Assistant Operations Manager- Employment Services

SUMMARY: The Assistant Operations Manager- Employment Services, in collaboration with the Senior Director of Employment Services (SDOES), the Assistant Director of Employment Services (ADOES) and the Employment Services leadership team, provides management of the operational and administrative functions of the Employment Services Department. The person will manage the efficient functioning of all Employment Services billing, work to streamline departmental operations, and be a leader in the the implementation of digital record keeping and billing. The successful candidate will play a pivotal role in ensuring accuracy, timeliness, and effectiveness in billing procedures while implementing strategies to enhance departmental efficiency and productivity across multiple New Horizons offices. This person will also play a lead role in ensuring consistent operational and financial processes across Employment Services locations.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

Billing Management

1. Manages monthly Employment Services (ES) billing processes to ensure accuracy, timely submission, and proper documentation across ES programs.
2. Works with ES Department leadership to ensure efficient billing procedures and policies to and compliance with regulatory standards and internal guidelines.

3.      Assist in budgeting, financial tracking, and reporting related to program operations.

4.      Manage the maintenance of accurate records of client progress and program outcomes.

5.      Ensure compliance with all relevant regulations and organizational standards.

Data Entry and Analysis

1. Manages data entry into the Knack database system used by New Horizons.
2. Works with ES Department Leadership, and New Horizons Senior Leadership to identify, track, and report on key data connected to CARF accreditation, performance measurement and management, and the New Horizons Strategic Operating Plan.
3. Process SIRs and request authorization for Job Coaching, Direct Placement, Supported Employment, PIP, and Rehab members.
4. Prepare and submit PIP POS requests and support end-of-month reporting and processing.
5. Assist with staff meetings, including preparing PowerPoint presentations and training materials.
6. Provide content development and administrative support for program activities.
7. Support event planning, coordination, and logistics for organizational functions.
8. Assist with scheduling, documentation, and other operational tasks as assigned.

Streamlining Department Operations

1.      Assist the Assistant Director of Employment Services in coordinating daily activities and ensuring smooth program operations across various sites.

2.      Monitor and report on program performance metrics, providing insights for continuous improvement.

3.      Collaborate with team members to deliver high-quality employment services.

4.      Support staff training and development initiatives.

Collaboration and Communication

1. Works with managers and coordinators of various ES programs (including Supported Employment, Pathways, PIP, Group, and Youth Services) to coordinate billing activities and resolve operational issues.
2. Fosters a culture of open communication, collaboration, and teamwork within the department to achieve shared goals and objectives.
3. Supports ES in maintaining CARF accreditation.
4. Supports annual NDEAM breakfast honoring employer partners.

OTHER DUTIES AND RESPONSIBILITIES include the following:

1. Maintains proficiency in all Employment Services and computer applications and databases as required for this position.
2. Serves as back up to Asst. Director of Employment Services in assigned duties
3. Attends meetings and trainings as required by the Sr. Director of Employment Services.
4. Supports the Agency’s mission and partners with others to accomplish the mission.
5. Maintains the highest professional and ethical standards at all times.
6. Performs other duties as assigned by the Sr. Director of Employment Services.

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 the essential functions.

The individual must have proficient IT skills and have ability to become proficient in the use of agency-provided devices and in the use of applications such as Outlook, Teams, Knack database, Synerion timekeeping, Angus IT/maintenance requests, WhipAround, and other agency applications as directed.

The individual must be knowledgeable of Title 17 regulations pertaining to program recordkeeping, consumer records, IPP documentation, personnel functions, and consumer eligibility. The individual must have knowledge of best practices in supporting individuals with I/DD in employment and independent living.

The individual must have basic knowledge of and be able to demonstrate appropriate communication and interaction styles for individuals with special needs. The individual must have excellent oral communication skills and ability to engage Members in person, over the phone, or in virtual settings. The individual must have excellent writing skills to complete required reports and documentation.

• Proven experience in operations management, preferably in a billing, data entry, or finance-related role.
• Strong proficiency in data entry, analysis, and reporting using MS Excel, SQL, or similar tools.
• Excellent organizational, analytical, and problem-solving skills with a keen attention to detail.
• Ability to prioritize tasks, manage multiple projects simultaneously, and meet tight deadlines.
• Demonstrated leadership abilities with a track record of effective communication and teamwork.
• Exceptional communication and interpersonal skills with the ability to interact effectively with diverse stakeholders.
• A passion for serving New Horizons’ Members.

·        Belief in the agency philosophy and in the dignity of the individual; demonstrated ability to work in a cooperative and supportive manner with staff, Members, and the community.

The individual must have a reliable vehicle, a valid California Driver License, and good driving record, and proof of adequate vehicle insurance. 

ESSENTIAL COMPETENCIES:

·        Empathy and cultural sensitivity

·        Analytical skills for evaluating program effectiveness

·        Composure under stressful conditions

·        Interpersonal skills

·        Ability to work independently

·        Ability to work effectively in a team

·        Critical thinking and problem-solving skills

·        Organized with excellent time management skills and ability to prioritize tasks

·        Ability to maintain confidentiality

·        Positive role model; able to lead and coach Members and staff

EDUCATION and/or EXPERIENCE:  Diploma in Business Administration, Management, or related field or equivalent work experience.  Strong background in coordinating daily operations and supporting management functions.

LANGUAGE SKILLS: Ability to read, write and interpret documents in English. Ability to effectively communicate, present information, and respond to questions in English in group and virtual settings and by phone. Being bilingual in Spanish and/or other languages is highly preferred.

WORK ENVIRONMENT:

·        May require occasional travel to training sites or partner locations.

·        Flexible work hours to accommodate program schedules.

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 the essential functions.

While performing the duties of this job, the employee is regularly required to stand, sit, and walk; use hands to finger, handle, or feel; reach with hands and arms; and talk, see, and hear. The employee is occasionally required to climb, stoop, kneel, couch, or crawl; and taste or smell. The employee must regularly lift and/or move up to 10 pounds. The employee may occasionally lift and/or move up to 25 pounds.