COMPANY OVERVIEW

Volunteers of America Chesapeake & Carolinas empowers self-reliance and inspires hope. As a church without walls, we do this through personalized housing, ministry, health, and human services that benefit vulnerable individuals, their families and the community. Founded in 1896 in Baltimore, MD by social reformers, Ballington and Maud Booth, we were one of the first of over 30 affiliates of Volunteers of America – one of the nation’s largest and most comprehensive human services organizations.

Our founders envisioned a movement dedicated to reaching and uplifting the American people. On behalf of the organization, the Booths pledged “to go wherever we are needed, and do whatever comes to hand”. Their declaration continues to guide Volunteers of America's impact on “Helping America’s most vulnerable”.

Through a dedicated and committed team of more than 850 employees and thousands of volunteers, we provide critical care, support services and hope to thousands of people each year throughout Virginia, Maryland, the District of Columbia and the Carolinas. We firmly believe our employees drive the success of the organization. Through our diversity, equity and inclusion efforts (DEI), we endeavor to attract, engage and retain qualified, diverse, compassionate individuals to join our journey and experience a work environment that offers challenging, stimulating and financially rewarding opportunities.

JOB SUMMARY:

The Operations Manager (OM) primary responsibilities include coordination of life and safety, inspections, facility maintenance operations, implementation of SecurManage (SM), monitoring office equipment inventory, and completion of client monthly billing services. The position require candidate to coordinate with SM vendor to implement all safety inspections (Federal, State, Local and BOP) required standards to meet ACA/PREA/BOP/VOACC requirements. In addition, OM responsivities include the supervision of facility technician (maintenance), custodian, food service contractor, and provide support to the program management staff and other to ensure compliance with Occupational Safety and Health Administration (OSHA) and Maryland Occupational Safety and Health (MOSH) regulations. This position directly supports the Executive Director (ED) to ensure annual building inspections are completed timely.

RESPONSIBILITIES:

• Maintain all safety and regulatory inspections records as required by the funding agency to ensure compliance with National Fire Protection and Association (NEPA)
• Conduct regular facility safety and environmental inspections to identify non-compliance issues, document and effect responses to deficiencies.
• Create and implement a preventive maintenance schedule for equipment and facilities.
• Maintain site compliance with environmental requirements (stormwater, hazardous etc.). Monitor the facilities to ensure that they remain safe, secure, and well-maintained.
• Develop sanitation plan and coordinate with security manager to implement proper sanitation throughout the facility. The plan will include chemical control, pest control, and risk management to prevent accidents or injuries.
• Monitor food service operations in compliance with management authorities and maintain all required certification and inspections in compliance with OSHA/MOSH
• Ensures overall compliance with OSHA rules, regulations, and maintains proper Safety Data Sheet (SDS) labeling and records in accordance to guidelines
• Prepare weekly, monthly, and other periodic reports as required or necessary in the performance of position duties.
• Assist in ensuring the facility follows the ACA’s standards for accreditation, and the PREA assessments, standards and audits to ensure compliance.
• Monitor and update R3M to track all residents’ movements in/out of program to maintain accurate billing purposes. Complete billing reports monthly before the 10th of every month.
• Collect, document and enter client information and otherwise learn and operate the electronic CM/operations systems, including the RRC systems and funding source systems.
• Track resident subsistence payments and maintain monthly financial records as applicable
• Code and process all program invoices, and consultant invoices, as approved by the Program Director. Process and submit program and credit card receipts to Finance/Accounting.
• Process check requests and compile expense reports as assigned.
• Assist in compiling data for the completion of monthly program reports and requirements accurately.
• Update and maintain adequate supplies of forms, office supplies and program supply to ensure compliance with program, contract and ACA standards.
• Assist in monitoring operations in the absence of senior management staff as assigned.
• Serve as On-Call Supervisor (OCS) as scheduled.
• Attend public/community events and participate in staff meetings and staff training as required/directed.
• Conducts, supervises and prepares reports relating to internal investigations of any losses or violations of regulations, policies and procedures
• Participant in new Submit new hire, transfer, and termination paperwork to HR.
• Assist in tracking and documenting all staff training and hours, including CPR/First Aid certifications and expiration dates.
• Provide training in areas of expertise as directed by the supervisor, including electronic systems. Assist with training for all positions as assigned and appropriate.
• Participate in professional enhancement training and activities, to include 40 hours of annual training as mandated by the ACA, VOAC, and funding, and CPR/First Aid/AED instructor certifications.
• Perform duties as outlined in Program's Operations Manual.
• Maintain all Operations Manuals and annual operating documents as required
• Maintain working knowledge and expertise of VOACC/BOP policies, procedures, and operations, as well as funding sources contractual requirements
• Perform functions related to the BOP Center Disciplinary Process as directed.
• Perform other duties as assigned.

PHYSICAL REQUIREMENTS:

The physical requirements described below are representative of those that must be met by an employee to successfully perform the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

• The physical ability stand, stoop, bend, reach, pull, push, lift, grasp, climb, talk, see, hear and operate office equipment.
• Move and lift light objects up to 30 pounds such as mail, supplies, files, and equipment.
• Operating office equipment requiring continuous or repetitive hand/arm movements.
• The ability to remain in a sitting position or walking for extended periods of time
• Ability to withstand exposure to the cold and heat.
• Occasionally, ability to lift, carries, push, pull or otherwise move objects, including the human body.

EFFECTS ON END RESULTS:

• To ensure compliance with life and safety of the residents/clients.
• To ensure the efficient functioning of the RRC Program Administrative Office and functions.
• To maintain accurate and complete monthly records of resident movements R3M, SM, man-days and subsistence reports for billing submission.
• To ensure that program expenses are processed, coded and submitted to Finance promptly
• To maintain accurate records of all required facility safety inspection and sanitation.
• To present a good public image of the VOAC and its programs by providing accurate, useful information in a positive and timely manner to funding agency and others
  

Qualifications

REQUIREMENTS:

• Bachelor’s degree in the field of human services preferred.
• High school diploma or equivalent with three years of transferable experience, preferably management experience in human services or corrections or invoices and billing.
• Reasonable proficiency with business computer applications, a working knowledge of health and safety regulations as pertains to a community residential center.
• Shall possess a reasonable combination of the following skills and abilities to develop maintenance, sanitation and emergency plan.

• Driving with a favorable driving record in accordance with VOACC Policy is a responsibility of this position.
• Acceptable Bureau of Prisons background, OIG Exclusion check
• The ability to multitasks and handle a non-traditional work environment.
• The ability to be a self-started and work independently with limited supervision at times.
• Experience with Microsoft Word, Excel, Power-point, Outlook Email, and other systems i.e. electronic medical records etc.
• Bilingual in any language a plus

EEO/AA