SCS - Executive Director Job Description
Southside Community Services Board Position Description
Primary Location:Clarksville, VA
Position Title: Executive Director
Grade: Not Applicable
FLSA Status: Exempt
Program Location: Administration
HIPAA Access: Level One
Review Date: Two years after effective date.
General Description: Southside Community Services Board (SCSB) serves as the single point of entry into publicly funded mental health, developmental, and substance abuse services for Brunswick, Halifax and Mecklenburg Counties that established the SCSB. The executive director is employed by and serves at the pleasure of the SCSB Board of Directors (Board) under an annually renewable contract that contains mutually agreed-upon performance objectives and evaluation criteria. The executive director is directly accountable and responsible to the Board for providing leadership and overall management of SCSB operations. This includes program and service delivery management; strategic planning; financial management; human resource management; physical plant operations; information system operations; compliance with applicable state and federal statutes, regulations, and policies; quality improvement and risk management; support and assistance to the Board; and interface with state and local governments and advocacy groups. The executive director has been granted authority by the Board to establish standard operating procedures concerning the delivery of SCSB services and the operation of SCSB facilities.
Position Responsibilities: The incumbent will fulfill the following responsibilities.
A. Board Governance
1. Participate with the Board in developing and communicating SCSB’s vision and mission statements and help the Board articulate its own role and accountabilities and those of its committees and individual members.
2. Work with the Board Chairperson and Executive Committee to enable the Board, its committees, and individual board members to fulfill the Board’s governance functions. Provide information to and solicit information from Board members in order to facilitate the accomplishment of their responsibilities.
3. Meet with the Board at its regularly scheduled and special call meetings and provide Board members with regular reports about SCSB programs and services and send informational packets out to members at least one week before each regularly scheduled Board meeting.
4. Prepare for Board approval a written annual fiscal year report of services provided, individuals who received services, and revenues and expenses.
5. Provide training and development activities for the Board including conducting an orientation of new members, providing a Board member handbook containing essential information about the Board and SCSB, and making additional training available as appropriate.
6. Develop a yearly work plan including goals and objectives for programs and services and administration for the approval of the Board.
7. Serve as the chief staff person for the Board and its members.
B. Leadership, Management, and Services Development and Delivery
1. Provide overall leadership and professional direction to SCSB mental health, developmental, and substance abuse programs and services and administrative operations and oversee day-to-day operations of the SCSB to assure a smoothly functioning, efficient, and effective organization.
2. Develop, monitor, and evaluate strategic and operational plans for the delivery of SCSB programs and services and periodically conduct a needs assessment to determine needs for mental health, developmental, and substance abuse services in the SCSB’scatchment area and make recommendations to the Board.
3. Implement a continuous quality improvement process throughout SCSB programs and servicesto promote delivery of high quality services and to manage and ameliorate risks.
4. Provide reports to the Board that track program performance and outcomes and monitor ongoing programs and services for proper administration and effective use of resources.
5. Direct the modification or development of programs and services in response to identified needs and priorities established by the Board.
6. Ensure development and maintenance of a management information system that produces consistent and accurate data and information about services, individuals receiving services, and income and expenditures.
7. Ensure agency policies and procedures are current and consistent with legal requirements and the SCSB’s vision and mission statements and goals and objectives.
8. Adhere to the SCSB’s policies and procedures expectations in the SCSB’s Code of Ethics; ensure the SCSB is in compliance with all licensing, human rights, and other state and federal laws, regulations, and policies and satisfies requirements in its performance contract with the Department of Behavioral Health and Developmental Services (Department); and ensure interagency agreements are current and reviewed as required by the Code of Virginia.
9. Manage and oversee the human rights system for the SCSB and respond appropriately to complaints from individuals receiving services or their families.
10. Direct the implementation of federal, state, local, and Board policies and contracts.
11. Maintain positive working relationships with individuals receiving services and their family members, advocacy groups, and other public and private human services agencies.
12. Participate in local, regional, state, and national associations and professional activities related to planning, development, delivery, and coordination of mental health, developmental and substance abuse services.
13. Act as the SCSB’s chief liaison with elected and appointed state and local government officials, and participate in various planning, coordinating, and advocacy activities at state, regional, and local levels.
14. Serve as the SCSB’s representative on various community teams and boards to ensure collaboration and coordination on behalf of individuals receiving services and their families.
15. Perform other duties as assigned by the Board.
C. Financial Resources Management
1. Provide fiscal and budgetary integrity and accountability to the Board through a system of reports regularly submitted to the Board, local and state governments, and other funding sources.
2. Ensure preparation and presentation of an annual operating budget for the provision ofmental health, developmental, and substance abuse services to the Board and local governments.
3. Ensure timely submission of an annual performance contract to local governments and the Department.
4. Monitor program expenditures through periodic revenue and expense reports.
5. Assure appropriate financial statements and reports are submitted to the Department and local governments and fiscal records are kept in accordance with regulatory standards and generally accepted accounting procedures.
5. Provide fiscal, budgetary, and programmatic accountability by monitoring revenues and adjusting expenditures to manage the SCSB’s budget.
6. Manage grants, assets, and SCSB financial resources in accordance with Generally Accepted Accounting Principles.
7. Maintain the SCSB’s reimbursement system and negotiate contracts with responsible third party payors consistent with the statutory mandate for the SCSB to maximize the collection of fees for services.
D. Human Resources Management (Personnel) Operations
1. Serve as the chief personnel officer and hiring authority for all SCSB employees. With the Board’s approval, the incumbent may delegate these duties as is deemed desirable and appropriate.
2. Establish and maintain a public sector human resources and healthcare workforce management and development system.
3. Employ staff as necessary to support programs, services, and SCSB operations, following budgetary and personnel policies established by the Board.
4. Develop and monitor SCSB human resources management policies and recommend revisions as necessary for approval by the Board.
5. Support staff professional development through assessment of staff training needs and provision of or support for staff training opportunities.
6. Respond to employee grievances and other staff issues that reach the executive director level.
E. Community and Public Relations
1. Enhance public awareness of and support for the SCSB’s mental health, developmental, and substance abuse services.
2. Serve as the public relations officer for the SCSB by providing an effective public information program for the Board and its services; serving as liaison for media and public information; and assuring the maintenance of up-to-date public relations information describing SCSB services.
3. Maintain relationships with contractual agency directors, local human service directors, local government executives, legislators, and other local, state and federal agencies and their staff as necessary to accomplish the requirements of the position.
4. Collaborate and consult with other behavioral healthcare organizations in the community, other community services boards, and other agencies to heighten visibility, influence, and public relations at local, state and federal levels.
5. Develop and maintain communication channels between the SCSB and appropriate local, state, and federal agencies by:
a. appearing before local governing bodies to provide information regarding the SCSB’sprograms and budget,
b. meeting with the city managers and county administrators as necessary,
c. meeting with state community services administrators as necessary,
d. communicating with state agency staffs as needed, and
e. attending meetings and participating in the Virginia Association of Community Services Boards.
Position Qualifications and Requirements
Education and Experience Requirements
Education: The minimum education required for this position is graduation from an accredited college or university with an undergraduate degree in social work, psychology, rehabilitation counseling, or another human services-related field or in business, public, or hospital or health care administration or another management-related field. Comparable related experience may substitute for education. The preferred education for this position is graduation from an accredited college or university with a graduate degree in social work, psychology, rehabilitation counseling, or another human services-related field or in business, public, or hospital or health care administration or another management-related field.
Experience: The minimum experience needed to fulfill the executive director’s responsibilities includes:
● Considerable (e.g., six - 10 years) experience in leading public or private organizations with functions and responsibilities that are similar or comparable to a CSB, including experience at smaller similar or comparable organizations or smaller units in larger organizations;
● Some (e.g., two - five years) experience in reporting directly to a board of directors or other governing body structure that has policy, operational, and fiduciary authority and responsibilities or to the person who reports to the board of directors; and
● Some experience in working with a broad range of constituents, including individuals receiving services, family members, and advocacy groups in the mental health, developmental, or substance abuse services areas or a similar or related human services field.
Experience: The preferred experience includes:
● Extensive (e.g., > 10 years) experience in leading public or private organizations with functions and responsibilities that are similar to this CSB and are comparable in size (budget, employees);
● Considerable experience in reporting directly to a board of directors composed of citizen members that has policy, operational, and fiduciary authority and responsibilities and hires its executive director who serves at the pleasure of the board;
● Some experience in implementing high performance organization or similar organizational leadership development approaches; and
● Some experience with applying the concepts of recovery, empowerment, self-determination, or person-centered planning in mental health, developmental, or substance abuse services.
Required Knowledge, Skills and Abilities: The incumbent will possess the following demonstratedknowledge, skills, and abilities to fulfill the executive director’s responsibilities.
1. Considerable knowledge of the principles and practices of human services administration,business administration, or government program administration and of human resources management and financial management, including budgeting, resource allocation, contract management, monitoring, and auditing is required.
2. Some knowledge of mental health, developmental, and substance abuse programs and services is required, and considerable knowledge of these programs and services and ability to provide clinical or programmatic oversight is preferred.
3. Considerable knowledge of healthcare financing, contracting, and administration is required.
4. Considerable knowledge of planning, evaluation, and quality improvement methodologies and human rights requirements and issues is required.
5. Some knowledge of and experience in applying the concepts of recovery, self-determination, or person-centered planning as they relate to mental health, developmental, or substance abuse services and the provision of services to individuals with co-occurring disorders is preferred.
6. Skill informulating policies, developing and administering budgets, negotiating and administering contracts, formulating program plans with goals and objectives, preparing and presenting reports and budget requests, and conducting effective community and public relations is required.
7. Ability to provide effective leadership, inspiring others by example to achieve the mission and vision of the organization, supervise and elicit superior performance from senior managers and administrators, and maintain high levels of employee engagement within the agency is required.
8. Ability to plan and implement services and related procedures and evaluate their effectiveness is required.
9. Ability to interpret, communicate, and administer current federal and state laws, regulations, and policies that apply to the mental health, developmental, and substance abuse services is required.
10. Ability to effectively work with other healthcare providers and leaders within the local healthcare system is required, and ability to integrate SCSB services and partner with other healthcare providers to plan and deliver desired treatment outcomes and results for individuals receiving SCSB services is preferred.
11. Ability to communicate persuasively and concisely, orally, in writing, and electronically, with a broad range of individuals, groups, and organizations and develop and maintain collaborative and supportive relationships with federal, state, and local government officials, individuals receiving services and family members, and advocacy groups is required.
12. Ability to engage in logical, analytical, and rational thinking and use automated data and information to make decisions; work independently, set and achieve realistic goals, solve problems creatively, and mediate disputes effectively; and respond to changing circumstances, manage organizational and financial risk, and adapt during periods of transition and uncertainty is required.
Note: Education, experience, and knowledge, skill, and ability requirements are based on the minimum qualifications established by the Virginia Department of Behavioral Health and Developmental Services pursuant to subdivision A.6 in § 37.2-504 of the Code of Virginia.
Work Equipment: Telephone, PC, word processing and spreadsheet software.
Work Environment: General office environment with normal lighting levels, temperature, air quality, ventilation, and noise levels.
Work Hazards: Standard hazards associated with a human services office environment.
Work Schedule: Monday through Friday, regular office hours; additional hours as needed.
HIPAA Access Level 1: Complete access to protected health information (PHI), limited to the minimum necessary, to fulfill agency management responsibilities (e.g., management of risk, quality, accountability, compliance, programs/services, etc.). Staff at Level 1 are allowed to seek out PHI about individuals receiving services as necessary to perform their assigned duties, but are expected to exercise due precautions to limit exposure to any PHI which is outside the scope of their need to know. Utilization of information will be in accordance with HIPAA regulations regarding use, limitations, requests for, and disclosure of PHI.
Positions Supervised: The incumbent directly supervises the following positions:
Human services management director
Clinical services director
Human rights coordinator
Community support director
Quality assurance and risk management director
Finance and administrative support director