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.
• Completes Fee Agreements and Supported Housing Utility Worksheets upon admission, upon income changes and annually for all clients.
• Entitlements – supports 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.
• Supports program providing lease status, apartment bed assignment and apartment status coordination with Real Estate and Fiscal Department as needed.

Fiscal Support

• Program Fee/ Rent Collection – tracking arrears, provide monthly nonpayment alerts.
• PNA Management - liaison with Fiscal department and entitlement staff.
• Request, process, track and 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.
• Previews monthly Apartment Treatment program Medicaid Billing Review.
• Previews monthly Supported Housing and CR/SRO Medicaid billing services.
• Alerts programs of monthly billing services discrepancies.
• Liaisons with Fiscal Department and program regarding billing concerns and changes.

Procurement

• With Program Director approval, orders furniture, equipment and office and program supplies, prioritizing timely client admissions.

Data Entry

• HUD Programs - Foothold Data timely entry as required, liaison with HMIS Administrator.
• Monthly Walkthrough completion.
• Tracking and Alerts Complete Walkthrough Follow Up Forms at least weekly.
• Serves as program liaison with procurement.

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.
• Apartment Treatment Programs – tracks Avatar and Tableau for active initial and Annual PARS.
• Alerts Program Director and Assistant Program Director of missing and outdated PARS.
• Track monthly and Alerts program on missing LPHA and PARS assessments.
• Avatar tracking and alerts – next of kin, emergency contact, updated client telephone numbers, Occupancy Agreements

Qualifications

• 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 Housing.

Computer Skills

• Ability and experience in using electronic systems for tracking data and outcomes.
• PowerPoint.
• Electronic Health Records.
• Excel.
• Outlook.
• Microsoft Teams and Zoom.