51440JD1022.pdf

51440 JD 1122 1

STATE OF MONTANA

JOB DESCRIPTION

Montana state government is an equal opportunity employer. The State shall, upon request, provide reasonable accommodations to otherwise qualified individuals with disabilities.

Job Title: Facility Services Manager Position Numbers: 51440

Location: Boulder Department: DPHHS

Division and Bureau: State Run Facilities / Intensive Behavior Center

Job Overview: The Intensive Behavior Center (IBC) is an intensive, short-term treatment facility for individuals who have intellectual disabilities. IBC provides an environment for building healthy, effective, and fulfilling lives so those receiving treatment can live successfully in the community after discharge.

As a part of the administrative staff, this position oversees the operations of the facility, to include fiscal services, human resources, and support services. They are also responsible for staff development, and coordination and oversight of training. This includes researching and identifying training and development requirements, developing appropriate training methods, content and materials, and scheduling training to be delivered by facility subject matter experts.

This position manages cost centers associated with operations, human resources, training, support, safety and custodial departments of the facility.

Essential Functions (Major Duties or Responsibilities):

Fiscal Services: 25%

• Tracks facility purchase requests and coordinates payment processes with the Department budget office, in coordination with the facility administrator

• Directs staff and monitors payroll submissions into automated management system (UKG)

• Acts as facility representative and contact point for all external vendors

• Manages all client account services including client purchases research and communication with guardians and/or vendors

• Communicates with management regarding all fiscal matters and purchasing priorities

• Oversees facility purchasing while ensuring timeliness and verification of available funding

• Directs purchasing and procurement of goods and services for IBC clients

Operational Duties 25%

• Ensures the facility is in good operation, managing maintenance requests and verifying completion of work

• Ensures the cleanliness of the facility, managing custodial staff

• Conducts sanitation inspections weekly of all client occupied areas and provides direction to address areas of concern noted during tours

51440 JD 1122 2

• Responsible for ordering, receiving, and tracking equipment for the facility

Human Resources 25%

• Works with DPHHS human resources, to ensure personnel policies and practices align with rules, contracts, and Division expectations

• Coordinates all recruitment/hiring activities for the facility and participates in interview/hiring process and selection decisions.

• Coordinates documentation management in adherence with MOM document retention schedule

• Represents management in union/management/negotiation meetings

Staff Development 20%

• Researches and identifies staff training requirements (State and DPHHS/IBC policies)

• Coordinates with other facility leaders to create, update, implement, and train on policies and procedures

• Consults with management to identify the operational training and development needs

• Consults with management to create specific trainings to help resolve staff performance deficiencies

• Coordinates delivery of new employee orientation

• Works with the Client Services Manager to schedule staff for in-service / annual training

• Maintains electronic database for staff training and prepares status reports

• Develops and implements staff training through College of Direct Support

Other Duties as Assigneed 5%

• Generates and maintains administrator-on-call schedule

• Serves as administrator on-call when scheduled

• May serve as a staff trainer as needed to assist in staff development courses

• Serves as the HIPAA Privacy Officer for the facility

• Supports the facility administrator by performing other tasks as assigned

Supervision

This position directly supervises 3 staff

• Information Management Specialist – 69151873

• Custodian – 69151104

• Custodian - 69151114

Physical and Environmental Demands:

Typical office/residential environment, however, assisting with de-escalation of clients may be necessary at times. Must tour all campus / facility locations on occasion in inclement weather. May be required to lift up to 50 lbs. Must be able to perform manual labor tasks which may involve tools and/or equipment and physical activities including standing, walking, lifting, bending, pushing, pulling, and twisting.

Knowledge, Skills, and Abilities (Behaviors):

51440 JD 1122 3

Required for the first day of work:

• Knowledge and experience of basic budgeting and use of spreadsheets

• Knowledge and experience in the field of human resources, including the application of incentive and disciplinary procedures

• Basic knowledge of UKG payroll system, and HIPAA regulations

• Knowledge and experience with curriculum design and development

• Ability to use critical thinking skills to deal with emergencies over the phone and in person

• Effective written and verbal communication skills

• Working knowledge of developmental, behavioral, and psychiatric disorders

• Make sound, logical, timely decisions based on all available but sometimes limited information.

• Ability to operate personal computer and general office equipment as necessary to complete essential functions.

Minimum Qualifications (Education and Experience):

• Bachelor’s degree in occupational health and safety, human resources, education, business, or closely related field is preferred

• Three years of experience providing care and/or supervision to individuals with developmental, behavioral, or psychiatric disorders

• Preferred: Four years of progressively responsible experience as a supervisor or manager in a health and human service setting, one of which was providing services to individuals with developmental disabilities and/or mental illnesses

• Preferred: Demonstrated experience developing curriculum and/or providing training or teaching in relevant subject areas

• Equivalent combinations of related education and experience may be considered on case-by-case basis

Special Requirements:

List any other special required information for this position

Fingerprint check Valid driver’s license

Background Check Union Code ____

Other; Describe:

Safety Responsibilities:

1. Complies with the Department’s Safety Program as outlined in its Workplace Safety Policy.

2. Observes all safety rules and applies accident prevention principles while performing duties; and

3. Reports all workplace accidents or injuries to the supervisor or designee.

51440 JD 1122 4

The specific statements shown in each section of this description are not intended to be all inclusive. They represent typical elements and criteria considered necessary to perform the job successfully.

Signatures

My signature below indicates the statements in the job description are accurate and complete.

Kyle Fouts Facility Administrator 10/31/2022

Immediate Supervisor Title Date

Will Evo Chief Healthcare Facilities Officer 10/31/22

Administrative Review Title Date

My signature below indicates that I have read this job description.

Employee Title Date

Human Resources Review

Job Code Title: Administrative Supervisor Job Code Number: B1JO5M

My signature below indicates that Human Resources has reviewed this job description for completeness and has made the following determinations:

FLSA Exempt FLSA Non-Exempt

Telework Available Telework Not Available

Classification Complete Organizational Chart attached

Human Resources:

Sarah Green Senior HR Partner October 31, 2022

Signature Title Date