Assistant Administrator

Job Title: Assistant Administrator I 

Reports To: Administrator 

FLSA: Exempt 

Department: Residential Services 

Summary of Job Description: 

The Assistant Administrator I will work in facilities with less than 49 beds.  Works to ensure clients are properly supported in the facility from admission to discharge. Sets the tone for staff interactions with clients. Acts as Assistant Administrator when Administrator is off duty.

 Responsibilities and duties: 

• Acts in place of Administrator when Administrator is not on site. 

• Supervises the daily activities of all Residential Caregivers including scheduling, training, support and discipline when needed. 

• Plans, prioritizes, assigns, reviews, monitors and evaluates the work of the Residential Caregivers. 

• Ensures daily reports, logs and required documentation are completed in a timely manner. 

• Takes On-Call duty on assigned nights. 

• Works with the Administrator to ensure the facility is maintained in compliance with Community Care Licensing. 

• Inspects, logs and follows up on repairs that need to be made in the facility. 

• Prepares for and orients new clients, reviewing required documentation, assisting with settling into room and storing their belongings. 

• Oversees the organization of all onsite and offsite storage for client personal belongings. Arranges for stored items to be retrieved as needed. 

• Assists with gathering and completing necessary paperwork for Incident Reporting/Missing Person reporting and/or Emergency Medical or Psychiatric ambulance transport. 

• Provides assistance to and supports clients ADL’s (activities of daily living), to include feeding themselves, bathing, dressing, grooming and leisure activities. 

• Observes residents’ daily activities and monitors residents’ behavioral changes, documenting and reporting observations per policy and procedure. 

• Reinforces positive appropriate behavior, offers counseling and support to residents in need.

• Assures facility is clean and well kept; directs and performs light cleaning duties as needed. 

• Provides transportation of clients in agency vehicles to off-site outings and appointments as needed. 

• May administer medications in accordance with medication room policies and procedures. 

• May assist or lead groups or recreational activities, such as shopping. • Other duties as assigned.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

Education and Experience: 

• High school diploma or GED required;   

• AA or BA in psychology, business administration or related field - Preferred. 

• 3 years’ experience in counseling, social work or a residential facility required. 

• Prior supervisory experience highly desired. Certificates and Licenses: 

• Valid Driver’s License - Must meet insurance underwriting requirements. • Must be ARF/RCFE certified within six months of employment.

 Knowledge and Skills: 

Ability to engage and communicate effectively with others; Ability to follow directions and work within a program structure. 

• Excellent oral and written communication ability. • Organized and efficient. 

• Recognizes the basic symptoms of personality disorders. 

• Able to read and interpret documents such as procedural manuals. 

• Demonstrates patience and empathy.

• Exhibits excellent listening skills. 

• Possesses excellent problem-solving and conflict resolution skills. 

• Remains calm during stressful situations. 

• Maintains friendly and outgoing demeanor. 

Language Ability: Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of an organization. 

Math Ability: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs. 

Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized and emergency situations. 

Computer Skills: To perform this job successfully, an individual should have knowledge of Microsoft Word; Microsoft Excel; inventory software; internet software; order processing systems; and database software. 

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is occasionally exposed to toxic or caustic chemicals and outdoor weather conditions. The noise level in the work environment is usually moderate. 

Special Requirements: Must be able to meet and receive a criminal records clearance as required by Title XXII, licensing regulations. This includes FBI and DOJ clearance. A health screening, by or under the direction of a physician must have been performed not more than one year prior to employment or within seven (7) days after employment. Health screening must include TB clearance not more than one year prior to employment or within seven (7) days after employment. Must have a “valid” standard first aid card from an accredited institution. Must be physically able to assist clients and/or staff in the evacuation of program facility in emergency situations. Must be able to administer first aid in an emergency. 

Physical Requirements of Position: The following are required in day-to-day performance of the duties of this position: Walking, Sitting, Pinching and Finger Flexion, and Visual/Auditory Acuity are required constantly (over 2/3 of the workday); Lifting, Carrying, Pushing, Pulling, Bending, Stooping, Crouching, Kneeling and Twisting are required occasionally (under 1/3 of the workday). Balancing, Climbing and Crawling are generally not required.