Office Manager - The Jewish Board of Children and Family Services

Make a bigger difference

At The Jewish Board, we don't just make a difference - we make a bigger difference as we serve 45,000 New Yorkers every year

Join our dedicated team that's been helping communities across New York City for almost 150 years and see just how big of a difference you can make.

Reasons you'll love working with us:

• If you have a particular age range or population you're interested in working with, you can find your niche here

  Our clients and staff are as diverse as the city we work in, and include people of all cultures, religions, races, gender expressions, and sexual orientations.

• We're committed to supporting your career development by encouraging mobility and advancement across different program types and jobs

• With 70 locations throughout the five boroughs, you can work close to where you live.

• Generous vacation time and 15 paid holidays will help you achieve a healthy work/life balance.

• We offer an excellent benefits package with affordable, high-quality health and dental insurance with low co-pays

• You'll receive ongoing support through high-quality supervision, specialized trainings from our Continuing Education team, and an education benefit

How you can make a bigger difference:

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 use a culturally affirming, 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 resiliency of our communities.

The ACT Office Manager is a non-clinical staff member who is responsible for managing medical records; operating and coordinating the management information system; maintaining accounting and budget records for recipient and program expenditures; and performing reception activities (e.g., triaging calls and coordinating communication between the program and recipients)

As a part of the aforementioned responsibilities, s/he will also handle all sensitive and/or confidential material that is managed as a part of the position and discussed at team meetings

The Office Manager reports to the Director/Team Leader

Some responsibilities include, but are not limited to:

• Attend all daily meetings with the ACT team and be prepared to report on-call activity of clients
• Triaging calls and coordinating communication between participants and clinical staff
• Responsible for the Monthly Medicaid Billing
• Handle routine correspondence

• Assist with the organization and filing of Petty Cash Funds, Metro Cards, P-Card Receipts and Vendor Invoices

• Order and distribute supplies for the program.

• Open, sort, and distribute mail

• Take minutes at all ACT meetings and prepare for review, edit, and approval by ACT Director/Team Leader before distribution to staff.
• Oversee fee processing and work closely with fiscal, purchasing, and facilities to ensure that agency's practice is being adhered to.
• Conduct periodic audits of all data entry performed to ensure accuracy and also to determine that staff understands all procedures associated with such processes.
• Provide secretarial support to the Director/Team Leader and other management staff members, especially in confidential matters.
• Monitor, distribute and replenish the petty cash for the division.
• Submit all status forms/PAFs and pay documents for the division in a timely manner.
• Become acquainted with appropriate Jewish Board, ACT, OMH and other regulations and ensure that such requirements are met.

• Oversee archiving and storage of clinical case records and billing documentation

• Assist in preparing for audits and in mailing out requests for information, as directed
• May be called upon to perform any of the tasks normally associated with that of a clerical position.

• Other duties as assigned

Qualifications:

The Jewish Board is currently looking for talented individuals of all cultures, religions, races, and gender expressions with the following qualifications:

• High School Diploma plus 6-years of relevant work experience OR Bachelor's degree plus 3-years of relevant work experience.

If you join us, you'll have these great benefits:

• Generous vacation time, 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 respect diversity and accordingly are an equal opportunity employer that does not discriminate on the basis of race, color, creed, religion, national origin, alienage, citizenship status, age, disability, sex, gender, gender identity or expression (including transgender status), sexual orientation, marital status, partnership status, veteran status, genetic information, or any other status protected by applicable federal, state, or local law.

This applies with respect to recruiting, hiring, placement, promotion, transfer, training, compensation, termination, assignments, benefits, employee activities, access to facilities and programs, and all other terms and condition of employment as well as general treatment during employment.

We will endeavor to make a reasonable accommodation to the known physical or mental limitations of qualified employees with disabilities, without regard to any protected classifications, unless the accommodation would impose an undue hardship on the operation of our business

Any employees who need assistance to perform their job duties because of a physical or mental condition should contact human resources.

Other details

• Job Family Program Administration [500s]
• Job Function Managers
• Pay Type Hourly
• Employment Indicator 8810 - Clerical Office Employees NOC
• Min Hiring Rate $24.18

Minimum Salary: 16 Maximum Salary: 24.18 Salary Unit: Hourly