Front Office Manager at Elk Hill Farm Inc

Would you like to work for a non-profit organization where your contributions make a major impact on the lives of the children and families that we serve? Join a family of experienced mental health professionals and counselors dedicated to providing kids, and each other, the kindness, respect, and encouragement they need to succeed.

Elk Hill was honored as a 2024 Top Workplace USA. The Top Workplace USA winners are chosen based solely on employee feedback. Winners of the Top Workplaces USA are recognized for the great culture that exists at every level of the organization.

If you would like to work for a Top Workplace USA organization where the decisions YOU make can impact youth and families of Central Virginia, then Elk Hill Farm, Inc. is the place for you!

We are an organization that:

• Is honored as a 2024 Top Workplace USA
• Is a Top Workplace Meaningfulness Award recipient
• Has talented, hardworking employees
• Advocates for mental health issues
• Offers competitive benefits, pay and pet insurance
• Has a generous PTO and Holiday package
• Offers a 401(k) plan with 5% employer match
• Tuition assistance
• Elk Hill is celebrating 50+ years of supporting youth and families across the Commonwealth of Virginia! Stability. Adaptability. Longevity.

PRIMARY FUNCTION

To implement and supervise a structured program of care consistent with the organizations mission and the Program Directors overall residential program.

RESPONSIBILITIES AND JOB EXPECTATIONS

General:

• Maintain a high standard of childcare during coverage, including appropriate documentation of each shift. This also includes overseeing the physical care of youth, their development of acceptable habits and attitudes, providing behavior support and intervention, and helping the youth meet their goals and objectives as outlined on their individual service plan
• Provide positive role-modeling of Elk Hills core values, as well as openness, honesty, and cooperation with others
• Build and maintain positive, nurturing relationships with all youth and their families
• Assist with training of new staff and document training as required
• Work cooperatively with staff and treatment team to improve the quality of programming
• Maintain a valid drivers license and good standing with Elk Hills auto-insurance policies
• Maintain up-to-date certifications in CPR/First Aid, and MANDT
• Demonstrate a high and on-going level of competence in residential programming as well as motivation and commitment as an Elk Hill employee
• Ensure compliance with licensing standards and Medicaid expectations
• As scheduled, provide rotating AOC (administrator on call) support/coverage
• Cover additional shifts as needed to ensure appropriate staff coverage
• Participate in appropriate and ongoing supervision and staff development training

• Perform other duties as designated by the facilitys Program Director and Residential Director

Facility Management Responsibilities:

• Maintain adequate and available supply of basic hygiene products, linens, detergents, and general household supplies. Identify needs, and with Program Directors approval and within budgetary guidelines, make purchases as required
• Develop, post, and maintain on file daily/weekly meal-menus in accordance with licensing regulations and FDA recommendations. Ensure counseling staff adhere to meal schedules
• Maintain a supply of groceries that support weekly food menus, making food purchases with Program Directors approval and within budgetary guidelines
• Ensure overall cleanliness and orderliness of the home in accordance with policy and procedures, program expectations, and licensing regulations
• Ensure home is in compliance with inspected fire extinguishers, posted fire plans, and emergency escape routes

Administrative Responsibilities:

• Monitor residential staffs documentation and compliance in providing psycho-educational programming. Provide the guidance and modeling needed to support staffs compliance
• Assist the Program Director in providing oversight of the facilitys medication administration program--providing consultation to staff as needed. Monitor medication administration records (MARS) for compliance and make routine reports to the Program Director
  • In coordination with the Case Manager, ensure all prescribed medications are available for administration, maintain adequate supply of over-the-counter medications, and appropriately dispose of all expired or discontinued medications
• Provide the facilitys Program Director with routine updates as to each employees compliance with implementing a structured program of care and psycho-educational programming. Make additional reports to the Program Director as to each counseling staffs quality and timeliness of required daily documentation
• Document staff and treatment team meetings. Maintain documentation of youths progress in phase program
• Provide monthly supervision to all residential staff as assigned. Collaborate with Program Director in completion of employees annual performance evaluation

Programming Responsibilities:

• Implement and oversee the Program Directors psycho-educational programming
• Develop daily and weekly programming schedules consistent with the facilitys overall structured program of care (documentation of implementing a structured program of care). Ensure residential counselors implement approved schedules
• Lead, implement, and supervise the Program Directors group home and community-based employment program for residents, including work-pay, allowance, and restitution programs. Maintain balance sheets for youths savings, allowances, and restitutions
• In compliance with licensing regulations and/or Medicaid standards, document youths daily progress towards his/her most updated service plan goals and objectives
• Implement and oversee daily log notes, psycho education notes, and TLOAs

CORE COMPETENCIES AND EXPERIENCE:

• Working knowledge of psychiatric diagnosis
• Strong organization and time-management skills
• Professional writing skills, required
• Open to giving and receiving professional feedback
• Knowledge of professional boundaries and an ability to role model appropriate behaviors to youth
• Ability to support constructive family contact and involvement in community activities
• Ability to work effectively with others, including but not limited to the treatment team and other internal and external stakeholders
• Working knowledge of group dynamics and a basic understanding of psychiatric diagnosis
• Ability to provide sound documentation during routine shift coverage
• Strong relationship skills with the youth being served as well as with professional colleagues
• Ability to be flexible in hours
• Sense of humor
• Must demonstrate sensitivity to Elk Hills service populations cultural and socioeconomic characteristics

CREDENTIALS AND/OR EDUCATION

• A baccalaureate degree in social work or psychology and two years of professional experience working with children one year of which must have been in a residential facility for children; OR,
• A high school diploma, or a General Education Development Certificate (G.E.D.), and a minimum of five years professional experience working with children with at least two years in a residential facility for children; OR
• A combination of education and experience working with children as approved by the department
• Hold current certification in or ability to obtain certification in medication administration
• Must have up-to-date certification in the facilitys Behavior Management Program and can apply such skills as needed and required in the day-to-day interactions with youth
• Certifications in CPR/First Aid
• Maintain a valid drivers license and good driving record

PHYSICAL REQUIREMENTS

• Good physical health and remain current with annual TB screening and other certifications
• Ability to traverse the residential home as well as the surrounding areas which may include uneven terrain
• May occasionally lift 25 lbs

TRAVEL

• Transportation of clients as needed/required
• Travel to/from stores to obtain necessary items as needed/required

Diversity, Equity, and Inclusion (DEI) is at the forefront of what we do at Elk Hill, and we enforce respectful communication and cooperation between all. Elk Hill does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor. It is the policy of Elk Hill to provide reasonable accommodation when requested by a qualified applicant or candidate with a disability, unless such accommodation would cause an undue hardship for Elk Hill. Contact Human Resources for more information.

Note: This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities or actions may change or new ones may be assigned at any time with or without notice. Elk Hill Farm, Inc. reserves the right to change or reassign job duties or combine positions at any time.