What are the responsibilities and job description for the Program Administrator (CCCSS) position at City of Portsmouth?
GENERAL STATEMENT OF JOB
Under limited supervision, this position manages and supports the 24 hours a day/7 days a week Children’s Community Crisis Stabilization (CCCSS), servicing children and adolescents with mental illness and co-occurring disorders and their families. This is a grant funded position and continuation is subject to the availability of funds. Reports to the Clinical Manager.
ESSENTIAL JOB FUNCTIONS
Manages, coordinates, develops, and implements services and support for the specific needs of individuals recovering from mental health, substance use, and co-occurring disorders; monitors and ensures provided services are comprehensive, well developed and maintained according to the requirements of the grant. Document accomplishments, the effectiveness of services provided, and status of program services according to the requirements of Children’s Community Crisis Stabilization Services.
Provides consultation to individuals to assess their social and health needs; supervises outreach and, ensures follow up efforts for non-compliant individuals are administered; identifies adverse impacts to clients and provides intervention measures and assists with client’s discharge plans.
Consults regularly with therapist, staff members and medical staff to discuss individuals’ progress; attends and participates in case reviews and core service meetings; and serves as facilitator for support groups; ensures compliance with state and federal requirements; and advocates for additional resources and services as needed.
Supervises staff, assistants, aides, and relief staff; completes staff evaluations according to agency supervision policy; develops and implements policies and practices for the development of staff and supervisions; participates in staffing, and chairs case reviews to ensure team approach; and reviews assessments of potential consumers to determine whether to recommend acceptance for admission.
Ensures staff adheres to all regional, federal, and state regulations.
Responsible for staff development and training, succession planning, performance management, employee relations, and prioritizing and assigning work; conducts interviews, assigns cases, and completes employee evaluations. Conducts staff meetings and/or coordinates in-service training, new hire orientation and training.
Works with other agencies, organizations, and the general public to coordinate services, provide guidance and educate individuals and community on client rights, needs and related topics. Serves as point of contact for the for all inquiries regarding the CCCSS.
Responsible for emergency operations activities for grant program clients to include, but not limited to, emergency shelter operations and disaster relief activities as necessary.
Performs other related work as required. Individual assignments will be determined by supervisor based on current workload and department needs.PERFORMANCE INDICATORS
Knowledge of Job: Has thorough knowledge of the principles, and methodologies of case management. Has general knowledge of the administrative policies and procedures of public administration, and of supervising. Plans and supervises case management activities through subordinate staff and understands and interprets oral and written instructions. Establishes and maintains effective working relationships as necessitated by work assignments. Has knowledge of service provision for mental health and substance use case management. Has knowledge of service provision for mental health skill-building service. Has knowledge of licensure and Medicaid requirements for case management and mental health skill building.
Quality of Work: Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication and interacts with all departments, co-workers, and the general public.
Quantity of Work: Maintains effective and efficient output of all duties and responsibilities as described under "Essential Job Functions”.
Dependability: Assumes responsibility for doing assigned work and for meeting deadlines. Completes assigned work on or before deadlines in accordance with directives, policies, standards and prescribed procedures. Accepts accountability for meeting assigned responsibilities in the technical, human, and conceptual areas.
Attendance: Attends work regularly and adheres to policies and procedures regarding absences and tardiness. Provides adequate notice to higher management with respect to vacation time and time-off requests.
Initiative and Enthusiasm: Maintains an enthusiastic, self-reliant and self-starting approach to meet job responsibilities and accountabilities. Strives to anticipate completion of work and initiates proper and acceptable direction for the completion of work with a minimum of supervision and instruction.
Judgment: Exercises analytical judgment in areas of responsibility. Identifies problems or situations as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to problems or situations. Implements decisions in accordance with prescribed and effective policies and procedures, with minimum errors. Seeks expert or experienced advice and research problems, situations, and alternatives before exercising judgment.
Cooperation: Accepts supervisory instruction and direction and strives to meet the goals and objectives. Questions such instruction and direction when clarification of results or consequences is justified i.e., poor communications, variance with policy or procedures, etc. Offers suggestions and recommendations to encourage and improve cooperation between all staff persons within the department.
Relationships with Others: Shares knowledge with supervisors and staff for mutual and departmental benefit. Contributes to maintaining high morale among all department employees. Develops and maintains cooperative and courteous relationships with department employees and managers in other departments, to project a good departmental image. Tactfully and effectively handles requests, suggestions and complaints from other departments and persons to maintain good will within the city. Emphasizes the importance of maintaining a positive image within the city. Interacts effectively with fellow employees, Program Administrator, professionals, and the public.
Coordination of Work: Plans and organizes daily work routine. Establishes priorities for the completion of work in accordance with sound time-management methodology. Avoids duplication of effort. Estimates expected time of completion of elements of work and establish a personal schedule accordingly. Attends meetings, planning sessions and discussions of time. Implements work activity in accordance with priorities and estimated schedules. Maintains a calendar for meetings and deadlines.
Safety and Housekeeping: Adheres to all safety and housekeeping standards established by the city and various regulatory agencies. Ensures the standards are not violated. Maintains a clean and orderly workplace.
EDUCATION & EXPERIENCE
Requires a Master’s Degree in Psychology, Social Sciences, Human Services, or a related field, and 3 - 5 years of experience developing and implementing individual service plans for individuals recovering from mental health, substance use and cooccurring disorders; and 1 - 3 years of experience supervising staff in a community mental health setting; or any equivalent combination of training and experience which provides the required skills, knowledge, and abilities.
SPECIAL REQUIREMENTS
Requires a professional certification in the Commonwealth of Virginia as a Qualified Mental health Professional (QMHP) Adult and Child; Licensed Professional Counselor (LPC) or Licensed Clinical Social Worker (LCSW) preferred.
An acceptable general background check to include a local and state criminal history check along with a sex offender registry check.
A valid driver’s license with an acceptable driving record.
Individuals in this position cannot be listed as having a founded child abuse or neglect complaint.
In the event of a declared emergency in the city of Portsmouth, individuals in this position are required to work shelter duty and may be called on to perform duties as required to provide for the safety and care of the citizens of the community.MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS
Physical Requirements: Requires the ability to exert up to 25 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. Physical demand requirements are those for sedentary work.
Data Conception: Requires the ability to compare and/or judge the readily observable, functional, structural, or compositional characteristics (whether similar or divergent from obvious standards) of data, people, or things.
Interpersonal Communications: Requires the ability of speaking and/or signaling people to convey or exchange information. Includes giving instructions and assignments to co-workers or assistants, as well as receiving information and assignments from supervisor.
Language Ability: Requires the ability to read program and policy manuals, regulatory documents, regulations and other administrative references. Must be able to prepare correspondence, annual reports, diagrams, and administrative documentation using prescribed formats; and conforms to all rules of punctuation, grammar, diction, and style. Requires the ability to speak to people with poise, voice control, and confidence.
Intelligence: Requires the ability to apply principles of logical or scientific thinking to define problems, collect data, establish facts and draw valid conclusions; to interpret an extensive variety of technical instructions in mathematical or diagrammatic form; deal with several abstract and concrete variables.
Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently using standard English and using administrative, behavioral, and human service terminology.
Numerical Aptitude: Requires the ability to utilize mathematical formulas. Must be able to add, subtract, multiply, and divide, determine percentages, calculate interest, profit and loss and proportion etc.
Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width, and shape.
Motor Coordination: Requires the ability to coordinate hands and eyes rapidly and accurately in using a variety of office equipment.
Manual Dexterity: Requires the ability to handle a variety of items, such as office equipment. Must have minimal levels of eye/hand/foot coordination.
Color Discrimination: Requires the ability to differentiate between colors and shades of color.
Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under varying levels of stress and when confronted with persons acting under stress (emergency situations).
Physical Communication: Requires the ability to talk and/or hear: (talking - expressing or exchanging ideas by means of spoken words; hearing - perceiving nature of sounds by ear). Must be able to communicate via telephone.
Under limited supervision, this position manages and supports the 24 hours a day/7 days a week Children’s Community Crisis Stabilization (CCCSS), servicing children and adolescents with mental illness and co-occurring disorders and their families. This is a grant funded position and continuation is subject to the availability of funds. Reports to the Clinical Manager.
ESSENTIAL JOB FUNCTIONS
Manages, coordinates, develops, and implements services and support for the specific needs of individuals recovering from mental health, substance use, and co-occurring disorders; monitors and ensures provided services are comprehensive, well developed and maintained according to the requirements of the grant. Document accomplishments, the effectiveness of services provided, and status of program services according to the requirements of Children’s Community Crisis Stabilization Services.
Provides consultation to individuals to assess their social and health needs; supervises outreach and, ensures follow up efforts for non-compliant individuals are administered; identifies adverse impacts to clients and provides intervention measures and assists with client’s discharge plans.
Consults regularly with therapist, staff members and medical staff to discuss individuals’ progress; attends and participates in case reviews and core service meetings; and serves as facilitator for support groups; ensures compliance with state and federal requirements; and advocates for additional resources and services as needed.
Supervises staff, assistants, aides, and relief staff; completes staff evaluations according to agency supervision policy; develops and implements policies and practices for the development of staff and supervisions; participates in staffing, and chairs case reviews to ensure team approach; and reviews assessments of potential consumers to determine whether to recommend acceptance for admission.
Ensures staff adheres to all regional, federal, and state regulations.
Responsible for staff development and training, succession planning, performance management, employee relations, and prioritizing and assigning work; conducts interviews, assigns cases, and completes employee evaluations. Conducts staff meetings and/or coordinates in-service training, new hire orientation and training.
Works with other agencies, organizations, and the general public to coordinate services, provide guidance and educate individuals and community on client rights, needs and related topics. Serves as point of contact for the for all inquiries regarding the CCCSS.
Responsible for emergency operations activities for grant program clients to include, but not limited to, emergency shelter operations and disaster relief activities as necessary.
Performs other related work as required. Individual assignments will be determined by supervisor based on current workload and department needs.PERFORMANCE INDICATORS
Knowledge of Job: Has thorough knowledge of the principles, and methodologies of case management. Has general knowledge of the administrative policies and procedures of public administration, and of supervising. Plans and supervises case management activities through subordinate staff and understands and interprets oral and written instructions. Establishes and maintains effective working relationships as necessitated by work assignments. Has knowledge of service provision for mental health and substance use case management. Has knowledge of service provision for mental health skill-building service. Has knowledge of licensure and Medicaid requirements for case management and mental health skill building.
Quality of Work: Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication and interacts with all departments, co-workers, and the general public.
Quantity of Work: Maintains effective and efficient output of all duties and responsibilities as described under "Essential Job Functions”.
Dependability: Assumes responsibility for doing assigned work and for meeting deadlines. Completes assigned work on or before deadlines in accordance with directives, policies, standards and prescribed procedures. Accepts accountability for meeting assigned responsibilities in the technical, human, and conceptual areas.
Attendance: Attends work regularly and adheres to policies and procedures regarding absences and tardiness. Provides adequate notice to higher management with respect to vacation time and time-off requests.
Initiative and Enthusiasm: Maintains an enthusiastic, self-reliant and self-starting approach to meet job responsibilities and accountabilities. Strives to anticipate completion of work and initiates proper and acceptable direction for the completion of work with a minimum of supervision and instruction.
Judgment: Exercises analytical judgment in areas of responsibility. Identifies problems or situations as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to problems or situations. Implements decisions in accordance with prescribed and effective policies and procedures, with minimum errors. Seeks expert or experienced advice and research problems, situations, and alternatives before exercising judgment.
Cooperation: Accepts supervisory instruction and direction and strives to meet the goals and objectives. Questions such instruction and direction when clarification of results or consequences is justified i.e., poor communications, variance with policy or procedures, etc. Offers suggestions and recommendations to encourage and improve cooperation between all staff persons within the department.
Relationships with Others: Shares knowledge with supervisors and staff for mutual and departmental benefit. Contributes to maintaining high morale among all department employees. Develops and maintains cooperative and courteous relationships with department employees and managers in other departments, to project a good departmental image. Tactfully and effectively handles requests, suggestions and complaints from other departments and persons to maintain good will within the city. Emphasizes the importance of maintaining a positive image within the city. Interacts effectively with fellow employees, Program Administrator, professionals, and the public.
Coordination of Work: Plans and organizes daily work routine. Establishes priorities for the completion of work in accordance with sound time-management methodology. Avoids duplication of effort. Estimates expected time of completion of elements of work and establish a personal schedule accordingly. Attends meetings, planning sessions and discussions of time. Implements work activity in accordance with priorities and estimated schedules. Maintains a calendar for meetings and deadlines.
Safety and Housekeeping: Adheres to all safety and housekeeping standards established by the city and various regulatory agencies. Ensures the standards are not violated. Maintains a clean and orderly workplace.
EDUCATION & EXPERIENCE
Requires a Master’s Degree in Psychology, Social Sciences, Human Services, or a related field, and 3 - 5 years of experience developing and implementing individual service plans for individuals recovering from mental health, substance use and cooccurring disorders; and 1 - 3 years of experience supervising staff in a community mental health setting; or any equivalent combination of training and experience which provides the required skills, knowledge, and abilities.
SPECIAL REQUIREMENTS
Requires a professional certification in the Commonwealth of Virginia as a Qualified Mental health Professional (QMHP) Adult and Child; Licensed Professional Counselor (LPC) or Licensed Clinical Social Worker (LCSW) preferred.
An acceptable general background check to include a local and state criminal history check along with a sex offender registry check.
A valid driver’s license with an acceptable driving record.
Individuals in this position cannot be listed as having a founded child abuse or neglect complaint.
In the event of a declared emergency in the city of Portsmouth, individuals in this position are required to work shelter duty and may be called on to perform duties as required to provide for the safety and care of the citizens of the community.MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS
Physical Requirements: Requires the ability to exert up to 25 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. Physical demand requirements are those for sedentary work.
Data Conception: Requires the ability to compare and/or judge the readily observable, functional, structural, or compositional characteristics (whether similar or divergent from obvious standards) of data, people, or things.
Interpersonal Communications: Requires the ability of speaking and/or signaling people to convey or exchange information. Includes giving instructions and assignments to co-workers or assistants, as well as receiving information and assignments from supervisor.
Language Ability: Requires the ability to read program and policy manuals, regulatory documents, regulations and other administrative references. Must be able to prepare correspondence, annual reports, diagrams, and administrative documentation using prescribed formats; and conforms to all rules of punctuation, grammar, diction, and style. Requires the ability to speak to people with poise, voice control, and confidence.
Intelligence: Requires the ability to apply principles of logical or scientific thinking to define problems, collect data, establish facts and draw valid conclusions; to interpret an extensive variety of technical instructions in mathematical or diagrammatic form; deal with several abstract and concrete variables.
Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently using standard English and using administrative, behavioral, and human service terminology.
Numerical Aptitude: Requires the ability to utilize mathematical formulas. Must be able to add, subtract, multiply, and divide, determine percentages, calculate interest, profit and loss and proportion etc.
Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width, and shape.
Motor Coordination: Requires the ability to coordinate hands and eyes rapidly and accurately in using a variety of office equipment.
Manual Dexterity: Requires the ability to handle a variety of items, such as office equipment. Must have minimal levels of eye/hand/foot coordination.
Color Discrimination: Requires the ability to differentiate between colors and shades of color.
Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under varying levels of stress and when confronted with persons acting under stress (emergency situations).
Physical Communication: Requires the ability to talk and/or hear: (talking - expressing or exchanging ideas by means of spoken words; hearing - perceiving nature of sounds by ear). Must be able to communicate via telephone.
| AMERICANS WITH DISABILITIES ACT (ADA) REQUIREMENTS |
| The City of Portsmouth is an Equal Opportunity Employer. ADA requires the city to provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are invited to discuss accommodations. |
| This is a class description and not an individual position description. A class specification defines the general character and scope of duties and responsibilities of all positions in a job classification but is not intended to describe and does not necessarily list the essential job functions for a given position in a classification. |
Salary : $68,363 - $98,443
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