Assistant Site Director

2 weeks ago

Santa Rosa, California, United States Nation's Finest Full time
Job Title: Assistant Site Director

The Assistant Site Director serves as the deputy to the Site Director, sharing delegated responsibilities and assuming full responsibilities in the Site Director's absence.

This role requires a strong understanding of the organization's mission and values, as well as excellent communication and leadership skills.

Key Responsibilities:
  • Assist the Site Director in assessing and meeting the needs of clients, planning appropriate services, and developing new projects, policies or procedures.
  • Track all expenditures and maintain a balanced budget for all programs.
  • Ensure personnel actions are completed accurately and timely, including time reporting for payroll, advertising open positions, arranging interviews, post-interview actions and requesting background investigations.
  • Ensure personnel files are accurate and complete.
  • Ensure availability of training and maintenance of records for staff certifications and training required for grants and in accordance with established practice.
  • Schedule training as required.
  • Maintain impound account. Process requests for funding and write checks. Supervise and train staff in disbursement of checks. Maintain appropriate records. Conduct reconciliation of impound account as required (monthly).
  • Ensure payments are arranged for service work and documentation is current and complete. Ensure Site Director and program staff provide data for acquisition and maintenance of equipment.
  • Supervise program support personnel. Schedule coverage and maintenance of all common areas.
  • Ensure support staff is adequately trained.
  • Monitor volunteer program. Review data on volunteer hours and assistance provided.
  • Monitor orientation of clients requesting services, to include initial assessments and referrals to internal and external resources. Ensure data is entered into appropriate databases. Manage maintenance of file room, filing systems and records. Collect data as requested for required reports.
  • Manage transportation expenditures (gas cards and bus passes). Monitor disbursement of gas cards and bus passes. Maintain records and accountability, and monitor transportation expenditures.
  • Arrange acquisition of items for personal care of residential clients. Ensure receipts are properly processed for corporate accounting and that associated files are accurate and complete.
  • Ensure client fee calculation worksheets and payments are collected, collated and processed for transmittal to accounting department. Ensure billings are submitted, to include monthly Veterans Administration per diem and other programs.
  • Schedule and coordinate special meetings and events. Arrange for publicity, food, supplies, accommodations, and other needed resources.
  • Maintain the inventory files of equipment on site, to include warranty data, repair history, location, assigned staff accountability and other grant requirements.
  • Facilitates the achievement of permanent housing for very low-income veterans and their families through advocacy, assessment, planning, communication, education, resource management, and service delivery.
  • Ensure that clients are provided with in-depth screening and assessments for program suitability and eligibility for both in-house and other-agency programs.
  • As necessary, act as the client's advocate to assist in receiving needed services.
  • Monitor and ensure all funding and agency performance goals and objectives are met or exceeded.
  • Monitor and ensure detailed and complete participant documentation, to include proof of eligibility determination, comprehensive demographic data, detailed case notes that include results/follow ups of other-agency referrals, and other records as assigned.
  • As a member of the Client Review Team, coordinate with other center staff to ensure clients get quality, fully integrated services.
  • Maintain a personal resource file of social service agency contacts and landlords in the area for referring clients to needed services.
  • Apply creative outreach techniques to recruit potential clients by distributing promotional materials and direct networking with targeted individuals and organizations.
  • Ensure that individual housing counseling is provided to clients to assist them in their search for permanent affordable housing, and/or maintaining current permanent housing.
  • Ensure that required follow-ups are completed with clients and employers to monitor progress and provide early identification of problems and/or complaints of employed clients.
  • Attend meetings and conferences, as required.
  • Perform other duties as assigned by supervisor.

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