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Program Administrator Emergency Services

Company: City of Portsmouth
Location: Portsmouth
Posted on: September 22, 2022

Job Description:

General Statement of the Job & Essential Functions


An exciting career path is waiting for you at the City of Portsmouth! You may be eligible for a $2500 sign on bonus upon completion of one year's employment as the Program Administrator - Emergency Services.

Under limited supervision, this position manages the support programs that are 24 hours a day for Emergency Services, Mental Health and Case Management, servicing clients with mental illness and co-occurring disorders. Reports to the Clinical Manager.

Works and communicates with local and state hospitals, regional crisis stabilization programs, and local and regional jails. Provides assessment and referral services in response to a variety of mental, emotional and/or substance related disabilities, and is responsible for managing program planning, administration, staffing, service delivery, client rights, community relations and ancillary operations.

Manages staff members responsible for providing life-saving intervention services, pre-screenings, de-escalations, hospitalization and court ordered detention; handles or designates calls for services from clients who exhibit a variety of emotional, mental, substance abuse and/or co-occurring disorders, and assesses the need for services and arranges for or coordinates intake services and performs crisis evaluations and assessments.

Coordinates clients' admissions to hospitals or referrals to treatment providers and attends related hearings. Supervises reinvestment services, to include implementing discharge planning. Ensures adherence to all applicable state and federal mandates; and coordinates maintenance and review of records and reports. Reviews pass downs and evaluations daily; and attends relevant training courses.

Provides oversight and administration of budget preparation and monitoring expenditures, staff development and training, succession planning, performance management, employee relations prioritizing and assigning work and related activities.

Maintains effective relationships with regional and state medical agencies; confers with other mental health and related human service agencies to coordinate program placement and referrals; interacts with officials of the criminal justice system, regional crisis stabilization programs and regional jails to assist with the coordination of individuals served.

Assists with analyzing operations and programs; identifying needed programmatic and operational changes; and preparing regional and state reports regarding bed utilization, services and statistical information. Serves on various regional and state committees; assists with preparation for licensure and audit reviews; and assists in the review and development of agency-wide policies and procedures.

Responsible for the effective supervision and administration to include budget preparation and monitoring expenditures, staff development and training, succession planning, performance management, employee relations, prioritizing and assigning work and related activities.

Establishes systems for ensuring city and departmental personnel policies and procedures are appropriately administered; assists with departmental human resources functions, to include employee relations and staff development programs and develops departmental strategic plans, research and evaluations.

Performs other duties as assigned. Individual assignments will be determined by supervisor based on current workload and department needs.

Knowledge, Skills & Abilities


Knowledge of Job: Has considerable knowledge of the theory, principles, and methodologies of planning, evaluating and ensuring compliance of mental health crisis outreach programs. Has general knowledge of the administrative policies and procedures of public administration, and of managing to budget, personnel and resource utilization. Is able to plan, manage and evaluate mental health crisis outreach services; to plan and manage the work of staff; and to manage resources in order to provide effective and responsive programs and services. Is able to understand and interpret oral and written instructions. Is able to establish and maintain effective working relationships as necessitated by work assignments.

Quality of Work: Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high Quality communication and interacts with all departments, co-workers and the general public.

Quantity of Work: Maintains effective and efficient output of all duties and responsibilities as described under "Essential Job Functions".

Dependability: Assumes responsibility for doing assigned work and meeting deadlines. Completes assigned work on or before deadlines in accordance with directives, city policy, standards and prescribed procedures. Accepts accountability for meeting assigned responsibilities in the technical, human and conceptual areas.

Attendance: Attends work regularly and adheres to city policies and procedures regarding absences and tardiness. Provides adequate notice to higher management with respect to vacation time and time-off requests.

Initiative and Enthusiasm: Maintains an enthusiastic, self-reliant and self-starting approach to meet job responsibilities and accountabilities. Strives to anticipate work to be done and initiates proper and acceptable direction for completion of work with a minimum of supervision and instruction.

Judgment: Exercises analytical judgment in areas of responsibility. Identifies problems or situations as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to problems or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Researches problems, situations and alternatives before exercising judgment. Seeks expert or experienced advice when necessary.

Cooperation: Accepts direction from Board of Directors and strives to meet the goals and objectives of same. Questions such instruction and direction when clarification of results or consequences is justified i.e., poor communications, variance with policy or procedures, etc. Offers suggestions and recommendations to encourage and improve cooperation between all staff persons within the department.

Relationships with Others: Shares knowledge with supervisors and staff for mutual and departmental benefit. Contributes to maintaining high morale among all department employees. Develops and maintains cooperative and courteous relationships with department employees, staffers and managers in other departments, representatives from organizations, and the public to maintain good will toward the department and project a good departmental image. Tactfully and effectively handles requests, suggestions and complaints from other departments and persons to maintain good will within the city. Interacts effectively with fellow employees and the public.

Coordination of Work: Plans and organizes daily work routine. Establishes priorities for the completion of work in accordance with sound time-management methodology. Avoids duplication of effort. Estimates expected time of completion of elements of work and establish a personal schedule accordingly. Attends meetings, planning sessions and discussions of time. Implements work activity in accordance with priorities and estimated schedules. Maintains a calendar for meetings and deadlines.

Safety and Housekeeping: Adheres to all safety and housekeeping standards established by the city and various regulatory agencies. Sees that the standards are not violated. Maintains a clean and orderly work place.

Planning : Plans, directs and uses information effectively in order to enhance activities and production of the department. Knows and understands the expectations of the city regarding the activities of the department and works to see that these expectations are met. Designs and formulates ways, means and timing to achieve the goals and objectives of the department and the city. Within the constraints of city policy, formulates the appropriate strategy and tactics for achieving departmental and city objectives. Organizes, arranges and allocates manpower, financial and other designated resources in an efficient and effective way so as to achieve the goals and objectives of the department and city.

Organizing: Organizes work and that of subordinate staff. Ensures staff members are aware of expectations and that they are regularly and appropriately informed of all city and department matters affecting them and/or concern to them.

Staffing: Works with other city officials and management to select and recommend employment of personnel for the department who are qualified both technically and philosophically to meet the needs of the department and city. Personally directs the development and training of department personnel in order to ensure they are properly oriented and trained.

Leading: Provides a work environment which encourages clear and open communications. Has a clear and comprehensive understanding of the principles of effective leadership and how such principles are to be applied. Provides adequate feedback to staff so that they know whether their performance levels are satisfactory. Commends and rewards employees for outstanding performance yet does not hesitate to take disciplinary action when necessary. Exercises enthusiasm in influencing and guiding others toward the achievement of city goals and objectives.

Controlling: Provides a work environment which is orderly and controlled. Coordinates audits and controls manpower and financial resources efficiently and effectively. Coordinates, audits and controls the utilization of materials and equipment efficiently and effectively. Has a clear and comprehensive understanding of city standards, methods and procedures.

Delegating: Assigns additional duties to staff as necessary and/or appropriate in order to need department goals, enhance staff abilities, build confidence on the job and assist staff members in personal growth. Has confidence in staff to meet new or additional expectations.

Decision Making : Uses discretion and judgment in developing and implementing courses of action affecting the department. When a particular policy, procedure or strategy does not appear to be achieving the desired result, moves decisively and definitively to develop and implement alternatives.

Creativity : Regularly seeks new and improved methodologies, policies and procedures for enhancing the effectiveness of the department and city. Employs imagination and creativity in the application of duties and responsibilities. Is not adverse to change.

Human Relations : Strives to develop and maintain good rapport with all staff members. Listens to and considers suggestions and complaints and responds appropriately. Maintains the respect and loyalty of staff.

Policy Implementation : Has a clear and comprehensive understanding of city policies regarding the department and city function. Adheres to those policies in the discharge of duties and responsibilities and ensures the same from subordinate staff.

Policy Formulation: Keeps abreast of changes in operating philosophies and policies of the city and continually reviews department policies in order to ensure that any changes in city philosophy or practice are appropriately incorporated. Also understands the relationship between operating policies and practices and department morale and performance and works to see that established policies enhance same.

Education, Experience & Special Requirements


Master's degree in Psychology, Counseling, Social Work, or Human Services that includes coursework for eventual licensure by the Virginia Department of Health Professions as a Licensed Psychologist, Licensed Professional Counselor, Licensed Social Worker, Licensed Marriage and Family Therapist, or Licensed Substance Abuse Practitioner in Virginia; Outpatient or inpatient clinical mental health and/or substance abuse treatment experience required. Documented crisis intervention experience within the past five years required. Licensed/Certified Pre-Screener is preferred.


Must be licensed or licensed-eligible Licensed Professional Counselor (LPC) or a Licensed Clinical Social Worker (LCSW) or have a Master's degree in Nursing (MSN).

An acceptable general background check to include a local, state, and federal criminal history check and sex offender registry check.

Individuals in this position cannot be listed as having a founded child abuse or neglect complaint.

In the event of a declared emergency in the city of Portsmouth, individuals in this position are required to work shelter duty and may be called on to perform duties as required to provide for the safety and care of the citizens of the community.

Physical Demands



Physical Requirements: Requires the ability to exert up to 25 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. Physical demand requirements are those for sedentary work.

Data Conception: Requires the ability to compare and/or judge the readily observable, functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people or things.

Interpersonal Communications: Requires the ability of speaking and/or signaling people to convey or exchange information. Includes giving instructions, assignments and directions to co-workers or assistants, as well as receiving information and assignments from supervisor.

Language Ability: Requires the ability to read program and policy manuals, human services journals, financial and budget documents and statements, regulatory documents, regulations and other administrative references. Must be able to prepare correspondence, annual reports, diagrams, and budget and administrative documentation using prescribed formats and conforming to all rules of punctuation, grammar, diction and style. Requires the ability to speak to people with poise, voice control and confidence.

Intelligence: Requires the ability to apply principles of logical or scientific thinking to define problems, collect data, establish facts and draw valid conclusions; to interpret an extensive variety of technical instructions in mathematical or diagrammatic form; deal with several abstract and concrete variables.

Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently using Standard English and using administrative, behavioral, and mental health terminology.

Numerical Aptitude: Requires the ability to utilize mathematical formulas. Must be able to add, subtract, multiply, and divide; to determine percentages; to calculate interest, profit and loss, proportions, etc.

Form/Spatial Aptitude : Requires the ability to inspect items for proper length, width and shape.

Motor Coordination : Requires the ability to coordinate hands and eyes rapidly and accurately in using a variety of office equipment.

Manual Dexterity: Requires the ability to handle a variety of items, such as office equipment. Must have minimal levels of eye/hand/foot coordination.

Color Discrimination: Requires the ability to differentiate between colors and shades of color.

Interpersonal Temperament : Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under varying levels of stress and when confronted with persons acting under stress (emergency situations).

Physical Communication: Requires the ability to talk and/or hear: (talking - expressing or exchanging ideas by means of spoken words; hearing - perceiving nature of sounds by ear). Must be able to communicate via telephone.

Keywords: City of Portsmouth, Portsmouth , Program Administrator Emergency Services, Other , Portsmouth, Virginia

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