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Assistant Administrator
Job Description
Full Job Description
Community House Mental Health Agency
EMPLOYEE JOB DESCRIPTION
Job Title: Assistant Administrator FLSA: Exempt
Supervisor: Administrator
Effective Date: March 22, 2022
Job Summary: Responsible for assuring the continuous operation of the 24-hour facility in compliance with applicable government regulations, contracts, company policies, and the established policies and procedures of the facility. Responsible for the supervision of the facilities staff and provision of services to residents of the facility. The assistant administrator also serves as the facilities representative with outside individuals and agencies. Will work with an assigned caseload as needed.
Essential Job Duties:
- Ability to work non-traditional schedule including 24-hour back-up as required by Washington Administrative Code and agency policy.
- Provide immediate crisis intervention and resolution as needed.
- When necessary, supervise residents taking medications, visually making sure they are taking correct doses at appropriate times.
- Maintain resident and staff confidentiality at all times.
- Make sure all incoming agency telephone calls are answered.
- Have legible handwriting.
- Be able to do simple mathematics.
- Be able to read and comprehend agency/member charts.
Specific Duties Required of All Caregivers, Case Managers, Assistant Administrators if Needed
1. Provide assistance in Activities of Daily Living as needed for residents, per their service plan, and work with assigned caseload. Care includes assistance in hygiene needs, feeding, laundry, and weekly cleaning with housekeeper of room.
2. Caregivers will emphasize skills and techniques promoted in the State of Washington mandated training, Fundamentals of Caregiving.
3. Coordinate resident needs which may include but are not limited to assistance with medical appointments, therapy appointments or other appointments as assigned by supervisor. Accompany client to these appointments when assigned by supervisor.
4. Maintain member records in keeping with agency, county, state and federal guidelines
5. Provide input to residents primary care provider and/or case manager on resident progress and input on treatment plan
6. Facilitate assigned group activity sessions and specialized resident events i.e. field trip, holiday party, etc.
- Provide individual resident contacts minimum 1 time per week, when appropriate to resident emergency needs, per individual service plan, and as assigned by supervisor.
- Assist in admission and discharge planning per supervisor direction.
- Perform assigned residential activities which includes but is not limited to:
- Reads daily log and documents after each shift, informs other staff of any potential emergency situations i.e. maintenance problems, resident medical/mental status.
- Keep resident daily meal count when cook is not available
- Attend scheduled staff meetings, community meetings, and when on duty and/or as assigned.
- Monitor facility milieu for visitors, T.V. time, and quiet times.
- Prepare resident meals when cook is not on duty and per menu.
- Write progress notes in client(s) chart within 7 days maximum of each individual or group activity with residents.
- Lead assigned life skills groups.
- Coordinate fire drills, resident orientation, chores, and resident room maintenance during resident move-in and move-out.
- Other duties as assigned.
Specific Duties of Residential Administrator
1. Licensing Responsibilities:
- Ensure that facility passes all DSHS licensing inspections and completes all DSHS corrective actions within time lines set by DSHS in order to avoid stop placements or fines.
- Financial Responsibilities:
- Ensure client financial eligibility for boarding home care.
- Work to maintain facility budget expectations through staffing patterns, activity expenses, and food/supply orders at the facility.
- Maintain resident trust accounts per agency procedure.
7. Supervision Responsibilities
Staff Supervision - meet with each staff member a minimum of 2 times per month and one time per month for overnight shift staff.
- Keep written supervision log for each staff member, which will be placed in their personnel file quarterly.
- Reviews agency compliance standards on a minimum of one chart per staff person per month, prior to the scheduled one-to-one supervision.
- Documents and ensures completion of identified follow-up areas of the supervisory meetings.
- Review group notes and practices of staff during supervision.
- Staff Meetings
- Facilitate staff meetings with written attendance and meeting notes.
- Inform all staff of times and dates of meeting
- Set agenda items and follow-up issues prior to the meeting.
- Ensure that information is relayed to staff not in attendance.
- Ensure that all new residents/intakes are staffed at first staff meeting following admission.
- Meetings with Supervisor
- Communicate with supervisor minimum one time per week.
- Submit a written weekly report which will include:
- Census
- Admissions/discharges and planned discharges
- Policy and procedure issues
- Personnel issues (i.e. meeting agency standards, disciplinary etc.)
- Status of group treatments (i.e. number of residents attending, problem areas, etc.)
- Difficult residents
- Submit leave requests to supervisor
- Assigns and informs supervisor of who will be designated back-up administrator when taking personal time/vacation.
- Provide supervisor with resident trust account balance listing and resident trust sheets by the 10th day of the month.
- Resident Treatment Oversight
- Intakes
- Keep calendar of available intake appointments for each week.
- Reviews screenings for appropriateness prior to intake.
- Signs off on intakes within 15 days.
- Ensures all required intake paperwork and treatment plan is signed and in chart for review within 30 days.
- Treatment Plans and Reviews
- Create and update a written list of residents, primary case manager, medication prescriber, and their phone #s.
- Keep written schedule of resident treatment review dates.
- Notifies residential staff of date of review dates.
- Reviews and signs all residential treatment plans within 15 days of assigned completion date.
- Facilitates communication with outside providers as needed to ensure overall effectiveness of treatment plan in achieving identified outcomes.
- Medication Supply and Inventory
- Ensure receipt of paperwork regarding disposition of resident medications.
- Ensure contact with pharmacy regarding medication discrepancies.
- Ensure staff follow all agency protocols regarding medication.
Additional duties of Assistant Administrator
The Assistant Administrator will gain skills and knowledge of all the above duties over time.
Job Requirements:
- Current required registrations/certifications.
- Current First Aid and CPR cards.
- Current Food Handlers Permit.
- Current home phone/address.
- Valid drivers license and clean driving record in order to use agency vehicles.
- Documentation of personal insurance in order to use personal vehicle for member transport and to use agency vehicles.
- 12 hours per year per FTE of continuing education/training.
- Tuberculosis test.
- Agree to permit Criminal Conviction Inquiry.
- Be free of substance abuse.
- A working knowledge and adherence to all agency policies and procedures.
- Certificate from DSHS 75 hour training within 120 days of employment and other specialized trainings per WAC.
Minimum Qualifications:
Education Required: MHP qualifications OR 5 years progressively increased responsibilities with supervisory experience preferred.
Experience Required: Experience with target population or related social service experience and/or ability to acquire specialized training to work with target population.
Skills Required: Ability to work independently and within a team.
Community House Mental Health Benefits Package
(Provided as part of Job Postings and at Job Offer)
Community House Mental Health Agency actively reviews our benefits package annually and in relation to market conditions. We strive to provide a comprehensive and valuable package of benefits to our employees. Full-time employment is defined as regularly scheduled 30 hours per week employment. Employees below 30 hours per week have benefits pro-rated to 50% down to 20 hours per week. Below 20 hours per week are not eligible for medical, dental benefits but can accrue vacation time per City of Seattle regulations.
Full Time Employee Benefits are:
100% company paid medical currently with Kaiser Permanente with
50% company paid medical for full family coverage.
100% company paid dental currently with Delta Dental with ability to add family members at employee cost.
100% company paid disability insurance with Sunlife Insurance
100% company paid EAP (employee assistance program with full access for family members.
Up to 3% company match of your salary/earnings for retirement contributions. Community House utilizes Vanguard for retirement plans. Vanguard is a non-profit company that allows you to invest in the full stock and bond market through mutual funds and has very low administration costs as a non-profit.
10 Paid Holidays
15 days PTO (paid time off) per year to start with increased accrual with years of service up to 28 days per year.
Personal Orca card for unlimited travel on Metro, King County Water Taxi, Sound Transit including Sounder train, Light Rail, and City of Seattle street cars.
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