Office Manager (Hourly)

The Jewish Board

Office Manager for Genesis DV Program

The Jewish Board's Youth and Family Division supports domestic violence survivors and their family members. Using a non-judgmental, trauma-informed approach, staff guide the residents to create and meet personalized recovery goals, to stabilize their families, to develop independent living skills, and to plan effectively to be able to live in a healthy and secure manner. Our work is guided by principles that emphasize the critical importance of safe and stable housing, utilize a culturally competent and anti-racist lens, and respect the dignity and legitimacy of each individual's journey.

The Office Manager for the Genesis DV Program plays a pivotal role in ensuring the smooth and efficient operation of a trauma-informed domestic violence program serving survivors and their families. This position is responsible for a wide range of administrative, operational, and financial tasks that support both the program's mission and daily functioning. The Office Manager oversees office systems, billing, and information management, and provides direct support to program leadership. This role requires strong organizational skills, attention to detail, and the ability to prioritize and adapt in a dynamic environment.

Key Responsibilities

Program Operations & Support

Oversee daily workflow for porters, clerical staff, cleaning crew, and other appointed personnel; manage changes in assignments as needed.
Supervise and coordinate the cleaning crew to ensure all areas of the facility meet health, safety, and program standards.
Serve as the primary administrative support for the Program Director and management team, handling confidential matters with discretion.
Act as liaison between Genesis DV Program and Facilities, IT, and external vendors to ensure timely resolution of site needs.
Maintain and submit Dayforce Schedules as well as Personnel Action Forms (PAFs) and HR-related documentation promptly.

Billing & Financial Management

Monitor and reconcile Inventory, LYFT Account, P Cards, Petty Cash, and Metro Cards monthly, ensuring accuracy and accountability.
Oversee daily census and ensure strict adherence to agency billing policies and procedures.
Track and report on program expenditures including grants, supplies, inventory, and vendor invoices.
Complete billing reports for submission monthly.

Information Management & Sorting

Implement and maintain an inventory tracking system for program supplies, which will enable an ongoing review of purchase and distribution patterns to both clients and staff.
Organize, sort and archive program documentation, including confidential client records, billing statements, and compliance paperwork.
Maintain forecasted weekly schedules in Dayforce and ensure accurate data entry across all required systems.
Oversee the operations of information technology, including troubleshooting, repairs, and installation.

Compliance & Quality Assurance

Ensure all administrative processes comply with regulatory bodies and Jewish Board standards.
Support program leadership in workflow management and quality improvement initiatives.
May perform tasks typically assigned to subordinates as needed to maintain program continuity.

Client & Community Engagement

Build positive relationships with clients, staff, and community partners.
Support program events, outreach, and communication efforts, including sorting and distributing information to relevant stakeholders.

Other Duties

Complete F-01, W-07 and S-95 fire certification training within 90 days of hire.
Assist the administrative team with ad hoc assignments and program related initiative as delegated by the program director, maintaining accuracy and efficiency in all support functions.

Core Competencies

Strong self-motivation and initiative; able to work independently and as part of a team.
Excellent verbal and written communication skills.
Exceptional attention to detail and organizational ability.
Ability to prioritize tasks and maximize efficiency.
Solution-focused, adaptable, and creative in addressing challenges.
Leadership skills for new projects and process improvements.
Compassion and respect for vulnerable individuals.

Educational Requirements: Highschool diploma with experience as an office manager or administration. Associate degree or bachelor's degree with relevant degree preferred.

Experience/Language Preferred: 2 years' administrative experience preferred. Bilingual/Spanish Speaking Preferred.

Additional Qualifications Needed: Willingness to work with a population who have survived the trauma of Domestic Violence population, many with experiences of homelessness, mental illness, and substance use. Patience and understanding for the sometimes-slow process of stabilization and recovery.

Computer Skills Required: Familiarity with working in Windows environment. Ability and willingness to learn new systems and application software.

Visual and Manual Dexterity: Engage in physical activities with the residence. Ability to read paper and electronic documents. Ability to perform data entry into various computer programs as needed.

Work Environment/Physical Effort: Ability visits residents in apartments or to escort residents in the community. Ability to lift 25 pounds. Ability to walk upstairs in the shelter and community buildings.

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

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.