Office Manager (Hourly)

PURPOSE:The Jewish Boards Adult Residential Division supports adults with serious and persistent mental illness to live in the community with as much independence as 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 individuals OVERVIEW:The Jewish Board Adult Residential Services division depends on the Office Manager to perform a variety of program administrative and operations 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 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 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 DutiesAnswer Incoming phone calls and answer office doorbell as office equipment with Program Director approval and requests repair and replacements as 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 DutiesCAIRS enters and maintains all relevant information for all program clientsCAPS enter and maintains all relevant information for all program clientsAvatar Bed Assignments enters data and maintain real time information. Crosswalk census tableau dashboard for Enter client Medicaid numbers and track monthly Complete Fee Agreements and Supported Housing Utility Worksheets upon admission upon income changes and annually for all supports case management and clients with entitlement applications and follow up programs - Coordinate completion of LOS reports with Program Director Track and alert LOS report due program providing lease status apartment bed assignment and apartment status coordination with Real Estate and Fiscal Department as Support DutiesProgram Fee/ Rent Collection tracking arrears provide monthly nonpayment alertsPNA Management - liaison with Fiscal department and entitlement staff. Request process track and client personal needs food and clothing distribute reconcile and replenish program petty cash. Ensure program credit cards are securely locked in program program OTPS spending in excel reflecting Fiscal Year budget provide alerts to PD if program is overspendingPreviews monthly Apartment Treatment program Medicaid Billing Review Previews monthly Supported Housing and CR/SRO Medicaid billing services Alerts programs of monthly billing services with Fiscal Department and program regarding billing concerns and DutiesWith Program Director approval orders furniture equipment and office and program supplies prioritizing timely client Intaact system for all purchases and serve as liaison with procurement departmentData Entry DutiesHUD Programs - Foothold Data timely entry as required liaison with HMIS AdministratorMonthly Walkthrough completion Tracking and AlertsComplete Walkthrough Follow Up Formsat least program Vacancy Status Reports are maintained and up to date at all Sysaid Tickets and Follow Upas needed Submit all Intaact purchase orders serve as program liaison with enters bed assignments in real time and maintains up to date roster information including current apartment and Monitoring DutiesTracks Tableau for Sysaid ticket updates weekly and coordinates with Residence Manager on outstanding repairs and Sysaid tickets needing to be JDrive for client rent/program fee arrears monthly and alerts Program Director and Assistant Program Director of missed rent and program fee Treatment Programs tracks Avatar and Tableau for active initial and Annual PARS. Alerts Program Director and Assistant Program Director of missing and outdated monthly and Alerts program on missing LPHA and PARS tracking and alerts next of kin emergency contact updated client telephone numbers Occupancy AgreementsOther duties as CompetenciesThe successful candidate will demonstrate the following:Knowledge and Attributes The ability to develop and maintain collaborative relationships and interface with division wide program to create charts including run charts graphsAbility to meet deadlines in fast pace environmentKnowledge of Supportive Housing systems and for individuals with serious mental illness substance use disorders a history of trauma and/or homelessness and the services that support stability and independent livingCompassion and respect for vulnerable to approaching the work through an anti-racist lens engaging in continuous learning and putting that learning into practice to support our diverse resident ability to stay calm in a variety of situations some of which may be stressful. Patience and empathy for individuals on their journey to of supportive housing as an evidence based housing model for people living with serious mental : Conveys information clearly and concisely both verbally and in writing; practices active listening; engages colleagues -sufficiency and initiative: Assesses initiates and completes tasks independently; contributes to the organizations mission and divisions goals; researches and pursues professional development relations: Demonstrates cultural sensitivity interacts with colleagues and professionally and respectfully. Problem-solving: Analyzes situations objectively generates or researches solutions independentlyQuality assurance: Attends to detail follows standard operating : 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 / 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 SKILLS REQUIRED: Ability and experience in using electronic systems for tracking data and outcomesPowerPointElectronic Health RecordsExcelOutlookMicrosoft Teams and ZoomWORK ENVIRONMENT / PHYSICAL EFFORTThis is an Onsite position