Program Administrator Emergency Services
Company: City of Portsmouth
Posted on: September 22, 2022
General Statement of the Job & Essential Functions
GENERAL STATEMENT OF JOB
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 -
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.
ESSENTIAL JOB FUNCTIONS
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
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
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
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
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
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
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
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
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
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
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
EDUCATION & EXPERIENCE
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
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
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.
MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED
TO PERFORM ESSENTIAL JOB FUNCTIONS
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
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
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,
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
Manual Dexterity: Requires the ability to handle a variety of
items, such as office equipment. Must have minimal levels of
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
Didn't find what you're looking for? Search again!