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Office Manager in Brooklyn, New York at The Jewish Board

Date Posted: 1/18/2019

Job Snapshot

Job Description


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 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.


Brooklyn PROS Possibilities is a Personalized Recovery Oriented Program (PROS) program.  PROS is a strengths-based, person-centered recovery-oriented program that helps adults living with severe mental illness work to achieve their chosen life goals.

The Supervising Office Manager will oversee and ensure that the program’s administrative functions and operational needs are met, including billing and financial operations, facilities and maintenance, data collection and updating databases, human resources matters, supplies and ordering, and supervising clerical staff. The  Supervising Office Manager is an integral part of the hiring process for all clerical staff members. 

KEY ESSENTIAL FUNCTIONS (List the functions that are key to achieve the goals):

  • Assist Director in all areas of program administration and management.
  • Oversee facility and maintenance needs for the program.
  • Supervise clerical staff members, providing training, directing work flow, monitoring for accuracy, and addressing performance.
  • Enter program attendance/billing for services into Myavatar in a timely manner.  Run and correct billing audit reports and denials.  Maintain organized billing and work files.
  • Run necessary program reports for billing certification and census management.  Make corrections when necessary. 
  • Oversee monthly billing by utilizing EMR reports and relevant Tableau dashboards, and fixing errors.
  • 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 policies and procedures are followed.
  • Responsible for petty cash, credit card, metrocard, and other external vendor reconciliation processes.
  • Enter admissions, discharges and transfers into Netsmart  and other electronic records systems as required.
  • Communicate with the MyAvatar department and the Accounts Receivable department as needed.
  • Check Medicaid eligibility, follow up on notifications from Fiscal department, notifying the program supervisor of problems with eligibility. 
  • Resolve problems related to billing, seeking guidance as necessary from supervisors.
  • Responsible for fiscal operations of the program.  Monitor, distribute and replenish petty cash and Metrocards for the program.  Complete and submit all AP1s and follow-up with vendors and JBFCS Central Office to ensure timely payment of invoices.
  • Oversee participant ambulette transportation issues.
  • Do menu planning and food ordering for program lunch meals.
  • Manage all procedural issues around CACFP Food program, including intake forms, sign-in sheets,  and meal count reports.  Ensure accurate completion of monthly CACFP Meal Count Report.
  • Monitor and submit all Human Resources forms, including attendance, PAFs, new hire, and staff leave requests.
  • Maintain on-site personnel records and credentials for all staff.
  • Supervise the filing, scanning, and storage of case records, back-up billing documents, and all other program documentation.  Assist in creating new case records and new volumes of charts.

ADDITIONAL FUNCTIONS MAY INCLUDE (List additional functions needed to reach goals):

Oversight of facilities and/or supervision of staff members.   


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


Experience working with clients with severe mental illness and/or substance use.

Experience working as part of an interdisciplinary team.


Prior experience with electronic health records and strong knowledge of Microsoft Office.


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.


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).