Administration & Quality Assurance Supervisor

Job Title: Administration/Quality Assurance Supervisor
FLSA Status: Non-Exempt
Status: Regular full-time benefited position.
Hours: Monday to Friday, 8:30 am to 5:00 pm with two 15-minute breaks and one 30-minute unpaid lunch break.
Pay Rate: $29/hr

Summary

Quality Assurance Summary

Under the direction of the Executive Director and Executive Team, the Quality Assurance Supervisor will work to establish, deliver, and monitor ANBA’s program design and service implementation to ensure that all regulatory standards and established policies and procedures are met resulting in the highest quality of program delivery.

The QA Supervisor will perform the following duties to ensure that the Center’s mission, programs, and services continue to meet the needs as defined by its core stakeholders including individual participants, families, Regional Center Case Management, and funders.

Administration Summary

Supervises the Reception Desk, Administration projects, and general Front Office organization. Assists with administrative and other agency duties.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements below represent the required knowledge, skill, and ability. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Aministrative and Front Office Responsibilities

• Supervise Reception Desk.
• Coordinate and oversee Administration projects including organizing, delegation, scheduling, communication, and tracking.
• Along with Administrative & Billing Specialist provide front desk coverage: answer phones, refer calls, answer inquiries, assist participants, and greet visitors, when necessary.
• Help record daily attendance of program participants in the morning and afternoon as needed.
• Respond to participant requests for attendant services by calling for attendants by using the overhead call system.
• Maintain and purge (database, hardcopies, and computer) information systems.
• Refer individuals to or report directly to the Counselors any participant issues related by staff, visiting teachers, case managers, social workers, bus companies, etc. The counselors are the only ones who should be discussing/disclosing confidential information with these parties.
• Maintain and update confidential files of participant records including filing, preparation of forms, information tracking, and updating of reports mandated by law.
• Compile program statistics, program participation, attendance, population information, etc. as needed.
• Maintain Storiicare database of participant and program information and act as a resource to other employees.
• Provide support to Program Counselors as requested
• Update the White Board with staff and participant attendance issues (absences, late arrivals, etc.)
• Prepare reports, correspondence, spreadsheets, etc. as requested.
• Be the primary back-up and assist the Administrative & Billing Specialist as needed.
• Other duties as needed.

Quality Assurance Job Responsibilities

• Under the supervision of the Executive Director, develop and implement ANBA’s quality assurance systems consistent with the Regional Center QMS provider vendor license standards, Community Care Licensing, and the Department of Developmental Services.
• Assure compliance with Title 17 program standards, Community Care Licensing, Title 22 regulations, and all applicable regulatory standards.
• Help Executive Director maintain a written Program Design that describes the current and proposed curriculum, training methodology, and program elements.
• Evaluate program effectiveness and efficiency. Ensures staff-to-participant ratios are maintained.
• Submit, or assist Executive Director in preparing, required reports and documentation to all licensing and regulatory agencies promptly.
• Complete an Agency Quality Assurance Review and Self-assessment tool annually that encompasses all areas addressed by Community Care licensing, and the Regional Center’s Quality Assurance Audit
• Maintain all licensing and regulatory records and documents neat, organized, and well-maintained to facilitate efficient retrieval for regulatory audits and reviews. Acts as lead staff when surveys and audits are being conducted.
• Ensure reviewers are accommodated in terms of having adequate workspace, access to all documents necessary to assess the Center’s compliance, and scheduling time with selected staff needed for interviews. Will be present at all times during reviews and meet with and accommodate reviewer needs.
• Update the facility personnel report summary and promptly submit it to licensing along with all licensing reporting requirements.
• With the approval of the Executive Team, establish and coordinate in-service training, ensuring staff meet all regulatory training requirements. Create a tracking system to document each staff’s training record.
• Audit all training records quarterly. Ensure all required and needed training has been scheduled, conducted, and documented in staff training records.
• Ensure OSHA standards, and safety measures are met, complete OSHA paperwork and reports.
• Conduct regularly scheduled safety and regulatory compliance evaluations at all facilities.
• Along with Administrative & Billing Specialist ensure that emergency life safety drills and staff training for fire, earthquake, & hazardous materials are regularly scheduled and conducted.
• Develop and utilize a method of tracking and analyzing all incident reports including medication errors incident reports, accidents, SIR’s. Based on this analysis, I will make recommendations for needed changes to reduce the number of incidents and increase the safety and well-being of all participants and staff.
• Assist with response to CCL citations, updating annual CCL documentation reviews and completing Special Incident Reporting (SIR) when needed.
• Ensure that Special Incident Reporting, preservation of client rights, and mandated reporting of abuse, neglect & exploitation is taught to all new hires and on a regularly scheduled basis to all staff.

Communications

• Regularly attend meetings with department leaders to discuss issues related to program design and service provision
• Regularly plan and attend Administration Team meetings to facilitate function, communication, and project management.
• Meets regularly with the Executive Director and reports on the status of the following:
  1. Training needs.
  2. Adequacy of Support Services.
  3. Licensing reports, paperwork, needs, and concerns.

Additional Job Requirements

• Load and unload buses
• Assist in the Kitchen and Lunch area when needed.
• Assist in other departments as needed.
• Perform other duties as requested.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Education and/or Experience

Associate Degree or equivalent experience; five years related experience and/or training; or equivalent combination of education and three years related experience.

Physical Demands

The physical demands described here 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 essential functions. Physical demands are:

• Ability to lift at least 50 lbs. – as requested
• Ability to stand, stoop, and bend – frequently.
• Ability to push non-mobile program participants in their wheelchairs frequently.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

The noise level in the work environment is moderate to loud

Addendum

It is required that every employee be aware of, and responsible for, the safety of program participants, staff, volunteers and others under his/her supervision or in their work environment. Employees are required to immediately clear or report any safety hazards or unsafe conditions in their work environment.

Requirements for Employment

• Submit to a current physical examination and tuberculosis screening.
• COVID-19 vaccination is required
• Provide a copy and maintain a current California driver’s license, submit a DMV clearance, and a copy of current insurance certificate for personnel file.
• Maintain a current CPR certification.
• Current fingerprint clearance (prints must be sent to the Department of Justice within four days of hire).
• Sign a Form I-9 and provide all required documentation.
• Sign Ability Now Bay Area Safety Policy Statement

Each employee will also receive a copy of the Ability Now Bay Area Employee Handbook. It is understood and agreed that the employee will read and observe the terms and conditions set forth in the handbook.

To inquire about this position, please contact:
stefanee@abilitynowba.org