Supervising Office Manager

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 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:

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 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.

PROGRAM DESCRIPTION:

The Mount Eden Bronx PROS program offers recovery-oriented and rehabilitation services for individuals 18 years of age and older who are living with mental illness. Participants develop personalized recovery plans to realize life role goals and integrate into the community. The program utilizes evidence-based practices, person-centered individual and group services, and optional vocational and clinical services to assist participants in achieving their goals.

POSITION OVERVIEW: The Office Manager is the Senior Clerical support person for an office who will direct the work of all other clerical staff members and will function as the Secretary for the department’s senior management. Handle all sensitive or confidential material.

RESPONSIBILITIES Include but not limited to:

• Supervise the department’s clerical work-flow
• Supervise all clerical staff members and provide training
• Perform regular evaluations and recommend promotions or changes of assignments
• The Office Manager is an integral part of the hiring process for all clerical staff members Recommend candidate selection
• Oversee and track all Managed Care Authorizations. Oversee Medicaid ineligibility report and work with staff to obtain active benefits for all. Oversee fee processing and 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 Division director and other management staff members, especially in confidential matters
• Monitor, distribute and replenish the petty cash for the division
• Verify accuracy and prepare weekly attendance sheets for the Director’s approval
• Submit all status forms/PAFs and pay documents for the division in a timely manner
• Become acquainted with appropriate OSHA and other safety regulations and ensure that such requirements are met
• Order supplies for the facility
• Oversee CACFP Food program including: ordering food, maintaining and submitting records for audits, training, and supervising the cook
• Oversee EMR record keeping, complete accurate timely billing monthly (including running reports, and fixing errors)
• Maintain monthly reports including: PROS Levels and add on’s, discharge/admission, expenses report, staff vacancy report, staff credentials, etc.
• May be called upon to perform any of the tasks normally associated with his/her subordinates.
• Run daily reports; Verify Batch Reports and Weekly Deposits; Weekly Certification
• Other duties as assigned
  
  

CORE COMPENTENCIES for the position include:

• Basic experience with PC capabilities, and a strong attention to detail and record keeping.
• Organizational skills
• Team player who functions well in a multi-disciplinary team environment
• Reliability and discretion
• Adaptability
• Time Management
• Problem solving skills
• Initiative
  
  

EDUCATIONAL /TRAINING REQUIRED:

• Some college education required; BA preferred. Minimum of three years of related work experience, including supervision.
  
  

EXPERIENCE REQUIRED / LANGUAGE PREFERENCE:

• Experience interacting with individuals receiving mental health or substance use services
• Experience in customer service and/or working as part of an interdisciplinary team
• Spanish language proficiency strongly preferred
  
  

COMPUTER SKILLS REQUIRED:

• Prior experience with electronic health records
• Strong proficiency using Microsoft Office
  
  

VISUAL AND MANUAL DEXTERITY :

• The candidate should be able to read paper and electronic documents and perform significant data entry into various computer programs
• Manual dexterity and hand-eye coordination to operate office equipment
  
  

WORK ENVIRONMENT / PHYSICAL EFFORT:

• The offices at Jewish Board are accessible in accordance with the ADA. To perform the essential functions of this job, the candidate is routinely required to sit (80% of the time) and stand (20% of the time).
• Noise level is consistent with levels usually present in an office, education, rehabilitation, or health related environment.
  
  

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.

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