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Office Manager in Brooklyn at The Jewish Board

Date Posted: 4/4/2018

Job Snapshot

Job Description

OVERVIEW: The Office Manager is a non-clinical staff member who is responsible for managing client 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. 

KEY ESSENTIAL FUNCTIONS 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 btwn participants and clinical staff. 
  • Take minutes at all ACT meetings and  prepare for review, edit, and approval by Clinical Director before distribution to Clinical staff.
  • Manage the department’s daily team schedule on paper and in the EHR.
  • Manage clerical work-flow.
  • 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 Clinical director and other management staff members, especially in confidential matters.
  • Monitor, distribute and replenish the petty cash for the division.
  • ubmit 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.
  • Order supplies for the program.
  • May be called upon to perform any of the tasks normally associated with that of a clerical position.
  • Other duties as assigned.

Job Requirements

  • Some college education required; BA preferred.
  • Minimum of three years of related work experience, including some supervision.
  • Strong knowledge of PC based office automation products required, especially Word and Excel.