Community Services/HEAP Director - Agency Operations Officer

Lebanon, KY
Full Time
Manager/Supervisor
POSITION DESCRIPTION(S):  Primary: Community Services/HEAP Director is responsible for the overall management of the Community Services Block Grant (CSBG) and Home Energy Assistance Program (HEAP) programs. Will supervise all programmatic aspects of the CSBG/HEAP and other related programs working with staff and/or clients to build families toward self-sufficiency. Directs and coordinates activities concerned with implementation and carrying out objectives of programs. Compile reports and record activities to ensure progress is being accomplished toward specified desired program outcomes. Monitors expenditures in accordance with respective programs’ budget allocations. Ensures implementation and prescribed activities are carried out in accordance with federal, state and local regulations. Plans and develops methods and procedures for implementing CSBG/HEAP programs. Reports to the Executive Director about problems that affect efficient operations of the CSBG program. Secondary: Agency Operations Officer is responsible for administrative functions, process improvement, identifying various compliance issues and strategic planning and development, developing agency policies and ensuring compliance. This can include leading teams of workers, analyzing performance data, and strategizing for the future. Ensuring the Agency complies with governing regulations and agency policies and procedures.
*Ideal candidate will hold both primary and secondary positions based on qualifications and experience.


RESPONSIBILITIES AND DUTIES:
  • Works closely with the Executive Director, Committees and Board of Directors to develop and implement strategies to enhance efficiency and effectiveness across the organization.
  • Oversees operational compliance of federal, state, and local contracts and private grants associated with programs service delivery. Prepares CSBG budgets and Community Service Block Grant Plans.
  • Supervises County Coordinators and indirectly their staff. Carry out the supervisory activities in accordance with the Agency’s policies, procedures, and applicable laws.  Responsibilities include interviewing, recommending for hire, promoting and training employees, planning, assigning directing and approving work; appraising performance; disciplining employees, addressing complaints and resolving problems; and recommending salary.
  • Coordinate Community Services staff and related program personnel work plans and activities. Directs and coordinates CSBG/HEAP program activities and exercises control over Community Service Coordinators for carrying out program goals and objectives.
  • Travel to program sites within the 8-county service area for the purpose of monitoring, meeting with community organizations, and advancing overall program objectives. Travel within and outside of the state to attend conferences and meetings.
  • Periodically evaluates CSBG staff for performance standards and determines training needs.
  • Provide recommendations to Executive Director based on Community Needs Assessment, Organizational Standards and ROMA Next Generation.
  • Prepares and maintains Agency Organizational Standards for State and National compliance.                                               This also includes Strategic Plans and Risk Assessments.
  • Assess current procedures, analyzing performance data, and updating policies to reflect recent developments.
  • Improve functionality within programs to align with agency objectives.
  • Assist in developing agency policies and ensuring compliance.
  • Represent the organization to funding partnership and key community stakeholders as necessary for reporting, fund development and community collaboration efforts.
  • Interact with State and local networks including community organizations work groups, business members, and faith-based organizations to develop and maintain a strong community service network.
  • May assist in ongoing development of the Board of Directors and serve as a liaison to the board.
  • Oversees the Annual Community Needs Assessment process to capture data throughout Agency programs and CKCAC Service Area. 
  • Ensure that participant satisfaction surveys are distributed throughout all programs and counties and results are shared with administration and the Board of Directors for continuous improvement.
  • Ensure compliance with programs’ regulations and eligibility guidelines and conduct ongoing program planning and evaluation.
  • Ensure timelines and accuracy of program reporting for federal state, and local funders.
  • Plan and conduct public information and community relations activities for program.
  • Prepare monthly, quarterly, and year-end reports for submission as appropriate to funders.
  • Ensure quality control of work performance.
  • Provide assistance to other Agency programs/services related to Community Service programs.
  • Refer clients to available community resources.
  • Attend meetings and conferences as approved by Executive Director.
  • Perform duties in a harmonious manner with other staff.
  • Perform other duties and responsibilities as assigned by Executive Director.

SKILLS AND QUALIFICATIONS:
  • At least five (5) years’ of relevant work experience in an administrative position.
  • Demonstrated supervisory ability.
  • Ability to communicate effectively and relate well with others.
  • Ability to follow complex written and oral instructions.
  • Ability to complete required reports and compose correspondence.
  • Belief in mission of Community Action and desire to serve those in need.
  • Knowledgeable of the CKCAC service area.
  • Access to automobile and have current valid Kentucky driver’s license.
  • Must be free from communicable disease.

EDUCATIONAL REQUIREMENTS:
  • High school diploma or equivalent required.
  • Associate’s degree in Social Services, Business Administration, or related field. (preferred)
Central Kentucky Community Action Council Inc. provides equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law.
 
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