Office Manager (Hourly

97-77 Queens Blvd, Rego Park, NY 11374, USA

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.

The Jewish Board Adult Residential Services division depends on the Office Manager to perform a variety of program administrative and operational 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 provides alerts and reminders to program staff to ensure 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.

• Answer incoming phone calls and answer office doorbell as needed.
• Maintain office equipment, with Program Director approval and 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.

• CAIRS – enters and maintains all relevant information for all program clients.
• CAPS – enters 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 – 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.

• Program Fee/Rent Collection – tracking arrears, provide monthly nonpayment alerts.
• PNA Management – liaison with Fiscal department and entitlement staff. Request, process, track and manage 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 service discrepancies.
• Liaison with Fiscal Department and program regarding billing concerns and changes.

• 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.

• HUD Programs – Foothold data timely entry as required, liaison with HMIS Administrator.
• Monthly walkthrough completion tracking and alerts.
• Complete…