and those with dementia. Knowledge of PCTI principles preferred.
• Able to use standard office equipment including a laptop computer copier mail machine and other items.
• Able to navigate office home and community environments.
• Valid drivers license plus appropriate automobile insurance as determined by our liability insurance company.
• Able to handle confidential material with discretion.
• Knowledge of Jewish community is preferred.

Required Experience:

Unclear Seniority