Office Manager

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.

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.

• 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.

• 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.

• 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.

• 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.

• 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…