Operations Manager - QIDP Elgin, IL

ASSOCIATION FOR INDIVIDUAL DEVELOPMENT • Elgin, IL

4d • $67,100 - $67,100 • Hybrid

About The Position

The Association for Individual Development (AID) is a non-profit organization whose mission is to empower people with physical, developmental, intellectual, mental health challenges, those who have suffered a trauma, and those at risk to enjoy lives of dignity and purpose. We are looking for a Operations Manager - Elgin, IL who exemplifies that mission and wants to work for an organization that makes a difference. This position may have some work components that can be performed remotely. Remote work arrangements are not a right or entitlement of employment. They are discretionary and subject to demonstrated performance and operational needs. Approval may be rescinded at any time at the sole discretion of management. This position may work remotely as outlined in the Remote Work Acknowledgement for up to 20% of the work week with approval from the Director of Community Living.

Requirements

• Bachelor’s Degree in Human Services
• At least two years of experience working directly with individuals with intellectual disabilities.
• Two years supervisory experience preferred.
• Climb stairs daily
• No medical restrictions which would prohibit implementation of a lift/transfer or implementation of behavioral programs.
• Push, pull, reach, stoop/bend over and use step stool daily.
• Perform daily housekeeping tasks and assist clients in independent living skills.
• Physically assist clients in situations including, but not limited to: getting in and out of van, bathtub, shower, or bed regularly
• Implement behavior support strategies and respond to emergency behavioral issues.
• Requires significant walking and standing on a daily basis.
• Computer and software including Microsoft Word, Outlook, SharePoint, Excel, and Teams; Internet browser; Zoom platform.
• Office Equipment including printer/scanner, copy machine, calculator, shredder, etc.
• Telephone and voicemail.
• Household appliances including stove, microwave, washer/dryer, dishwasher, and countertop appliances such as microwaves.
• Alarm Systems for monitoring fire, weather, security, etc.
• Adaptive equipment as defined in individual strategies including hoyer lift and accessories, shower chairs or benches, walkers, wheelchairs, etc.
• Agency vehicles with and without wheelchair lifts.
• Minimum age requirement: 21 years
• Ability to lift or move up to 50 pounds to assist in two-person lift or with use of adaptive equipment.
• Pass S-TOFHLA literacy test.
• Complete required DSP Training, including Medication Administration Authorization.
• Maintain Medication Administration Authorization by following all related policies and procedures.
• Complete and maintain training compliance and/or certification in CPR, First Aid, Infection Control, OIG Rule 50, and CPI.
• Complete state-required QIDP training within six months of hire.
• Maintain QIDP status by completing 12 CEU’s annually.
• Attend all scheduled in-service trainings as required.
• Individual must have and maintain a valid Illinois driver’s license; must maintain licensure and an acceptable driving record per procedure.
• Individual must have and maintain Illinois minimum required automobile liability insurance coverage per procedure.
• Use of a personal automobile during work hours is required.
• Provide transportation for clients in personal automobile when necessary.
• Use of personal cell phone for work-related communication and tasks, including applications for HIPAA-compliant messaging is required.

Nice To Haves

• Master’s preferred

Responsibilities

• Responsible for the day-to-day operation of up to 7 Community Living locations.
• Assure that all aspects of community living comply with DHS, HCBS, and CARF standards as well as agency policies and procedures.
• Ensure that physical environments are safe, clean, and accessible for clients and staff.
• Responsible for the hiring, training, ongoing supervision, and performance evaluation of Direct Support Professional staff at assigned locations.
• Responsible for monitoring program budgets and expenditures to ensure programs operate in a fiscally responsible manner.
• Responsible for creating and maintaining a positive, professional, and safe environment for clients and staff to live, learn, and work.
• Participate in direct service as needed.
• On-call responsibilities to assure quality services 24 hours a day and 7 days a week.
• Ensure that assigned program locations are adequately staffed to support clients according to supervision and support needs as well as licensure requirements; prioritize coverage needs of the program in urgent or emergent situations to ensure the agency’s continued success.
• Screen, interview, and hire qualified candidates for Direct Support Professional (DSP) roles.
• Complete competency-based training assessments/on the job training with all regular and substitute staff assigned. This training includes but is not limited to: procedures, observation of client interaction, documentation, and specific instruction in shift duties and responsibilities.
• Provides additional required information and training to support DSPs upon request.
• Complete staff schedules for assigned program locations per program procedures; manage requests for PTO based on needs of the program and agency procedures.
• Ensure staff schedules, including voluntary additional shifts, are compliant with agency policies and procedures.
• Review and approve assigned staff’s time records and expenses in Paycom, monitoring for accuracy and adherence to time and attendance procedures; submits timely payroll records per agency procedures and reports any suspected fraudulent activity to the Program Director immediately.
• Monitor and ensure assigned staff’s compliance with all agency, state, and federal training requirements; prevent ineligible staff from engaging in work activities and reports concerns to Program Director immediately.
• Provide ongoing guidance and training to direct support professionals to assure client programming, documentation, safety, rights and confidentiality standards are being met during service delivery.
• Provide ongoing supervision and feedback to staff assigned in order to acknowledge areas of excellence and identify areas of opportunity.
• Complete performance evaluations for staff assigned prior to the end of the first 60 days and at least annually per procedure.
• Draft and present corrective counseling documents to address staff performance deficits; discuss matters with staff in a manner that preserves dignity and encourages staff development and behavioral change; maintain records of discussions and documentation.
• Schedule and lead monthly staff meetings for assigned program locations using solutions-focused language and positive approaches; review meeting topics with all staff not in attendance.
• Document attendance and minutes, maintain documentation per procedure.
• Ensure adequate food, safety, household, and sanitary supplies for assigned program locations according to licensure requirements by ordering through agency approved procurement procedures; monitor purchases to avoid excess stock of goods and stay within budgeted costs.
• Monitor and maximize LINK benefit usage, including completing the LINK Monitoring Report; complete documentation and submit per agency procedures.
• Monitor spending at assigned program locations; code expenses to proper budget line item, track spending per program procedures, complete purchase orders per established procedures, and adhere to annual budgeted allotments.
• Consults with Program Director for purchases that exceed budgeted allotments.
• Assure accurate completion of required billing documentation by staff; input client census and additional supports billing per established deadlines.
• Review billing reports to ensure budgeted income is captured and collaborate with team members to correct rejections in a timely fashion.
• Monitor conditions to minimize financial losses in the area of overtime, employee injury, agency property misuse/damage, food costs, and other program-specific areas.
• Participate in the development of program budgets by preparing estimated expenses to include furnishings for repair/replace, client activities, facilities and accessibility needs, as well as aesthetic upkeep.
• Monitor assigned program locations’ physical environments including but not limited to: exterior structures, interior structures, furnishings and appliances.
• Coordinate work orders, repairs, replacements, outside services, and inspections as needed and according to licensure requirements.
• Takes appropriate urgent or emergent actions when necessary.
• Collect, report, and utilize program safety data for assigned program locations and fleet vehicles.
• Review and maintain documentation completed by staff per agency procedure to ensure that problems or concerns are addressed immediately.
• Ensure clients and staff receive ongoing training in safety topics and procedures for response to incidents and disasters; monitor and maintain documentation according to licensure requirements.
• Support clients at assigned program locations to establish Household Guidelines through established procedures; review with household members annually or as determined by household agreements.
• Maintain individual and household feedback and documentation per procedure.
• Attend service planning meetings annually and as needed per timelines established by licensure requirements.
• Participate in the development and provide direct implementation of Implementation Strategies according to timelines established by licensure requirements for assigned locations.
• Participate in the coordination of Health, Behavioral Intervention, Community Day, Behavioral Health, Employment, and other services based on individual client needs and licensure requirements.
• Monitor service delivery, client satisfaction, maintain and forward applicable documentation in client case record.
• Participate in the coordination of leisure and recreation activities for clients; facilitate selection of external registrations to submit to Case Manager, ensure availability of staff coverage and transportation for selections, and ensure choices for in-house and community activities are offered to all clients.
• Coordinate and ensure client transportation needs are fulfilled through both internal fleet vehicles and external transportation services.
• Participate in completing appropriate assessment tools by providing information and perspective from applicable team members annually and as needed per timelines established by licensure requirements.
• Provides and/or arranges for staff training on client plans and strategies annually, upon revisions to strategies, when a knowledge gap is identified, and as requested by program staff; maintain documentation received from Case Manager per procedure.
• Assure direct support services provided are compliant with all rules, regulations and standards established per agency, state, and federal requirements.
• Review and reference agency policies, procedures, and forms frequently while performing essential job responsibilities; stay apprised of and implement updated policies and procedures communicated by agency leadership.
• Conduct at least 4 unannounced site visits to assigned program locations per month; provide feedback to staff and departments using solutions-focused language and positive approaches.
• Maintain/submit documentation per procedure.
• Participate in obtaining input from customers (clients, families, guardians, other staff) and stakeholders on how to improve services through individual/group meetings; provide feedback to departments, team members, and supervisors using solutions-focused language and positive approaches.
• Compile and enter data on program outcome measures and assist clients from assigned caseload to complete client satisfaction surveys according to CARF standards and timelines.
• Receive and review client incident reports to ensure completion and accuracy; complete appropriate follow-ups and/or consult with Program Director for further guidance as needed.
• Maintain documentation per procedure.
• Participate in monitoring client financial status including but not limited to: earned income, unearned income, public entitlements, personal needs allowance, and bills.
• Report misuse or exploitation of client money and/or benefits to Program Director or designee according to policies and procedures.
• Participate in client referral and admissions processes using solutions-focused language and positive approaches.
• Participate in providing direct service to clients as assigned in order to meet client and program needs; this includes cross training and coverage in other programs to ensure the agency’s continued success.
• Physically assist clients in situations including, but not limited to: getting in and out of van, bathtub, shower, or bed as stated in client strategies.
• Provide transportation for clients in personal or agency vehicle for work, shopping, appointments, social events, etc.
• Obtain medication administration authorization at assigned program locations.
• Maintain medication administration authorization by performing medication administration tasks (medication passes), attending annual training, following all policies and procedures, and minimizing preventable medication errors.
• Lead by example in implementing Home and Community Based Settings Rules and applying principles to client, family, and stakeholder interactions
• Consult with Program Director regarding any proposed changes in programs, procedures, or schedules for approvals as required prior to implementing changes.
• Attend and participate in region, department, division, and agency scheduled meetings, events, and trainings using solutions-focused language and positive approaches.
• Notify immediate supervisor of identified schedule conflicts as soon as possible; collaboration with supervisor and other departments to resolve attendance conflicts is required.
• Exercise sound judgement in recognizing and responding to emergency situations involving clients, staff, and/or the physical environment/location; take appropriate action according to agency policies and procedures including completing required incident reporting or documentation.
• Collaborate with clinical staff and management to develop and implement a plan of action using solutions-focused language and positive approaches in the event of client emergencies or critical needs Monday through Friday.

Benefits

• 21 Days of Paid Time Off plus 10 Paid Holidays
• Paid training
• Tuition reimbursement
• Medical, Dental, Vision, Life, STD, LTD, Critical Illness and accident insurance
• 401K with a 3.5% company contribution after one year.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager