Jewish Board of Family and Children's Services
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, using a culturally competent and anti‑racist lens, and respecting 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 program 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 position requires consistent knowledge and utilisation 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.
Maintain office equipment; with Program Director approval, request 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
Enter and maintain all relevant information for all program clients in CAIRS.
Enter and maintain all relevant information for all program clients in CAPS.
Enter data and maintain real‑time information for Avatar Bed Assignments; cross‑walk census tableau dashboard for accuracy.
Enter client Medicaid numbers in Avatar and track monthly.
Complete Fee Agreements and Supported Housing Utility Worksheets upon admission, upon income changes and annually for all clients.
Support case management and clients with entitlement applications and follow‑up needs.
Coordinate completion of LOS reports with Program Director, track and alert LOS report due dates.
Assist in program providing lease status, apartment bed assignment and apartment status coordination with Real Estate and Fiscal Department as needed.
Fiscal Support Duties
Track program fee/rent collection; track arrears and provide monthly nonpayment alerts.
Manage PNA Liaison with Fiscal department and entitlement staff; request, process, track and handle 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 Program Director 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 service discrepancies.
Serve as liaison 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 Intaact system for all purchases and serve as liaison with procurement department.
Data Entry Duties
Enter HUD programs Foothold data timely as required; liaison with HMIS Administrator.
Complete monthly walkthrough 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 Intaact purchase orders; serve as program liaison with procurement.
Enter bed assignments in real time and maintain up‑to‑date roster information in Avatar, 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.
Track Avatar and Tableau for Avatar and Tableau for apartment treatment programs’ 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.
Track Avatar for next of kin, emergency contact, updated client telephone numbers, occupancy agreements.
Perform 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.
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.
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: 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 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
Associate’s 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.
Seniority Level
Mid‑Senior level
Employment Type
Full‑time
Job Function
Administrative
Industries
Mental Health Care
#J-18808-Ljbffr
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 program 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 position requires consistent knowledge and utilisation 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.
Maintain office equipment; with Program Director approval, request 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
Enter and maintain all relevant information for all program clients in CAIRS.
Enter and maintain all relevant information for all program clients in CAPS.
Enter data and maintain real‑time information for Avatar Bed Assignments; cross‑walk census tableau dashboard for accuracy.
Enter client Medicaid numbers in Avatar and track monthly.
Complete Fee Agreements and Supported Housing Utility Worksheets upon admission, upon income changes and annually for all clients.
Support case management and clients with entitlement applications and follow‑up needs.
Coordinate completion of LOS reports with Program Director, track and alert LOS report due dates.
Assist in program providing lease status, apartment bed assignment and apartment status coordination with Real Estate and Fiscal Department as needed.
Fiscal Support Duties
Track program fee/rent collection; track arrears and provide monthly nonpayment alerts.
Manage PNA Liaison with Fiscal department and entitlement staff; request, process, track and handle 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 Program Director 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 service discrepancies.
Serve as liaison 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 Intaact system for all purchases and serve as liaison with procurement department.
Data Entry Duties
Enter HUD programs Foothold data timely as required; liaison with HMIS Administrator.
Complete monthly walkthrough 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 Intaact purchase orders; serve as program liaison with procurement.
Enter bed assignments in real time and maintain up‑to‑date roster information in Avatar, 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.
Track Avatar and Tableau for Avatar and Tableau for apartment treatment programs’ 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.
Track Avatar for next of kin, emergency contact, updated client telephone numbers, occupancy agreements.
Perform 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.
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.
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: 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 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
Associate’s 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.
Seniority Level
Mid‑Senior level
Employment Type
Full‑time
Job Function
Administrative
Industries
Mental Health Care
#J-18808-Ljbffr