Job description

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:
Through ownership and stewardship, we create, maintain and provide quality physical environments that support living, learning and working for people with developmental and mental health diagnoses, in a cost-effective manner, helping to ensure the present and future wellbeing of our clients and workforce.

Position Overview:
This position plays a pivotal role in the Facilities Management team as a key support member multitasking on several fronts resulting in increased overall departmental performance accountability and efficiency.

KEY ESSENTIAL FUNCTIONS:

• Assist and support HQ facility personnel.
• Collaboratively interfaces with Real Estate, Procurement and programs.
• Fills in for other Facility Support Staff as required.

CORE RESPONSIBILITIES include are but not limited to:

• Process all facilities related invoices/fines/violations through Intacct for payment.
• Maintain capital project files.
• Open and close all agency Con Ed and National Grid accounts. Troubleshoot problems with Con Ed/National Grid (turn off notices, etc.).
• Process paperwork to renew annual flood insurance.
• Process paperwork to renew annual food service permits.
• Request and Maintain files for, certificates of insurance (COI),
• Maintain and update Excel spreadsheets for vetted vendors.
• Report and create file for each agency vehicle accident, supply FOJP insurance with info on each accident coordinate collision repairs with program and FOJP, send insurance checks to Fiscal.
• Procure necessary documentation from programs as needed.
• Review and Process facilities related invoices, ensuring no excessive billing by communicating with Regional Managers or Supervisor.
• Review monthly, quarterly, semiannual and annual inspections insuring they are being conducted on a timely basis.
• Enter facilities purchase requests.
• Maintain spreadsheets for summonses, Invoices, vendors, capital projects and more.
• Completes other special projects and tasks as assigned and in a timely manner.
• Maintains Departmental central Record filing and data base, Insurance records.
• Supplies mail room support as needed.

Requirements:

• Self-starter & motivated
• Exceptional organizational skills
• Computer literate and proficient in MS Word, Excel and Outlook
• Quick learner
• Strong written, verbal and interpersonal skills
• H.S diploma, GED or 3 years equivalent experience.

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.

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