Client Services Manager Revised 2 AE95A2F581439

Youth and Shelter Services, Inc.

JOB DESCRIPTION

JOB TITLE: Rosedale Shelter Client Services Specialist

SUPERVISOR: Rosedale Shelter Assistant Director/Quality Improvement Monitor

GENERAL STATEMENT OF ROLE:  Responsible for all aspects of client file management in accordance with YSS policies/procedures, and licensure standards.  Assist with training staff on Client File structure, the Vision Works file management system, and all forms/paperwork related to client files.  Serve as the communication liaison to referral workers, therapists, medical personnel, school personnel, and any other professionals involved with Rosedale clients.  Responsible for managing the kitchen/cooking ensuring meals/snacks are prepared in accordance to all standards and that menus are prepared, posted, and completed for Fiscal.  Responsible for managing the office/facility to ensure that the facility is in good order throughout the shift and during the business day.  Supervise and care for clients while maintaining an atmosphere of safety and respect.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:  Knowledge of the care, treatment, and management of youth in need of 24-hr supervision in a residential shelter setting.  Understanding of adolescents and their behavior, knowledge of group dynamics, basic counseling skills and ability to implement client care plans.  Ability to make sound, independent judgments.  Strong communication and organization skills, ability to take initiative to complete tasks, manage time efficiently, and meet scheduling and paperwork demands in compliance with all licensure standards.  Knowledge of Department of Education Food Safety standards for nutrition and safe food preparation, as well as all Health Code standards.  Ability to participate as an effective team member.  Successful completion of required trainings/orientations.

REQUIRED EDUCATION AND EXPERIENCE:  BSW, BS, or BA degree in human services or a related field and minimum of one year of experience in the supervision and management of adolescents in a residential setting is required.

JOB ESSENTIAL FUNCTIONS: While performing the duties of this job, the employee is:  Regularly required to talk and hear.  Frequently required to sit and use hands to finger, handle, or feel objects, tools or controls.  Occasionally required to stand and walk.  Required to use close vision, distance vision, and ability to adjust focus.

Rosedale Shelter Office/File Manager - 1 - Rosedale Shelter./040609/TJ/sd In addition, the employee must have the ability to:  Read, understand, and adhere to agency policy and licensure standards.  Maintain professional ethics and behavior.  Be an effective and productive team member.  Effectively manage oneself in a crisis and adverse conditions and provide crisis intervention.  Effectively manage clients in individual and group settings.  Observe and document clients’ behavior and assess problems.  Hear and understand others speak and listen to expressions of emotions.  Communicate effectively with clients, coworkers and the community.  Administer medications to clients as prescribed.  Be physically mobile to provide adequate supervision and access all YSS locations.  Drive with a valid license.  Maintain cleanliness of shelter and grounds.

RESPONSIBILITIES:

A. Client Supervision:

1. Serve as an appropriate role model for clients and maintain professionalism at all times. 2. Provide direct supervision of the clients, ensuring their presence and safety; responsible for knowing whereabouts and activities of clients at all times when supervising. 3. Provide effective supervision to support the program structure and facilitate appropriate/productive behavior of the clients focusing on their strengths and abilities. 4. Understand and effectively supervise each aspect of the daily routine. 5. Enforce program rules and guidelines consistently and fairly among clients. 6. Understand client point/level system and implement consistently. 7. Effectively implement the privilege structure and utilize discipline techniques according to policy. 8. Maintain thorough knowledge of all clients to ensure safe, effective supervision. 9. Provide crisis intervention as needed. 10. Provide back-up to AEA classroom teachers in case of emergency. 11. Alert supervisors/on-call of emergencies/Incident Reports.

B. Client File Management:

1. Maintain client files according to YSS policy/procedure and all licensure standards. 2. Conduct client admissions that occur during shift and complete all necessary paperwork. 3. Conduct client file checks weekly in RDS computer file and Vision Works to ensure they meet all licensure standards. 4. Enter necessary client data into Vision Works on all screens/forms used by RDS. 5. Maintain contact with Referral Workers to ensure receipt of all required file material. 6. Routinely update Referral Workers, Therapists, and other involved parties on clients’ overall behavior, medical appointments, medication issues/refills, therapy appointments, and other necessary information; update immediately if emergency. 7. Arrange necessary medical appointments including routine physicals with YSS contracted nurse if needed. Obtain documentation from previous placements or medical centers for physicals/dental appointments that have been completed prior to admission.

Rosedale Shelter Office/File Manager - 2 - Rosedale Shelter./040609/TJ/sd 8. Enter and track client medication in Vision Works and order refills when needed or schedule medication reviews if necessary. 9. Prepare discharged clients’ working files for closure and submit to designated staff for compliance check. 10. Assist in training staff on the client file structure and all forms/paperwork related to client files, including intake paperwork, logs, and all Vision Works forms related to client files.

C. Vision Works System/Miscellaneous Reports:

1. Serve as Gateway Staff to enter data for new clients into Vision Works tracking system. 2. Assist with scanning and uploading data into the Vision Works client file when designated staff is unavailable. 3. Complete and submit monthly DHS Census reports when designated staff is unavailable. 4. Complete Daily Population Census and Daily Meal Census in Vision Works tracking system when designated staff is unavailable. 5. Assist in training staff on the Vision Works client file system and data entry.

D. Potential Client Calls:

1. Manage calls for referral and placement; collect information and make referral connections to YSS or other community resources as needed according to procedure. 2. Maintain working knowledge of applicable Community Resources in Ames and surrounding communities in order to provide accurate information to callers in need of service. 3. Complete Screening Form for caller requesting service/placement; begin admission paperwork if the call will result in placement.

E. Kitchen/Cooking Tasks:

1. Assist Supervisor/Training Coordinator to ensure that menus are prepared for all meals and snacks according to the Department of Education nutrition standards. 2. Coordinate with PRN’s, Interns and Volunteers to prepare meals/snacks daily and in advance for weekends. 3. Serve as the liaison for routine donors ensuring that positive relationships are maintained. 4. Assist Supervisor/Training Coordinator to manage the kitchen cleaning routine and schedule with the Night Managers utilizing PRN’s, Interns and Volunteers when necessary. 5. Conduct weekly kitchen checks and complete corresponding form to ensure cleanliness standards are met. 6. Ensure that staff members complete the Food Safety Forms accurately and store forms according to YSS Food Safety Plan.

F. Facility/Grounds:

1. Field telephone calls and greet visitors in a courteous, professional manner; screen visitors before they enter facility to ensure safety. 2. Ensure safe living conditions are provided and the facility is in compliance with Fire, Safety, Health, and all other licensure standards; submit work orders, inform Maintenance Staff and RDS Supervisors if needed when repair/maintenance is required. 3. Manage the office/facility during your shift and complete a walk-through daily to ensure that the main office, 2nd floor office, and the entire facility are clean, organized, and presentable each business day. 4. Request service to office equipment when needed.

Rosedale Shelter Office/File Manager - 3 - Rosedale Shelter./040609/TJ/sd 5. Inventory forms/office supplies routinely and order necessary items from Support Services to ensure all supplies are readily available for staff.

G. General:

1. Maintain knowledge of YSS Policy and Procedure Manual and all updates/revisions. 2. Maintain knowledge of Rosedale Client Handbook and Staff Training Manual. 3. Understand on-call procedures and utilize in emergency. 4. Display respect toward coworkers, clients and families, and all other professionals and their individual situations and differences. 5. Maintain a productive team approach when working with clients and families. 6. Conduct self in appropriate, professional manner when representing YSS in any capacity. 7. Meet with supervisor and attend all staff meetings, YSS trainings and any other meetings as necessary or assigned by the Director/Designee. 8. Maintain updated certification in all required trainings. 9. Establish monthly individual goals and with supervisor to discuss progress. 10. Submit weekly checklist to supervisor for review. 11. Maintain/submit an accurate record of hours worked. 12. Perform all other tasks and duties as assigned by the CEO/Director/Designee.

Approved by CEO date

ACKNOWLEDGMENT OF REVIEW AND APPROVAL:

This job description has been discussed and reviewed by me. I understand that the job description will be reviewed at the time of each evaluation.

Signature Date Employee's Name

Signature Date Supervisor's Name

Rosedale Shelter Office/File Manager - 4 - Rosedale Shelter./040609/TJ/sd