Operations Manager - Independent and Day Programs

Job Description

Job DescriptionDescription:

About Alpert Jewish Family Service (Alpert JFS)

While Alpert JFS is grounded in compassion and guided by Jewish values, our employees come from diverse faith backgrounds and are invested in the agency’s mission to strengthen our entire community by empowering individuals and families through the delivery of comprehensive human services.

Since 1974, Alpert JFS, a 501(c)(3) not-for-profit organization, has strengthened and enriched the lives of men, women, and children of all ages. We do this through a continuum of focused programs addressing the well-being of children and families of all ages, the independence and well-being of older adults, and the optimal quality of life for individuals with special needs.

The Operations Manager – Independent and Day programs will be the day-to-day point of contact for the Residential Program. This position will provide program support and staff development-related services in the Residential Program. Responsibilities will include interviewing, providing initial orientation, monitoring of training and all staffing needs in the residential program, as well as administration tasks and supervision. This position is responsible for the safe and efficient operation, program quality, and licensing component of the program ensuring safety of clients. On Call duties are necessary. We are looking for a strong leader to manage personnel and administrative duties as well as client relations.

Essential Operations Manager Responsibilities:

• Monitors program site operations to ensure execution of program activities, complete/accurate files and recordkeeping systems, site safety and medication supervision. Trains as needed to ensure compliance and quality of services.
• Medication Oversight to include:
• Work with Medication Coordinator to review/implement processes and protocols pertaining to medication administration. Including but not limited to verifying accuracy of monthly medication delivery and record keeping.
• Oversee client medical management is being followed accordingly by reviewing Care Managers scheduled doctor appointments.
• Ensures daily operation matters that pertain to insurance, repairs, maintenance, etc. are appropriately managed and reported.
• Remains available to program staff in an on-call capacity, 24 hours, 7 days a week to assist with situations that occur after normal business hours.
• Responsible for maintaining and following up on the department Performance Quality Improvement standards.
• Reviews Individual Service Plans and reports discrepancies to the appropriate Care Manager.
• Coordinates, attends, and/or schedules all required meetings relevant to the operation of the residential program as directed by the Interim Chief Program Officer.
• Create and monitor staff schedules to ensure appropriate program coverage and accordance with standards, policy and withing budgetary guidelines.
• Ensuring overtime (fill in for vacation, sick, etc.) is within the monthly budgetary guidelines and exceptions are pre-approved by the Interim Chief Program Officer.
• Weekly audit of client cash/credit accounts.
• Assists with coordinating and implementing staff training, including creating and delivering program specific trainings as determined by the Interim Chief Program Officer.
• Interviews prospective employees and make recommendations to the Interim Chief Program Officer on new hires, terminations, promotions, and disciplinary actions.
• Ensures all necessary mandated documents have been secured for all new hires, terminations, promotions, and disciplinary actions.
• Works cooperatively and collaboratively with other Departments in the best interest of the organization and those we serve.
• Respect the confidential nature of all information regarding clients and families and a client's dignity is not compromised in any way.
• Ensure that a safe and healthy environment is always maintained for all clients and staff.
• Works cooperatively and collaboratively with the accounting department to ensure that all fiscal related matters are properly executed.
• Perform random supervisory home visits and communicate appropriate follow-up items to staff when needed.
• Responsible for identifying and addressing deficiencies in departmental systems and policies and addressing them accordingly.
• Ensure efficient transportation for residential clients for all vocational jobs, volunteer opportunities, doctor appointments, shopping, events and other daily transportation to and from Center for Belonging and Wellbeing.
• Oversee the daily transportation schedule ensuring needs met are aligned with allocation of staff.
• Oversee Transportation Program in collaboration with the JFS Office Operations Manager which include but are not limited to:
• Remain up to date on Department of Transportation (FDOT) requirements.
• The accuracy of books kept within vehicles ensuring forms are completed properly and turned in timely.
• File and submit all DOT safety checks after signatures are acquired
• Maintain documentation for licensing requirements
• Coordinate maintenance on all agency vehicles to ensure vehicle, driver and resident’s safety
• Maintain an accounting of all transport by mile per resident for billing purposes, to ensure good fiscal practices
• Assign gas and handicap passes to each program and enforce proper use of them to maintain acceptable standard usages
• Enhance transportation effectiveness and efficiency by using program resources responsibly
• Track and approve all safety trip inspections to ensure completion and accuracy of record
• Record and report monthly mileage and trips for all vehicles
• Coordinate FDOT reporting per the FDOT schedule
• Schedule and track regular maintenance and any repair issues which include but is not limited to the documenting and retaining inspection sheet, repair invoice, and electronic file
• Responsible for GPS tracking system to include weekly monitoring, train new employees and troubleshooting issues
• Manage and schedule yearly driver refresher training including paperwork and transportation policy forms are signed and filed
• Assign gas and handicap passes to each program and enforce proper use of them to maintain acceptable standard usages
• On a monthly basis conduct vehicle check for the following: dashcam operation, note unreported issues, agency cell phones are available and working, insurance and registration are in the vehicle and tags and stickers are current.
• Work with the Interim Chief Program Officer as needed for any FDOT issues that arise.
• Provide guidance to staff regarding assistance to residents in all areas of daily living.
• Review home visit log, communication log and other forms of documentation to maximize quality assurance.
• Understands the software navigation of Electronic Health Records systems and websites and ensures proper billing and reviews documentation.
• Completes any other duties assigned by interim Chief Program Officer.
• Supervise staff with paperwork and assist them with learning opportunities.
• Administer medications to clients when requested/needed.
• Complete incident reports when needed/required timely.
• Attend meetings and training sessions to meet quality and programming standards

Requirements:

• Bachelor’s degree from an accredited school.
• 3-5 years residential experience working with special needs population.
• Previous supervisory experience required preferably in a similar setting.
• Previous Case Management or similar experience in a residential setting helpful.
• Ability to work a flexible schedule to ensure business operations is running effectively during different shifts of the day/week.
• Should be a mature individual exemplifying qualities such as: patience, caring, solid sense of self-identity, sense of calm, in good physical health, dependable, not easily upset and able to remain cheerful and accepting of peoples’ limitations.
• Requires computer skills (Excel, WORD), and the ability to utilize medication management software. Safety Council CPR, First Aid, HIV/AIDS, OSHA, basic understanding of behavior modification techniques and mental health issues.
• A valid Florida driver’s license is required.
• Persons with mental or physical disabilities are eligible as long as they can perform essential functions of the job after reasonable accommodation is made to their known limitations. If the accommodating cannot be made because it would cause the employer undue hardship, such persons may not be eligible.
• Strong Microsoft Office,
• Good written and oral communication skills and ability to communicate with various employees throughout the organization.
• Eligible Florida driver’s license and good driving record
• Proof of automobile insurance.

We offer a competitive salary, medical, paid vacation and sick time, paid holidays, Public Service Loan Forgiveness, 403b Retirement, EAP

Alpert JFS provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. Drug Free Workplace