Deputy Community Service Director - Council on Aging
Summary of Position Responsibilities:
Responsible for administrative and supervisory work related to the town's programs for seniors and vulnerable populations and other organizations within the Town. Under the guidance of the Community Services Director, assists in the design, supervision, and implementation of programs for the Town. Provides support for Recreation and Beach functions as directed. Performs all other related duties as required.
Description of Supervision/Supervisory Responsibilities:
Performs routine functions under specific instructions from supervisor and with some independent judgment required as to methods or procedures. Works under the administrative direction of the Community Services Director in accordance with established policies and procedures. Performs many tasks independently, referring problems to the director when needed or when clarification of town policy is needed. Directly oversees Council on Aging Department, including Outreach Coordinator and Transportation Program Drivers. Directly oversees volunteers, program instructors, chefs, and other sub-contractors/ independent contractors.
Job Environment:
Work is generally performed in a moderate noise environment under general office conditions but with frequent interruptions from the public. Minimal work conducted outdoors with exposure to various weather conditions. Evening and weekend work as programs require. Operates computer equipment, printer, facsimile machine, telephone, copier, and all other standard office equipment; operates and utilizes all equipment and tools pertaining to recreational facilities. Operates hand tools and light power tools for basic maintenance tasks. Has a high degree of interaction with the public, volunteers, program instructors, clients, caregivers of clients, medical staff, and business and civic groups. Errors could result in a reduced level of services, injury to staff and the public, as well as adverse public relations to the town.
Essential Functions:
The essential functions or duties listed below are intended to illustrate the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
- Assists the Community Services Director in administering, directing, and coordinating all the services and programs of the Council on Aging in an effort to meet the needs that have been identified in the community, such as transportation to medical appointments, home health services, legal aid, income tax and fuel assistance, Medicaid, Medicare, Medigap assistance, alcohol, and substance abuse counseling; information and referral elder lunches, meals-on-wheels, outreach and assessments, health and fitness programs, support groups, education, and recreation.
- Plans and coordinates all programs, including the transportation program on a year-round basis under the direction of the Community Services Director. Programs are culturally, socially, mentally, and physically based. Promotes programs and department registers participants and collects fees (as applicable).
- Schedules and oversees all transports; and documents and reports all transports. Develop, supervise, and plan a variety of programs and activities for seniors and vulnerable populations.
- Consider and develop ideas for improvements/changes to programs to enhance program and activity offerings. Conducts outreach/ surveys to consider community/ population needs.
- Completes most of the development and planning of programs independently. Oversee the Outreach Coordinator and provide guidance and support for client outreach and various outreach services/ programs. Determines program needs and distribution information.
- Schedules staff and volunteers to work directly with the general public for registration of programs, leading activities, and ordering supplies, and equipment through vendors.
- Works with other town departments in the provision of services.
- Monitors program and event attendance. Recruits, trains, schedules, and supervises volunteers, instructors, program hosts, and drivers. Schedules various orientation and training programs for drivers and instructors as needed. Schedules staff and volunteers.
- Tracks and reports payroll.
- Establishes communication systems and provides proactive communications to vulnerable populations before, during, and after emergency events.
- Collaborates with Recreation and Beach and the Library staff to plan for programming that addresses both active and sedentary needs and demographics.
- Participates in local and regional efforts to expand and improve services to elders; works with other town departments to ensure effective, efficient municipal operations and administration.
- Keeps current and accurate program records; submits reports in a timely manner. Works with ESCCI on transportation grants and reporting. Administers financial obligations related to the program budget; ensure proper protocols are followed regarding the handling of funds.
- Leads the Council on Aging public relations efforts to inform residents, town departments, town boards, outside agencies, and providers by preparing submissions to the town newsletter; preparing and distributing flyers; preparing and placing announcements in local newspapers, preparing, and distributing emails, maintaining the department website and participating in the administration of programs.
- Assists in the preparation of monthly newsletter, serving as editor and writer; helps create a brochure of COA’s programs and activities; reports on the status of current activities, programs, and services of the Council on Aging.
- Maintains updated information on the COA webpage.
Writes grant proposals for federal, state, or private funding and normally administers these grants when funded. - Responsible for oversight of the physical plant wherein the Council on Aging conducts its activities. May be required to fill in when instructors and/or volunteers are unavailable or require assistance. Assists with audio/visual and other setups for programs.
- Attends training and educational seminars to maintain current knowledge of programs/services/opportunities and laws, rules, and regulations relating to the elderly and persons with disabilities.
- Evaluates the need for new supplies and equipment. Orders program supplies as needed. May assist in department management responsibilities in the absence of the Community Services Director Performs similar or related work as required, directed, or as the situation dictates.
Required/Recommended Minimum Qualifications:
Bachelor’s degree in social work, gerontology, public management, or related field; two years of experience working with senior citizens in a social service, health, or related position; municipal experience or experience delivering services in a public setting; or an equivalent combination of education and experience. Coursework in gerontology is strongly preferred.
Special Requirements:
Possession of a valid motor vehicle operator’s license. Certification of CPR and First Aid or ability to obtain within 60 days of hire.
Knowledge, Ability, and Skills:
General knowledge – of the process of aging and of appropriate social activities and resources available to senior citizens. Knowledge of grant writing techniques. Knowledge of federal and state regulations pertaining to programs for senior citizens. General knowledge of counseling of the elderly.
Ability – to use initiative, tact, and judgment in dealing with state and regional organizations, senior citizens, service providers, and the public. Ability to prepare and manage budgets and departmental finances. Ability to train and supervise employees and volunteers effectively. Ability to communicate clearly and concisely, both orally and in writing. Ability to interact with seniors in an empathetic, compassionate, and sensitive manner. Ability to operate standard office equipment. Ability to develop innovative cost-effective programs to meet community needs.
Skill – in all of the above-listed tools and equipment. Proficient in MS Office software applications. Superior resourcefulness and discretionary skills are required. Excellent verbal, written, and interpersonal communication skills. Excellent customer service skills. A high level of patience and persistence. Good organizational skills. Skill in coordinating various programs and projects simultaneously.
Physical Requirements:
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. Regularly required to maintain a stationary position, move about the inside of the building, position self to reach low objects (objects under desks, in filing cabinet drawers); must be able to manipulate objects, tools or controls, and be able to pick up and use paper, books, and other common office objects. Ability to communicate with members of the public and exchange accurate information. Ability to view computer screens and work with details for extended periods of time. Ability to operate a keyboard and calculator at an efficient speed. Ability to move/ set up small equipment (up to 30 pounds). Ability to perform CPR.
(This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.)