What are the responsibilities and job description for the School and Outreach Services Administrative Manager position at Family Service & Guidance Center?
Department: School and Outreach Services (SOS) Job Status: Full-Time
FLSA Status: Exempt Reports to: Director of School and Outreach Services
Positions Supervised: None Amount of Travel Required: 10%; Shawnee County
Work Schedule: Monday through Friday
Position Summary
The SOS Manager-Administrative ensures the quality of SOS services by providing oversight of non-direct and direct service tasks for multiple SOS positions (Therapists, CPST, TCM, Patient Navigators, Mental Health Providers). This position will provide guidance and direction in the areas of outreach and communication with community partners, training, productivity, documentation, Agency mileage log approval, and staff recognition. This position oversees staff and program compliance with the agency’s policies and procedures.
ESSENTIAL FUNCTIONS
- Monitor referrals from schools and outreach partners. Communicate within the multi-disciplinary teams to ensure consistency in processing of referrals.
- Monitor and assess SOS staff documentation expectations. This includes, but is not limited to, progress notes, Consumer Status Reports (CSR’s), Child Behavior Check List, and CCBHC required assessment forms. Serve as the primary point of contact regarding timely completion of all documentation.
- Monitor SOS staff productivity performance and foster plans to ensure SOS staff maintain their productivity expectations. Identify and eliminate barriers to successful productivity performance.
- Monitor and track staff occurrences.
- In collaboration with others, monitor and aid in the development of the SOS departmental budget. As needed, assist in developing, implementing and monitoring budgetary enhancement plans.
- Responsible for ensuring departmental timesheets are completed in compliance with FSGC guidelines and standards. Receive/process time-off requests when other SOS Manager(s) are absent.
- Assist in scheduling and documentation of field mentoring by SOS Managers, filling in for these scheduled times when other SOS Managers are absent.
- Assist other SOS Managers in addressing performance or disciplinary issues as appropriate
- Monitor and plan staff recognition events (Reserving locations, scheduling catering, etc., for SOS Functions including staff meetings/holiday parties).
- Responsible for the training and review of SOS staff company mileage logs and their timely submission.
- Coordinate with Managers and other departments regarding SOS trainings for all new incoming staff. This includes new employee orientation, documentation, and live case management trainings. Duties would also include setting up hotels for staff who attend trainings outside Shawnee County.
- Coordinate use of SOS activity materials and room such as change out calendars/check-in or check out sheets/keep track of supplies that need replaced, etc. Monitor use of car seats, Zoo/Great Life passes for staff.
- Help to coordinate all SOS Staff Training
- Along with others, aid in the formulation and implementation of the departmental strategic plan. Assist with consumer complaint issues and collaborate with others within the SOS department and the Risk Manager to resolve complaints.
- In collaboration with other FSGC staff, provide internal programmatic audits related to services provided through the SOS department to ensure billing compliance and customer satisfaction.
- Other duties assigned as qualified and trained for.
POSITION QUALIFICATIONS
Education/Licensure:
- Bachelor’s degree in a human services field from an accredited university or college preferred. OR High school diploma/equivalent and 4 years related experience required.
- Must successfully pass the KBI, DCF and all Central Registry background investigations.
- Must possess a valid driver’s license, a clean driving record, current auto insurance and reliable transportation.
Experience:
- Supervisory experience required.
- Must have 1 years’ experience working with children.
- Program management experience preferred.
Knowledge/Skills/Abilities:
- Effective communication skills (verbal and written)
- Customer focused (internal and external)
- Excellent listening skills
- Accountability
- Reliability
- Trust/Integrity
- Adaptability/Flexibility
- Time Management
- Organizational Skills
- Proficiency in MS Office Suite with ability to learn other software programs as necessary
- Relationship building
- Problem Solving
- Attention to detail and accuracy in work
- Being collaborative
PHYSICAL DEMANDS
N (Not Applicable) Activity is not applicable to this position.
O (Occasionally) Position requires this activity up to 33% of the time (0 – 2.5 hrs. /day)
F (Frequently) Position requires this activity from 33% - 66% of the time (2.5 – 5.5 hrs. /day)
C (Constantly) Position requires this activity more than 66% of the time (5.5 hrs. /day)
Physical Demands Lift/Carry
Stand (O) 10 lbs. or less (F)
Walk (O) 11 – 20 lbs. (F)
Sit (F) 21 – 50 lbs. (O)
Manually Manipulate (O) 51 – 100 lbs. (N)
Reach Outward (O) Over 100 lbs. (N)
Reach Above Shoulder (O)
Climb (O) Push/Pull
Crawl (N) 12 lbs. or less (F)
Squat or Kneel (O) 26- 40 lbs. (O)
Bend (O) 41 – 100 lbs. (N)
Other Physical Requirements:
This position requires the ability to work in an intermittently high stress environment and handle a variety of works tasks simultaneously. The job is largely sedentary. The position is required to regularly hear and speak with others.
SUPERVISORY RESPONSIBILITIES
This position has no direct supervisory responsibilities but does serve as a coach and mentor for other positions in the department.
WORK ENVIRONMENT
Office environment; frequent interruptions occur; expected to help manage a program which deals with individuals in crisis; risk of exposure to aggressive and/or acting out (verbal and physical) children and youth, and exposure to low socioeconomic homes and neighborhoods.
