Associate Director-AT530101

JOB SUMMARY:

Under the general supervision of the Program Director or designee and the guidelines provided by HRA provides program and administrative oversight for activities of the Program. The Supervisor is responsible for monitoring and controlling personnel front desk concierges and program operations to accomplish team agency and program goals. Establishes and maintains systems to ensure that program operations meet or exceed agency and regulatory guidelines. Oversee the provision of crisis intervention services to participants 24 hours a day seven days a week.

ESSENTIAL JOB FUNCTIONS: List all essential job duties. (To perform this job successfully an individual must be able to perform each essential duty listed satisfactorily with or without a reasonable accommodation. Reasonable accommodations may be made to enable qualified individuals with a disability to perform the essential duties unless this causes undue hardship to the agency.

Provides oversight of Front Desk Staff:

1. Oversee program operations and day to day program activities intake and screening activities of front desk concierge to ensure that tenants are secure in the program and that operations are running adequately.
2. Supervises the operations of the program and includes consideration of the clients cultural and ethnic background customs needs beliefs and primary language
3. Supervises the development of data records and/or reports as requested and required by agency and/or regulatory policies.
4. Immediately reports serious incidents allegations of abuse (including the reporting of child abuse or neglect) or sensitive situations and completes incident reports in accordance with applicable agency and regulatory policies.
5. Regularly provides individual and group supervision team meetings case conferences inservice training and other staff development activities.

Direct and Supervise Personnel:

1. Ensures that all positions are filled as expeditiously as possible. Participates in the recruitment selection orientation and ongoing training of staff.
2. Establishes and maintains work schedules in accordance with agency policy. Responsible for managing the completion of time clock edits and related time and attendance reporting of staff within the guidelines and deadlines established by the Human Resources Department.
3. Responsible for performance management of staff provides regular feedback to supervisees both orally and in writing invoking the disciplinary process as needed.
4. Holds periodic staff meetings and conferences to discuss policies and procedures to obtain input from team members to the goalsetting process and to periodically evaluate goal accomplishment.
5. Ensures ongoing safety training of employees manages employee accident reporting and initial submission of workers compensation claims.
6. Monitors employee morale and the climate of the work environment to stop or eliminate sexual harassment or any form of employee harassment or employee discrimination. Responsible for taking complaints of sexual harassment informing the Human Resources Department of the complaint and investigating the complaint (as directed).
7. Monitors employee accrual totals approves or recommends approval of employee requests for time off and notifies the Department of Human Resources when an employee should be placed on or taken off Family and Medical Leave (FMLA). Maintains contact with staff while out on FMLA.
8. Provides oversight in the area of administrative record keeping billing and maintenance of office equipment reception of visitors phone reception and stocking office supplies.

Maintains Property Accountability:

1. Maintains accountability and serviceability of all ICL property assigned to the program. Reports lost stolen missing or damaged property in accordance with ICL policy. Conducts initial investigations of property that is lost stolen missing or damaged.
2. Authorizes the purchase of supplies and equipment; properly secures all property and equipment. Conducts regular inspections of vehicles and property to ensure cleanliness accountability and serviceability.

Provides Quality Assurance Oversight:

1. Ensures internal program compliance with federal state city and agency regulatory requirements. Monitors the quality of the services provided to clients.
2. Responsible for the development of a program mission statement and program goals that support the division and agency mission statements and goals.
3. Coordinates with the Quality Assurance/Corporate Compliance Department and the appropriate corporate administrative departments in preparations for audits.
4. Develops as requested initial plans of corrective action incident reports and program evaluation reports and addresses areas that need improvement.
5. Provides oversight into the submission of timely accurate and complete statistical data.

Assures Fiscal Control and Accountability:

1. Exercises control over budgets through planning prioritizing of spending and monitoring of spending patterns.
2. Approves/disapproves all purchase orders and financial requests from staff and submits approved purchase orders and financial requests to supervisor for approval.
3. Ensures adherence by staff to all internal and external funds management procedures and accountability measures.

Fosters Community Relations:

1. Educates staff and residents/consumers on the importance of a constructive relationship with local elected officials community boards and community citizens.
2. Cooperates with other organizations in development of understanding and interest participating in long range planning.

ADDITIONAL TASKS:

1. May be involved in hosting visitors from community regulatory offices and/or other agencies.
2. May be chairperson or member of an agency or division committee(s).
3. Performs other jobrelated duties as assigned.

ESSENTIAL KNOWLEDGE SKILLS AND ABILITIES:

• Committed to active promotion of ICL values and goals.
• Ability to become proficient with EHR software.
• Knowledge of Medicare Medicaid and Managed Care guidelines.
• Ability to establish effective working relationships with a variety of people at all levels of the organization.
• Knowledge of office and secretarial practices and procedures.
• Knowledge of proper grammatical usage punctuation and spelling.
• Knowledge of agency policies and program policies procedures and functions.
• Ability to use office equipment (e.g. computer fax copy machine scanner etc..
• Ability to organize office operations.
• Ability to produce letters tables documents etc. using an alphanumeric keyboard.
• Ability to design and maintain filing systems.
• Ability to resign forms for the collection of information.
• Ability to determine priorities.
• Ability to maintain program accounts.
• Ability to interact with consumers in a respectful and professional manner.
• Knowledge of agency procedures formats and guidelines for the receipt processing and distribution of correspondence forms memoranda documents and other material.
• Ability to use and maintain office equipment and systems.
• Ability to manipulate an alphanumeric keyboard (computer and typewriter) to produce documents such as letters memos reports charts and forms with a high degree of accuracy and within required time frames.
• Ability to format use and prepare forms charts tabular listings and other documents.
• Ability to organize materials to establish and maintain electronic and hardcopy files.
• Ability to understand and use basic office reference material such as equipment manuals procedure manuals and dictionaries.
• Ability to proofread and correct errors.
• Ability to communicate basic information clearly and politely by telephone or in person.
• Ability to report for work as scheduled on a consistent basis.
• Ability to understand and adhere to internal and external laws rules and policies.
• Ability to relate to all levels of staff in the organization and to consumers in a respectful businesslike manner.

QUALIFICATIONS AND EXPERIENCE:

Masters degree in a human services field plus a minimum of two years year experience in providing services to formerly homeless individuals. Supervisory or managerial experience is desirable.

Required Experience:

Director