Job Description

MAJOR FUNCTIONS:       

Under general direction, is responsible for ensuring the safe and efficient operations of an agency Shelter site by managing and monitoring of administrative, fiscal, food services, physical plant safety and security and transportation systems. This position supports a positive environment of care for persons served by ensuring a clean, hazard free and supportive environment for the effective delivery of quality services. In addition, this position supervises the program operation team and provides support to the social service director and staff. This work is carried out in support of the mission and goals of Samaritan Daytop Village

DUTIES AND RESPONSIBILITIES:

• Ensures program adherence to Federal, State and NYC Department of Homeless Service regulatory guidelines governing physical plant and fire/safety management.

• Manages and monitors program environment to ensure that regulatory guidelines and agency safety/security policies are followed and interpersonal and professional relationships remain positive.

• Manages and monitors daily operations, vehicle/transportation systems and client metro-card distribution, fire drills, children school attendance and all building front desk activities. Maintain compliance with Health, Safety and Risk Management Manual. Supervises onsite security guards, visiting service providers for clients and agency.

• Ensure all shelter units meet DHS and OTDA standards upon and the client’s admission and shelter stay. Manage and update critical files as needed. 

• Maintain program census and the status of all shelter units. Monitor client’s attendance, pass control and the sign In and Out sheets and nightly roster. Ensure each family sign the nightly roster and their attendance is recorded in Cares daily. Assist budget dept. with monthly reconciliation with Cares.

• Review and approve staff time cards and vacation request by agency’s deadlines. Maintain adequate staff coverage at assigned facility.

• Facilitate departmental staff monthly meetings and conduct client house meetings with Program Director. 

• Supervises, provides guidance, orients, appraises and recommends hiring, disciplining and terminating of subordinate staff.

• Documents supervisory sessions with staff.

• Helps identify staff’s training needs and, in response, plans, develops and/or conducts training towards maintaining and improving staff competencies and compliance with agency policy and procedure.

• Ensures that all program staff uphold agency's Code of Conduct/Code of Ethics and comply with all Federal, State and Local law/regulation, including 42 CFR confidentiality and HIPAA privacy and security regulations.

• Manages inventories of cosmetic, janitorial and office supplies.

• Prepares and processes purchase orders and check requests.

JOB DESCRIPTION CONTINUED

• Monitors and supervises agency vehicles assigned to site.

• Ensures that the facility telephone system is maintained in working condition.

• Functions as custodian of the petty cash fund as needed.

• Manage critical onsite incidents involving clients and staff as per DHS and agency’s guidelines.

• Informs Program Director of all activities and significant conditions, which may impact facility operations and client care.

• Assist Program Director with developing and organizing a community advisory board meeting and participate in schedule meetings.

• Participates in quality improvement/other agency committees or work groups.

• Review all DHS updates and revised policies

• On call for Emergencies  

• Performs other duties as requested.

REQUIREMENTS:

EDUCATION, EXPERIENCE AND SKILLS REQUIRED:

• Bachelor’s Degree in Human Services or related field.

• Minimum at least three years of related management experience in a Shelter environment.

• Strong management skills.

• Ability to implement and monitor policy and procedure in accordance with agency guidelines.

• Knowledge of NYC Department of Homeless Services regulations pertaining to physical plant management, food services management and fire safety management

• Good oral and written communication skills

• Good analytical and organizational skills

• Strong interpersonal skills

• Computer literacy and proficiency in Microsoft Office (Word, Excel, Power Point, Outlook)

• Willing to travel to different agency sites.

• Experience working directly with people from diverse racial, ethnic and socioeconomic backgrounds.

LICENSE/CERTIFICATION REQUIRED:

• FDNY F-80 Certificate of Fitness for Coordinator of Fire Safety and Alarm Systems.

• NYC Department of Health Food Protection Certificate.

• CPR certification.

PREFERRED EDUCATION, LICENSE/CERTIFICATION, EXPERIENCE AND/OR SKILLS:

• Ability to multi-task.

• Ability to remain calm under pressure.

• Knowledge of techniques for identifying and preventing potentially violent behavior, including crisis management techniques.