Job Description
Make a bigger difference
PURPOSE:
The Jewish Board's Community Behavioral Health treatment programs provide compassionate, high quality, evidence-based services to individuals and families in the communities we serve. Our staff uses a culturally competent, person centered approach to help individuals and their families develop skills and resources to improve overall functioning, to instill hope, and to strengthen resiliency. Our programs work closely with community partners to address health disparities in our neighborhoods while also celebrating the strengths and resilience of our communities.
POSITION OVERVIEW:
The Office Manager is a critical member of the CFTSS (Children and Family Treatment and Support Services) team, responsible for ensuring the smooth day-to-day operation of administrative, fiscal, and compliance functions. This position coordinates communication between internal teams and external partners, maintains essential documentation and records, oversees procurement and billing processes, and provides administrative support to leadership and staff. The Office Manager supports the Director in ensuring operations align with Jewish Board policies, OMH regulations, and applicable funding requirements.
KEY ESSENTIAL FUNCTIONS:
• Design and maintain monitoring systems, including spreadsheets, to track all CFTSS activities, such as staff rosters, client movements, admissions, discharges, service and group rosters, billing notes, budgeting, and overall client activities.
• Create and maintain CFTSS episodes in MyAvatar upon client admission through discharge.
• Track deadlines for treatment plans and clinical assessments; notify staff of upcoming due dates.
• Prepare, reconcile, and maintain petty cash, P-Cards (BOA) adhering to agency and division policy.
• Inventory, prepare, reconcile, and maintain, MetroCards, vendor invoices, purchase orders and supply requests through Inacct for both program and client needs, adhering to agency and division policy.
• Submit PAFs, schedules, other payroll documentation timely in collaboration with HR and Fiscal.
• Conduct periodic audits of billing and data entry for accuracy and compliance with CFTSS and OMH requirements.
• Assist in preparation for audits and ensure maintenance of regulatory compliance (Jewish Board, OMH, Medicaid, etc.).
• Regulatory Awareness, stay informed about applicable regulations to ensure program operations remain compliant with CFTSS and agency standards
• Archiving and storage of electronic clinical and billing records.
• In a prescribed biweekly visits sort and distribute mail
• Manage routine correspondence and document handling, electronically and manually.
• Provide secretarial support to the Director and other management staff, including handling confidential matters.
• Support outreach to collateral programs and partners to facilitate client care.
• Support onboarding of new staff, including ordering technology and facilitating enrollment in required trainings.
• Perform general clerical duties and support functions as assigned.
CORE COMPETENCIES for the position include:
• Strong attention to detail and record keeping
• Team player who functions well in a multi-disciplinary team environment
• Reliability and discretion
• Adaptability
• Communication, negotiation and relationship-building skills.
• Organizational skills.
• Time Management
• Problem solving skills
• Initiative, willingness to learn new skills
EDUCATIONAL/TRAINING REQUIRED:
• High School Diploma plus 6-years of relevant work experience OR Bachelor's degree plus 3-years of relevant work experience
EXPERIENCE REQUIRED/LANGUAGE PREFERENCE:
• Previous experience with medical billing and electronic case record keeping,
• Strong computer skills (word, excel, databases, etc)
• Strong managerial skills
• Aptitude with numbers,
• Bilingual (English/Spanish or other) preferred.
COMPUTER SKILLS REQUIRED:
• Working knowledge of Microsoft Office,
• Ability to learn electronic health records and other software as required
VISUAL AND MANUAL Dexterity:
• Able to read/input data and documents, including spreadsheets, reports and Electronic Health Records in printed form and on computer screens.
• Able to input data into the Electronic Health Record.
• Limited applications of manual dexterity and hand-eye coordination.
WORK ENVIRONMENT/PHYSICAL EFFORT
This is a hybrid role which requires some travel throughout the Bronx. Candidate must have the ability to lift 25lbs for the purpose of working with inventory and other household items. To perform the essential functions of this job, the candidate is routinely required to sit for a good portion of the workday.
If you join us, you'll have these great benefits:
• Generous paid time off in addition to paid agency holidays and 15 sick days
• Affordable and high-quality medical/dental/vision plans
• Tuition assistance and educational loan forgiveness
• Free continuing education opportunities
• 403(b) retirement benefits and a pension
• Flexible spending accounts for health and transportation
• 24/7 Accessible Employee Assistance Program
• Life and disability insurance
• Diversity, equity, and inclusion working groups that are available for you to join, including Confronting Structural Racism (COR), Coalition Against Anti-Semitism (CAAS), and the LGBTQ Steering Committee
Who we are:
The Jewish Board delivers innovative, high-quality, and compassionate mental health and social services to over 45,000 New Yorkers each year. We are unique in serving everyone from infants and their families to children, teens, and adults. We are proud to employ and serve people of all religions, races, cultural backgrounds, gender expressions, and sexual orientations. We are committed to building diverse, equitable, and inclusive teams to help support our mission, and we strongly encourage candidates from historically marginalized backgrounds to apply to work with us.
More on Equal Opportunity:
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.