Administrative Lead

Role travels between all Foothill Family sites and does not have an assigned location.

SUMMARY

The Administrative Lead monitors and oversees the administrative compliance and performance of DMH service providers and works collaboratively with the Clinical Supervisor to ensure staff are meeting the Quality of Care standards and adhering to contractual/programmatic requirements. Additionally, this position will assist the Clinical Manager in carrying out contract oversight and will provide community outreach and other census development activities to ensure referral generation and timely access to services.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Supports and promotes the mission of the Agency: Foothill Family empowers children and families on their journey to achieve personal success.
• Ensures all assigned service providers are meeting performance and job expectations including productivity, documentation and all position and contractual expectations.
• Monitors individual and team performance utilizing data reports in Welligent and Power-Bi and through review of client records. This includes quality assurance procedures.
• Provides administrative monitoring and support assuring compliance with DMH and other federal, state, and local requirements.
• Ensures that individual staff and team output levels are such that the DMH program is within budgetary parameters.
• Assists Clinical Manager to monitor contract performance and assure contract obligations are met, including submitting timely reports to funders and contractors, managing external reviews and audits, and tracking data on program/contract progress throughout the fiscal year.
• Provides employees with timely, accurate feedback on performance encouraging growth and addressing poor performance.
• Markets program services externally to drive census development.
• Visits program sites away from the main office.
• Assists intake, reception, clinical staff and accounting in the collection of complete and accurate information necessary for treatment and billing.
• Proposes new methods to improve team performance and enhance compliance.
• Provides telephone backup for emergencies both during office hours and outside of office hours.
• Supports, reinforces and implements Agency policies. Works effectively and cooperatively with other agency staff, collaborating when appropriate.
• Works in close harmony with the Clinical Supervisors and Site Management team.
• Attends in-person meetings and events at various locations within the Los Angeles County and surrounding areas.
• Provides services relating to the administration of public funds or benefits, including eligibility for public funds or public benefits.
• Displays sensitivity to the service population's cultural and socioeconomics characteristics.
• Ensures the timely submission of all performance appraisals, new hire and termination paperwork and other employee status changes including informing HR of employee leaves, work-related injuries, and employee incidents.
• Performs work in a safe manner at all times and ensures employees are abiding by safety practices; takes action when employees put themselves or others at risk.
• Follows all policies, procedures and legal mandates including HIPAA, client confidentiality, releases of information, protected health information (PHI) and client files.
• Ensures staff follows all policies, procedures and legal mandates including HIPAA, client confidentiality, releases of information, protected health information (PHI) and client files, and applies appropriate coaching, counseling and disciplinary action to reinforce staff compliance.
• Ensures performance and behaviors support the Agency's performance quality improvement (PQI) goals and objectives.
• Reports to work on time and maintains reliable and regular attendance.
• Performs other duties as assigned.

POSITION REQUIREMENTS

• Bachelor's Degree preferred with at least three years working in a professional office setting.
• Two years of experience managing program, project, and/or personnel performance, including successful achievement of key performance indicators.
• Intermediate to advanced computer skills with the ability to develop tracking systems and generate reports.
• Demonstrated ability to analyze data, identify trends, and recommend solutions and strategies for improvement.
• Ability to address staff performance issues and effectively support performance improvement.
• Ability to administer a complex program by being detailed oriented, following up on concerns, and understanding the systems which help ensure quality of service and accurate record keeping.
• Excellent interpersonal skills, including the ability to work cooperatively as a team member.
• Excellent oral and written communication skills and ability to utilize those skills to present and market programs.
• Knowledge and sensitivity to cultural differences.
• Valid CA Driver's License and maintains insurability on the Agency's auto liability policy (including a minimum of 2 years driving experience after receiving license) and maintains the California state required auto insurance liability limits OR maintains reliable transportation to attend all appointments and meetings as required in the position.
• Must not be excluded, suspended, debarred or otherwise made ineligible on the Federal, State or County Sanctions lists.
• Provides services relating to the administration of public funds or benefits, including eligibility for public funds or public benefits.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.