Office Manager (Hourly)

Office Management

Maintains office equipment, with Program Director approval and requests repair and replacements as needed.

Carefully coordinates 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

• Supports case management and clients with entitlement applications and follow up needs.
• Enters and maintains all relevant information for all program clients in CAIRS and CAPS.
• Tracks and alerts LOS report due dates for DMH programs.
• Supports program providing lease status, apartment bed assignment and apartment status coordination with Real Estate and Fiscal Department as needed.

Fiscal Support

• Tracks and provides monthly nonpayment alerts for Program Fee/Rent Collection.
• Liaises with Fiscal department and entitlement staff for requesting, processing, tracking and client personal needs, food and clothing allowances.
• Maintains and distributes program petty cash, ensures program credit cards are securely locked in program safe.
• Monitors, reconciles and replenishes program OTPS spending in Excel reflecting Fiscal Year budget, provides alerts to PD if program is overspending.
• Previews monthly Apartment Treatment program Medicaid Billing Review, Supported Housing and CR/SRO Medicaid billing services, alerts programs of monthly billing services discrepancies.
• Liaises with Fiscal Department and program regarding billing concerns and changes.

Procurement

• Orders furniture, equipment and office and program supplies, prioritizing timely client admissions with Program Director approval.
• Serves as liaison with procurement department for all purchases.

Data Entry

• Timely entry of HUD Programs data in Foothold, liaises with HMIS Administrator for monthly walkthrough completion.
• Completes monthly Walkthrough Follow Up Forms at least weekly.
• Serves as program liaison with procurement for Intaact purchase orders.
• Enters bed assignments in real time and maintains up to date roster information, including current apartment information in Avatar.

Tracking and Monitoring

• Tracks Tableau for Sysaid ticket updates weekly and coordinates with Residence Manager on outstanding repairs and Sysaid tickets needing to be closed.
• Tracked JDrive for client rent/program fee arrears monthly and alerts Program Director and Assistant Program Director of missed rent and program fee payments.
• Tracks monthly and Alerts program on missing LPHA and PARS assessments in Avatar.

Other Duties

• Performs other duties as assigned.