Assistant Site Manager

Job Summary:

Support individuals with developmental disabilities to reach their full potential intellectually, emotionally, spiritually, and physically. Assist clients with daily needs, as specified in individual care plans and Activities of Daily Living (ADLs). Provide support with daily life skills, community integration through outside activities, and assistance with medical care, ensuring that the program promotes individual choice and personal growth. Manage a minimum of 3 and a maximum of 4 clients in a caseload, depending on clients' needs as identified in assessments. This includes but is not limited to writing and updating client plans, managing client finances and medical needs, and assisting in client program development. Assist with training and oversight for site staff. Assist with hiring, evaluations, and disciplinary actions as needed. Act as a team leader, and help create and maintain a positive working environment where each employee feels they are a valued member of the team. Maintain professional conduct and adhere to agency and state policies and procedures at all times.

Note: This full-time (40-hours/week), 2-part position includes approximately 16 hours of direct service working on site with clients and 24 hours of indirect service in support of clients, such as managing client paperwork in the office. Direct client service hours may fluctuate week to week depending on the needs of Cascade Connections clientele and employee availability. A schedule of either Tuesday through Saturday or Sunday through Thursday will apply as appointed by the Area Manager. The manager's schedule usually includes 2 swing shifts and 3 day shifts, plus on-call responsibilities as assigned by the Area Manager.

Requirements:

• At least 18 years of age
• High school diploma or equivalent
• Effectively communicates and understands, reads, and writes in English
• Willing and able to follow Cascade Connections' drug-free workplace policy and submit to for-cause drug testing
• Organized and efficient
• Able to work independently and in a group
• Able to perform the personal care and housekeeping tasks detailed in this document
• Able to fulfill non-standard work hours (at least one evening and one weekend) as needed by the program
• Able to work with a diverse set of clientele in various settings
• Treats all clients with respect and is able to relate in a warm and caring manner
• Strong problem-solving skills and ability to make quick decisions
• Approximately 2 years of higher education or 3 years of experience in social service work (2 years minimum working directly with people with disabilities in a residential setting is preferred)
• Proficient in Microsoft Office programs
• Able to follow Cascade Connections' on call schedule as assigned by the program
• Able to manage funds and assist in the reconciling of client accounts
• Able to become a signer on client bank accounts, as Cascade Connections has Rep Payee status to the majority of our clientele
• Able to meet the "Additional Requirements" below

Additional Requirements:

• Valid Washington State driver's license, clear driving record, reliable transportation (upon hire), and proof of automobile insurance
• Residence phone or cell phone (upon hire)
• US bank account for direct deposit (upon hire)
• Disclosure Statement (upon hire)
• Passing federal fingerprint background check (initial background check authorization submitted within 1 day of hire; fingerprints for federal background check submitted prior to working unsupervised)
• Negative 2-step T.B. test results (Cascade Christian Home only, initiated within 3 days of hire)
• Orientation & Safety Training and Policy & Procedures Training (first day of employment)
• Food Handler's Permit (Cascade Christian Home only, within 14 days of hire)
• Hepatitis B vaccine or waiver (within 30 days of hire)
• First Aid/CPR/AED Certification (within 30 days of hire, prior to working unsupervised)
• Bloodborne Pathogens Training (within 30 days of employment)
• 40-hour CORE and 30-hour Population-Specific Trainings (within 120 days of hire)
• Developmental Disability Specialty Training (if not required to take 40-hour CORE, within 120 days of hire)
• Nurse Core Delegation Training (prior to being delegated for medication administration)
• RIGHT RESPONSE Advanced Certification (within one month of hire)
• Peer Coaching Certificate (within six months of hire or three months of promotion)
• Home Care Aide (HCA) Certification (within 200 days of hire) or NAC/LPN/RN certificate
• Signed Direct Support Professional - Behavioral Technician job description (after acquiring RIGHT RESPONSE Advanced Certificate)

Physical Requirements:

• Lifting, transferring, and positioning clients:
  • Lifting up to 40lbs
  • At times there are 1-person or 2-person lifts required.
  • Clients may require transferring with the use of a Hoyer lift. See individual client plans for procedures.
  • In an emergency, staff should be able to move up to 100lbs.
• Bending, scooping, and reaching:
  • Assist clients with physical therapy exercises.
  • Dress clients and change attends when necessary.
  • Assist with doing laundry, carrying supplies, and putting supplies away.
  • General household cleaning/maintenance (mopping, vacuuming, tidying up, dishwashing, washing windows, changing light bulbs, yard work, etc.)
• Transportation:
  • Assist both wheelchair-bound and mobile clients in and out of the van if needed.
  • Follow proper procedures for securing seat belt straps, safety straps, and wheelchair belts.

Direct Support Responsibilities:

This section accounts for 40% of the position qualifying as ISS.

• Understand and follow Cascade Connections' mission statement and values.
• Understand and regularly review each client's Person-Centered Service Plan (PCSP), and follow plans when providing care.
• Understand and regularly review Individual Instruction and Support Plans (IISPs). Carry out goals and training programs as specified in the IISP and provide care that is consistent with the IISP. Appropriately document all goals worked on.
• Understand and regularly review Positive Behavior Support Plans (PBSPs) and Functional Assessments (FAs) for applicable clients. Follow strategies identified in the client's PBSP in response to their challenging behaviors.
• Follow support plans in regards to medication administration, and document medications in the Medication Administration Record (MAR).
• Support clients to complete ADLs as independently as possible. Assist and supervise clients with daily personal care (e.g., bathing, toileting, etc.) to ensure their safety and well-being at all times. Assist clients in carrying out basic household chores (e.g., cooking, cleaning, doing laundry, etc.).
• Support clients' access to the community by referring to activity calendars and allowing flexibility for scheduled and unscheduled outings. Assist clients with community interactions. Be professional, and lead by example.
• Establish and maintain positive communication, working relationships, and professional boundaries with clients, guardians/family members, healthcare practitioners, community members, and co-workers. Keep the program managers apprised as issues arise.
• Assist clients with financial transactions as directed by supervisor or Assistant Site Manager. Keep receipts for all client purchases, and document appropriately.
• Assist clients in accessing appropriate transportation, either by agency vehicle or by public transportation (note: staff are required to use personal vehicles - with active insurance and updated vehicle inspection when appropriate agency vehicles are unavailable).
• Help keep agency vehicles clean and in good repair, and report any damage or problems to the Area Manager.
• Assist and instruct clients in emergency evacuation procedures. Ensure monthly apartment safety checks and fire drills are completed, and complete if necessary.
• Read information boards and Therap SComms/T-Logs/ISP data, check box for notes, and exchange pertinent information with staff during shift change.
• Complete all documentation on assigned clients prior to leaving shift on site. Documentation includes, but is not limited to, MARs, ADLs, Intake/Elimination Records, IISP goals, T-Logs, etc.
• Report unusual or emergent situations to the Area Manager. Complete Therap General Event Reports (GERs) within 24 hours of the incident for review. Notify DDA case managers within one hour of the incident if required by DDA policy.
• Immediately report all alleged or suspected abuse/neglect/exploitation to Residential Care Services (Complaint Resolution Unit) and the Area Manager.
• Safeguard the confidentiality of client records and information (see Confidentiality Pledge).
• Punch in and out of Paycom at proper times to ensure time worked is reported correctly. Submit timecard, verifying its accuracy by due date. Communicate to the management any discrepancies between time worked and scheduled.
• Abide by Cascade Connections' leave request policy if unable to work a regularly scheduled shift (all leave request approvals are at the discretion of the Area Manager based on needs of the program).
• Other duties as assigned by management
• Along with the above responsibilities, the Assistant Site Manager also assumes the responsibility of the following job descriptions and qualifications when needed:
  • Direct Support Lead
  • Direct Support Professional
  • Direct Support Professional - Behavior Technician
  • Awake Overnight Direct Support Professional

Client-Relations Responsibilities:
This section accounts for 30% of this position qualifying as ISS.

• Manage a caseload of 3-4 clients at a designated site within a Cascade Connections area. Take responsibility for overseeing and ensuring compliance with all client plans and documentation.
• Advocate for each individual client with the assistance of their family/guardians (if applicable) and their DDA Case Manager.
• Act as a liaison, establishing and maintaining positive communication and collaborative relationships with clients of Cascade Connections, their guardians, family members, neighbors, visitors, external agencies, and the program's employees.
• Act in a professional manner at all times ensuring employee and client records and information are kept confidential.
• Document any unusual occurrences on incident report forms within 24 hours of the incident and review by management. Immediately report any emergent incidents (abuse, hospitalization, injuries or illnesses requiring care beyond first aid, missing clients, death of a client) to the Site Manager. Immediately report suspected or alleged abuse or neglect to law enforcement, Residential Care Services (Complaint Resolution Unit), and the Area Manager.
• Make minor repairs to client homes or equipment at their assigned sites and/or report maintenance issues to the Site Manager and Area Manager (including but not limited to client equipment such as wheelchairs, hover lifts, shower/bathing chairs, etc).
• Complete a wide variety of potential tasks and activities to maintain the client residence and the health and safety of the clients.
• Assist in scheduling client assessments at the designated site, and attend all scheduled assessments.
• Following the annual assessment, utilize the new Person-Centered Service Plan to develop and implement the Individual Instruction and Support Plan (IISP) and individual goals, in collaboration with the Site Manager and Area Manager. Review goal data at least every six months for potential revisions. Submit signed IISPs and six-month data reviews to the Case Manager.
• Develop, implement, and revise Positive Behavior Support Plans (PBSPs) and Functional Assessments annually, in collaboration with the Site Manager and Area Manager. For clients who also have an exemption to policy (ETP), notify the Site and Area Manager when the ETP is within one month of expiring and revise. Send updated and signed plans to the Case Manager.
• Review ETP data monthly and PBSP data at least every month (where applicable). Work with Quality Assurance to ensure plan accuracy.
• Renew consents and release forms annually. Have forms signed by clients and their legal representative (if applicable). Consents include, but are not limited to, Customer Rights, Medical Consent, Consent to Manage Client Funds, and Release of Information forms for all entities with whom the program shares information about the individual.
• Review MARs, ADLs, and any other applicable logs monthly, to ensure complete and accurate documentation. If incorrect documentation is noted, contact the staff who made the error. Review support documentation and client books monthly and complete the monthly check-offs for the clients in their caseload, submitting the check-offs to their Area Manager by the 10th of each month.
• At the beginning of each year, archive client records, create current binders, and assist in updating clients' Individual Finance Plans (IFP) for assigned clients.
• Have a working knowledge of the Residential Service Guidelines, Washington Administration Code (WAC), DDA Policies, and Positive Behavior Support Policies. Act as a role model, helping the employees understand these guidelines and policies and how to implement them.
• Ensure and assist with scheduling clients' medical appointments (e.g., physicals, dental, psychiatric, etc.), and transport/accompany clients to appointments. File paperwork, and follow up information from healthcare professionals appropriately. Document all appointments in the medical book and on Therap.
• Account for and keep records of client finances and financial transactions including, but not limited to:
  • Developing IFPs at least annually, but more often if financial statuses change
  • Assisting clients with purchases and bill payment
  • Obtaining receipts and check carbons (if applicable) for all purchases
  • Entering all transactions in Quicken and checkbook registers at least weekly
  • Preparing and submitting monthly bank and EBT statements for reconciliation within 10 days of receiving statements by gathering carbons and receipts for statement transactions and performing a statement review
  • Depositing paychecks and deposits into client checking accounts within seven days of receiving the check
  • Transferring money from client savings accounts to checking in a timely manner, to prevent overdrafts
  • Ensuring that combined client assets (checking and savings) remain below $1,700. If a client's finances exceed this limit, implement the pre-approved spend-down plan to reduce their account balances below the specified threshold.
  • Maintaining Personal Property Logs for items with values exceeding $75
• Meet with the Site Manager at least once weekly to discuss the program's clientele as well as employee and programmatic relations.
• The Assistant Site Manager will assist the Site and Area Managers in implementing a program in the best interests of each client within a framework of the policies, procedures, and philosophy of Cascade Connections as defined by the Board of Directors and in compliance with the standards and guidelines established by the Developmental Disabilities Administration.

Cascade Connections-Relations Responsibilities:

This section accounts for 15% of this position qualifying as ISS.

• Make concerted efforts to maintain effective communication with all departments within Cascade Connections. This involves, but is not limited to, providing support to Area Managers and Site Managers in the following areas:
  • Working with the Quality Assurance and Human Resources Department to ensure compliance with client and employee policies and procedures
  • Working with Cascade Connections Training Department to ensure all staff are trained appropriately and any additional trainings are available for client, employee or programmatic issues
  • Participating in designated in-service trainings, staff meetings, and employee/client/guardian relations
  • Reporting any unusual or emergent situations to the Site and Area Managers within the appropriate time frame. In the absence of the Site Manager and Area Manager, support and follow instructions from the back-up Area Managers and Residential Operations Manager.
• Work directly under the Site Manager to ensure that all clients are being supported wholly and efficiently.
• May be asked by the Site Manager, Area Manager, or Residential Operations Manager to complete any other tasks as they pertain to the clientele or programmatic needs
• Complete specific tasks located in the ASM Check-off as well as additional tasks assigned by the Site Manager and/or Area Manager.

Employee-Relations Responsibilities:

This section accounts for 5% of the this position qualifying as ISS.

• Assist the Site Manager and Area Manager to lead, supervise, and mentor all employees within their program to ensure quality of care for the clients of the assigned Cascade Connections' area.
• Work with the Site Manager to arrange all new employee training for the clients in their caseload.
• Ensure employees follow all agency policies and procedures pertaining to clientele. In the event that an employee is not following these standards, report the employee to the Site Manager and Area Manager so that the appropriate training/discipline is issued.

Other Employee-Relations Responsibilities:

This section accounts for 5% of this position.

• Attend interviews when requested by the Area Manager and offer input to assist the Area Manager with employee hiring.
• When necessary, attend employee disciplinary hearings to act as a neutral witness during the disciplinary process for the protections of the program's clientele. In the event the Area Manager is absent and an emergency disciplinary action is warranted, the Site Manager along with the Assistant Site Manager will notify the Residential Operations Manager and inform them of the situation. The Residential Operations Manager will make all decisions regarding employee discipline and termination during the absence of the Area Manager.
• Support the Site Manager and Area Manager in staff training by issuing verbal warnings to staff when appropriate. Assistant Site Managers can issue verbal warnings in regards to violations of the following:
  • Dress Code
  • Documentation
  • Attendance
  • On site responsibilities

On-Call Responsibilities:

This section accounts for 5% of this position qualifying as ISS.

• Assume "on-call" responsibilities on a rotating basis. Be reachable and available to respond to emergencies or staffing issues that arise at all times during assigned week. Assistant Site Managers are the emergency backup to Site Managers and will respond to site needs as directed by the Site Manager or Area Manager.

95% of this position qualifies as Instruction and Support Services as defined in DDA Policy 6.04 (revision 01/2024), so 100% of this position qualifies as ISS.

The Residential Operations Manager and the Executive Director reserve the right to make appropriate changes to the preceding job description at any time or as needed.

Cascade Connections is an Equal Opportunity Employer and stands committed to Affirmative Action.

Benefits:

• Vacation
• Sick leave
• 401k plan
• Employee Assistance Program
• Health insurance (medical, dental, and vision)
• Life insurance