OLDER ADULT SERVICES MANAGER

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.

SUMMARY DESCRIPTION

Under administrative direction, oversees, supervises, and coordinates older adult programs and services including the overall operations, services, and activities of the Joslyn Senior Center and the OASIS (Older Adult Services & Information System) program within the Community Services Department; coordinates assigned activities with other programs, divisions, outside agencies, and the general public; and provides highly responsible and complex staff assistance to the Director of Community Services.

REPRESENTATIVE DUTIES

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

• Assumes responsibility for assigned services and activities of the older adult program within the Community Services Department including managing the operations of the Joslyn Senior Center and the OASIS (Older Adult Services & Information Systems) program.
• Coordinates the organization, staffing, and operational activities for providing recreational, social, and service programs and related activities for older adults at City and other facilities including at the Joslyn Senior Center and OASIS site.
• Participates in the development and implementation of goals, objectives, policies, and priorities; recommends and implements resulting policies and procedures.
• Participates in the identification, planning, development, and implementation of new and/or modified programs that would promote and enhance the mission, goals, and objectives of the City; conducts surveys, studies, and assessment of needs in the community and the region; performs the necessary research and analysis to justify the appropriateness of implementing the proposed program/project; prepares presentation materials and background documentation; monitors program and project success using appropriate tracking and feedback systems.
• Directs, coordinates, and reviews the work plan for older adult program services and activities including the operations of the Joslyn Senior Center and the OASIS program; assigns work activities and projects; monitors work flow; reviews and evaluates work products, methods, and procedures; meets with staff to identify and resolve problems.
• Selects, trains, motivates, and evaluates assigned staff and volunteers; provides or coordinates staff training; works with employees to correct deficiencies; implements discipline and termination procedures; recognizes volunteers with annual appreciation event.
• Participates in the development and administration of assigned program budget; forecasts funds needed for staffing, equipment, materials, and supplies; monitors and approves expenditures; recommends adjustments as necessary.
• Promotes interest and participation in senior and other older adult service activities by means of public relations, press releases, and other media development; conducts outreach in the community including through speaking engagements, attending informative events, and conducting community and health fairs to advertise older adult programs and events; maintains information on assigned web pages; produce pamphlets related to the Center and assigned programs
• Coordinates facility and grounds maintenance and operations for assigned buildings; oversees and participates in setting-up and tearing down rooms for meetings of various groups; checks facilities for proper cleanliness and supplies; ensures safe environment at the Center and other assigned locations including to establish and implement safety regulations.
• Establishes and maintains communications with clubs and individuals at the Joslyn Center; responds to requests for information and assistance; coordinates with other agencies and/or City staff to follow-up on issues and concerns and to provide resource referrals; refers inquiries to the appropriate resource within or outside the City or department; gathers and maintains local, state, and national referral information to offer assistance to the older adult community; participates in the investigation and resolution of complaints related to assigned program areas, activities, and contracts.
• Coordinates the permitted uses of assigned facilities including a revenue fee system; accepts rental payments and fees; issues receipts.
• Oversees the maintenance of the Center’s lost and found; establishes and maintains procedures for tagging, maintaining, and donating items not claimed.
• Oversees the maintenance of items for temporary borrowing by seniors; prepares and posts items for sale for seniors wishing to sell items to other seniors.
• Maintains calendars, bulletin boards, and other display areas at the Center; maintains bulletin board for neatness, appropriateness of materials, and timeliness of data; signs up groups and individuals for use of display cabinets.
• Oversees the production of the newsletters; arranges for and works with groups and individuals providing information for the newsletter; maintains the mailing list for those paying for newsletter delivery.
• Provides staff assistance to the Director of Community Services; conducts a variety of studies and investigations; develops and recommends modifications to older adult programs, policies, and procedures as appropriate.
• Serves as liaison to, provides support to, and coordinates assigned program activities with those of other City departments and staff as well as the general public, federal, state, and local private and governmental agencies, community organizations, and other groups; ensures effective cooperation consistent with optimal efficiency, effectiveness, and economy; develops and participates in senior and community organization partnerships to increase the quantity of services available to older adults in Escondido.
• Supervises, oversees, and manages the daily nutrition programs under contract with San Diego County; ensures delivery of nutritious meals; ensures proper cleanliness and maintenance of kitchen facility; ensures that proper inventory and controls are maintained; maintains proper accounting of meals served, donations received, and cost for County contract purposes; prepares bank deposits, reports, and other required documentation for contracts.
• Supervises, oversees, and manages transportation services provided under contract; ensures that seniors are safely picked up and delivered to the Center; ensures contractor is providing appropriate levels of services to meet contractual and senior needs as outlined; assists with record keeping.
• Supervises, oversees, and manages OASIS program activities located off-site; oversee personnel, financial, and other fiduciary matters.
• Monitors program compliance with laws, rules, and regulations related to provision of assigned program and related services.
• Maintains records and prepares reports concerning new or ongoing programs and program effectiveness; oversees the preparation of injury reports; maintains and updates various databases and filing and record keeping systems for assigned program; participates in researching and collecting data and information for inclusion into database and record keeping systems; conducts surveys; analyzes and interprets data collected; prepares reports and distributes requested information to appropriate parties in a timely manner including reports to regulatory agencies.
• Serves as staff on a variety of boards, commissions, and committees including the Joslyn Advisory Board, Nutrition Council, and Senior Advisory Board; prepares and presents staff reports and other necessary correspondence; gathers data and information as necessary for members.
• Attends and participates in professional group meetings; meets with other senior center directors and personnel to exchange information; stays abreast of new trends and innovations in the field of older adult programs.
• Performs related duties as required.

QUALIFICATIONS

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of:

• Operational characteristics, services, and activities of an older adults program.
• Social services program needs of older adults and other special needs populations.
• Principles and practices of program development and administration.
• Principles and practices of municipal budget preparation and administration.
• Principles of supervision, training, and performance evaluation.
• Pertinent federal, state, and local laws, codes, and regulations.
• Methods of communication for use in effective public relations and group dynamics techniques.
• Principles and practices related to the operation of multipurpose activity center for older adults.
• Motivation and capacity of persons participating in multipurpose activity centers that include recreational, social services, and educational activities.
• Sources of volunteers.
• Information sources and referral resources regarding recreational, educational, and social service programs.
• Principles and practices of organization, system development, and service delivery related to area of assignment.
• Standard organizational and management practices as applied to the analysis and evaluation of programs, policies, and operational needs.
• Customer service, public relations, and outreach methods and techniques.
• Recent developments, research methods, current literature, and sources of information related to older adult programs and service areas.
• Principles and practices of record keeping and records management.
• Methods and techniques of data collection, research, and report preparation.
• Principles of business letter writing and report preparation.
• Modern office procedures, methods, and equipment including computers and various software packages.

Ability to:

• Oversee and participate in the management of older adult programs including management of a multipurpose activity center for older adults.
• Plan, organize, direct, coordinate, promote, and evaluate assigned programs and/or projects.
• Supervise, direct, and coordinate the work of lower level staff.
• Select, train, and evaluate staff and volunteers.
• Participate in the development and administration of program goals, objectives, and procedures.
• Research, analyze, and evaluate programs, policies, and procedures as well as new service delivery methods and techniques.
• Prepare and administer program budgets.
• Prepare clear and concise administrative and financial reports.
• Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals.
• Interpret and apply federal, state, and local policies, laws, and regulations.
• Conduct accurate and thorough research and prepare clear, complete, accurate, and concise analysis, reports, and recommendations.
• Understand the organization and operation of the assigned department, other City departments, and outside agencies as necessary to assume assigned responsibilities.
• Understand, interpret, and apply general and specific administrative and departmental policies and procedures as well as applicable federal, state, and local policies, laws, and regulations.
• Analyze, assess, and address community needs related to the assigned program area and recommend plans for modifying or extending services, programs, and activities to meet community needs and requirements.
• Operate and use modern office equipment including a computer and various software packages.
• Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
• Exercise good judgment and maintain confidentiality in maintaining critical and sensitive information, records, and reports.
• Facilitate, develop, and work with teams and groups on various programs and projects and to create partnerships and coalitions.
• Respond tactfully, clearly, concisely, and appropriately to inquiries from the public, City staff, or other agencies on sensitive issues in area of responsibility.
• Effectively represent the City to outside individuals and agencies to accomplish the goals and objectives of the unit.
• Prepare effective public relations and publicity materials for media and community publications.
• Exercise independent judgment within established policy guidelines.
• Demonstrate an awareness and appreciation of the cultural diversity of the community.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.

Education and Experience Guidelines - Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education/Training: A Bachelor’s degree from an accredited college or university with major course work in gerontology, sociology, social services, human behavior, public administration, or a related field.

Experience: Six years of responsible human services program management experience including two years of administrative and supervisory responsibility.

License or Certificate - Possession of an appropriate, valid driver’s license.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Environment: Standard office setting. CONTINUOUS working indoors, dust from paperwork. Work schedule is 9/80 with alternating Fridays off in a biweekly period. Overtime and attending meetings outside regular work hours may be required. Work environment is both formal and informal, team oriented, having variable tasks, pace, and pressure. Work is performed indoors in office and in meeting rooms.

Physical: Primary functions require sufficient physical ability to work in an office setting and operate office equipment. CONTINUOUS sitting and upward and downward flexion of neck; fine finger dexterity; light to moderate finger pressure to manipulate keyboard, equipment controls, and office equipment; pinch grasp to manipulate writing utensils. FREQUENT side-to-side turning of neck, walking, standing, bending, stooping, pushing/pulling, and twisting at waist; moderate wrist torque to twist equipment knobs and dials; lifting objects weighing up to 20 lbs. from below waist to above shoulders and transporting distances up to 50 yards. OCCASIONAL squatting, kneeling, and reaching above and at shoulder height; moderate grasp to manipulate reference books and manuals; lifting objects weighing 20-35 lbs. from below waist to above shoulders and transporting distances up to 50 feet.

Vision: See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents and to operate equipment.

Hearing: Hear in the normal audio range with or without correction.

Date: April 2003
Johnson & Associates