EPISCOPAL COMMUNITY SERVICES
EEO M/F/D/V
|
REQ #: |
10-04 WEB |
|
OPEN: |
03/02/2010 |
|
CLOSE: |
03/15/2010 |
|
LOCATION: |
San Diego, 91942 – Accord Program |
|
POSITION: |
Administrative Supervisor |
REPORTS TO: |
Program Director |
|
|
EEOC CLASS: |
(1.2) Mid-Level Officials and Managers |
FLSA: |
Exempt |
|
|
SCHEDULE: |
Mon – Fri; 8am – 5pm |
SALARY RANGE: |
$36,000 - $50,000 |
|
|
GENERAL DESCRIPTION: |
Under the supervision of the Program Director, the Administrative Supervisor is responsible for the delivery of high quality administrative services that meet or exceed requirements established by the State of California and the County of San Diego. The Administrative Supervisor supervises the administrative staff, ensures quality assurance of participant files and manages all aspects of fee collection, deposits, account reconciliation, internal audits, and production of accurate and timely reports to meet County and State requirements. The Administrative Supervisor establishes procedures & practices that ensure compliance with State & County requirements and is responsible for outcomes of administrative reviews conducted by the State and County. The Administrative Supervisor also develops and/or arranges training for administrative staff, leads the training and use of the participant tracking software and assists in the management of fiscal operations. The Administrative Supervisor is expected to recommend and implement changes to current operations. |
|||
|
ESSENTIAL FUNCTIONS: |
1. Support and carry out the ECS Mission Statement and the East County ACCORD Vision Statement. 2. Manage administrative services and implement qualitative and/or quantitative changes as required that will result in (includes but is not limited to): a. An increase in the ratio of enrolled participants to referred participants, and in the ratio of graduated participants to enrolled participants b. An increase in the average number of participants per meeting (within maximums set by State and County) c. A reduction in the average time-in-program days (within minimums set by State and County) d. An improvement in the accuracy in reporting terminations and enrollment data e. A reduction in the number of participant meetings covered by supervisors / managers f. A reduction in the ratio of administrative staff (FTE) to active participants 3. Supervise assigned staff to produce the following in an accurate and timely manner (includes but is not limited to): a. Verification and processing of program terminations, graduations, transfers, and failures to enroll b. Preparation of court, probation, and DMV notification documentation c. New program orientation and re-instatement/ re-intake meetings d. Answering of phones and routing of calls e. Scheduling of participant appointments f. Preparation of participant files according to program and level of service required g. Entering of participant data into the computer system h. Receipt and processing of participant payments including credit cards, cash, checks, and money orders in person, by mail, a lobby drop box, etc. i. Meetings with participants and approve leave of absences, inter-program transfers, and out of County transfers j. Daily deposit preparation k. Establishing new participant accounts l. Processing and accounting for NSF’s checks m. Processing and mailing of pending program dismissals (PPD‘s) n. Identification and processing of red flagged accounts o. Financial assessments for participants p. Updating the refund list and assure that all refunds are processed pursuant to County standards q. Assure that all program services received and fees paid are accurately reconciled at program closure r. Preparation of reports including Monthly County Data Reports, Quarterly DL101 Report, Quarterly State Surcharge Report s. Notices to participants 4. Supervise daily administrative operations and participate in a unified team approach for the provision of DUI services: a. Participant Orientations and Enrollments b. Participant Scheduling c. Financial Assessments d. Quality assurance and audits of files and billing records e. Building services including security, janitorial, technology, HVAC, plumbing, electrical, and vending f. Develop, maintain, and adhere to procedures that will ensure compliance with State of California program standards and client confidentiality g. Develop, maintain and adhere to procedures that will ensure compliance with County monitoring requirements and client confidentiality h. Assurance that program terminations are appropriate and accurate i. Develop, implement, and maintain procedures that improve administrative efficiency and effectiveness j. Carry out policies and procedures as established by ECS in an accurate and timely manner k. Ensure adequate coverage for employee vacations, sick leave, etc. to ensure continuity of services to participants. 5. Function as the liaison between ECS Administrative Departments i.e., Administration, Purchasing, Payroll, Accounting. 6. Provide assigned staff regular and ongoing communication about their job performance and opportunities to improve. 7. Train and document progress of assigned staff. 8. Prepare and review all evaluations in accordance with ECS policy. 9. Lead the selection, orientation, training and development of administrative staff. 10. Maintain currency in topics and issues affecting DUI programs and communicate those changes to Accord and ECS management. 11. Perform other duties as needed.
|
|||
|
EDUCATION & EXPERIENCE :
|
EDUCATION: Possession of a bachelor’s degree in business or public administration, or equivalent combination of experience and education.
EXPERIENCE: Two years experience in office administration including financial matters, staff supervision, and client tracking software. Experienced in Microsoft Office Products including; Outlook, Excel, Word, and Power Point. |
|||
|
|
|
|||
|
|
|
|||
|
ABOUT US ECS (Episcopal Community Services), with approximately 350 employees, maintains many programs addressing homelessness, unemployment, addiction, mental illness, domestic violence, and children's care and education in San Diego and Riverside Counties |
MISSION Statement: “Serving God by serving those in need.”
ECS encourages a careful review of our mission. As we are a faith based non-profit organization, it is important to recognize and embrace our mission statement.
|
|
|
|
|
POSITIONS REQUIRING DEGREE/ CREDENTIAL Where required, an official transcript from an accredited college or university and/or Credential must accompany the application. Applicants who fail to comply with this requirement will not be eligible for interview. |
INTRODUCTORY PERIOD All positions have an initial introductory period of 90 days. |
|
|
|
|
BENEFITS Vacation; sick leave; 15 holidays; medical; dental; life insurance, EAP, 401 (k), Discretionary Profit Sharing and Discretionary Employer Match (after one year of service). Benefit eligibility is the first of the third month following the date of hire. |
FILING APPLICATIONS When a closing date is indicated, applications and/or resumes must be received by or before 5:00 p.m. on that date, unless otherwise stated on this job announcement.
|
PROCESS:
Fax, mail or e-mail to the Human Resources Department by the closing date.
E-mail: jobs@ecscalifornia.org (Please place Job #10-04WEB in the header)
Fax: 619-228-2801 (Attn: HR, Please include Job #10-04WEB on the fax cover)
Mail: ECS HR Dept. (Place job number after address), 4305 University Avenue #400, San Diego, CA 92105
Visit us at our website: www.ecscalifornia.org