Program Administrator ACT

Program Administrator ACT Salary $71,439.34 - $91,969.38 Annually Location Portsmouth, VA Job Type Full-Time Grant Funded Job Number FY2025-01240 Department Behavioral Healthcare Services Opening Date 01/07/2026 Closing Date 1/22/2026 11:59 PM Eastern

General Statement of the Job & Essential Functions

Under general supervision, this position manages, supervises and delegates assignments to the clinical and non-clinical staff in Assertive Community Treatment (ACT) Program. Ensures services and community systems are effectively responsible to the specific needs of individuals recovering from mental health, substance use and co-occurring disorders. This is a grant funded position and continuation is subject to the availability of funds. Reports to the Clinical Manager.

Essential Job Functions

Manages, coordinates, develops and implements services and support for the specific needs of individuals recovering from mental health, substance use and co-occurring disorders; monitors and ensures provided services are comprehensive, well developed and maintained according to the requirements of the grant. Documents accomplishments, the effectiveness of services provided, and status of program services according to the requirements of the Assertive Community Treatment (ACT) Program.

Provides consultation to individuals to assess their social, health and vocational needs; supervises outreach and, ensures follow up efforts for non-compliant individuals are administered; identifies adverse impacts to clients and provides intervention measures and assists with client's discharge plans. Consults regularly with therapist, staff members and medical staff to discuss individuals' progress; attends and participates in case reviews and core service meetings; and serves as facilitator for support groups; ensures compliance with state and federal requirements; and advocates for additional resources and services as needed.

Supervises ACT clinical staff, assistants, aides and relief staff; completes staff evaluations according to agency supervision policy; develops and implements policies and practices for the development of clinical staff and clinical supervisions; participates in staffing, and chairs case reviews to ensure team approach; and reviews assessments of potential consumers to determine whether to recommend acceptance for admission.

Ensures staff adheres to all regional, federal and state regulations. Responsible for staff development and training, succession planning, performance management, employee relations, and prioritizing and assigning work; conducts interviews, assigns cases and completes employee evaluations. Conducts staff meetings and/or coordinates in-service training, new hire orientation and training.

Works with other agencies, organizations and the general public to coordinate services, provide technical guidance and educate individuals and community on client rights, needs and related topics. Serves as point of contact for the for all inquiries regarding the ACT Program Grant. Responsible for emergency operations activities for grant program clients to include, but not limited to, emergency shelter operations and disaster relief activities as necessary. Performs other related work as required.

Individual assignments will be determined by supervisor based on current workload and department needs.

Performance Indicators

Knowledge of Job:

• Has thorough knowledge of the principles, and methodologies of case management.
• Has general knowledge of the administrative policies and procedures of public administration, and of supervising.
• Plans and supervises case management activities through subordinate staff and understands and interprets oral and written instructions.
• Establishes and maintains effective working relationships as necessitated by work assignments.
• Has knowledge of service provision for mental health and substance use case management.
• Has knowledge of service provision for mental health skill-building service.
• Has knowledge of licensure and Medicaid requirements for case management and mental health skill building.

Quality of Work:

• Maintains high standards of accuracy in exercising duties and responsibilities.
• Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility.
• Maintains high quality communication and interacts with all departments, co-workers and the general public.
• Quantity of Work: Maintains effective and efficient output of all duties and responsibilities as described under "Essential Job Functions".
• Dependability: Assumes responsibility for doing assigned work and for meeting deadlines.
• Completes assigned work on or before deadlines in accordance with directives, policies, standards and prescribed procedures.
• Accepts accountability for meeting assigned responsibilities in the technical, human and conceptual areas.
• Attendance: Attends work regularly and adheres to policies and procedures regarding absences and tardiness.
• Provides adequate notice to higher management with respect to vacation time and time-off requests.

Initiative and Enthusiasm:

• Maintains an enthusiastic, self-reliant and self-starting approach to meet job responsibilities and accountabilities.
• Strives to anticipate completion of work and initiates proper and acceptable direction for the completion of work with a minimum of supervision and instruction.

Judgment:

• Exercises analytical judgment in areas of responsibility.
• Identifies problems or situations as they occur and specifies decision objectives.
• Identifies or assists in identifying alternative solutions to problems or situations.
• Implements decisions in accordance with prescribed and effective policies and procedures, with a minimum of errors.
• Seeks expert or experienced advice and research problems, situations and alternatives before exercising judgment.

Cooperation:

• Accepts supervisory instruction and direction and strives to meet the goals and objectives.
• Questions instruction and direction when clarification of results or consequences is justified.
• Offers suggestions and recommendations to encourage and improve cooperation between all staff persons within the department.
• Shares knowledge with supervisors and staff for mutual and departmental benefit.
• Contributes to maintaining high morale among all department employees.

Relationships with Others:

• Shares knowledge with supervisors and staff for mutual and departmental benefit.
• Contributes to maintaining high morale among all department employees.
• Develops and maintains cooperative and courteous relationships with department employees and managers in other departments, to project a good departmental image.
• Tactfully and effectively handles requests, suggestions and complaints from other departments and persons to maintain good will within the city.
• Emphasizes the importance of maintaining a positive image within the city.
• Interacts effectively with fellow employees, Program Administrator, professionals and the public.

Coordination of Work:

• Plans and organizes daily work routine.
• Establishes priorities for the completion of work in accordance with sound time-management methodology.
• Avoids duplication of effort.
• Estimates expected time of completion of elements of work and establish a personal schedule accordingly.
• Attends meetings, planning sessions and discussions of time.
• Implements work activity in accordance with priorities and estimated schedules.
• Maintains a calendar for meetings and deadlines.

Safety and Housekeeping:

• Adheres to all safety and housekeeping standards established by the city and various regulatory agencies.
• Ensures the standards are not violated.
• Maintains a clean and orderly workplace.

Education, Experience & Special Requirements

Education & Experience:

• Requires a Master's Degree in Psychology, Social Sciences, Human Services or a related field, and 3 - 5 years of experience developing and implementing individual service plans for individuals recovering from mental health, substance use and co-occurring disorders; and 1 - 3 years of experience supervising staff in a community mental health setting; or any equivalent combination of training and experience which provides the required skills, knowledge and abilities.

Special Requirements:

• Must be a Licensed Clinical Social Worker (LCSW), Licensed Professional Counselor (LPC) or Licensed Eligible LCSW or LPC in the State of Virginia.
• An acceptable general background check to include a local and state criminal history check and sex offender registry check.
• A valid driver's license with an acceptable driving record.
• Individuals in this position cannot be listed as having a founded child abuse or neglect complaint.
• In the event of a declared emergency in the city of Portsmouth, individuals in this position are required to work shelter duty and may be called on to perform duties as required to provide for the safety and care of the citizens of the community.

Americans with Disabilities Act (ADA) Requirement:

The City of Portsmouth is an Equal Opportunity Employer. ADA requires the City to provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are invited to discuss accommodations.

Benefits:

This is a class description and not an individual position description. A class specification defines the general character and scope of duties and responsibilities of all positions in a job classification, but is not intended to describe and does not necessarily list the essential job functions for a given position in a classification.

The city of Portsmouth offers a complete and comprehensive benefit package to full-time employees including: medical, dental, vision, legal, Flexible Spending Accounts, basic and optional life insurance, short-term disability insurance, Virginia Retirement System (includes a mandatory 5% employee contribution), holidays, vacation, sick leave, deferred compensation plan, and Chartway Credit Union. To learn more details, visit http://va-portsmouthhr.civicplus.com/.