Community Day Services Administrator

Job Title:        Community Living Services Coordinator
Department:   Community Day Services
Reports To:    Community Day Services Director

FLSA Status:   Non–Exempt Full-time


The CDS Administrator will work in partnership with the Community Day Services Director to coordinate and oversee the day-to-day business operations of New Horizons Day programs.


  1. Ensures the day-to-day operations of the Community Day Service are properly managed and staffing ratios and oversight are maintained.
  2. Effectively works with the Department Director and other department managers and coordinators to create and implement a vision for the department that results in exceptional service to consumers, a quality work environment for staff, and effective interdepartmental cooperation and
  3. Develops and implements a realistic, financially sound annual budget for the department.
  4. Regularly reviews consumer authorizations to ensure they are current and reflective of the correct staffing ratio and rate. Resolves any issues with authorizations.
  5. Ensures that the consumer attendance program is accurately inputted into the billing system on a daily basis. Reviews and approves the monthly regional center billing before it is submitted.
  6. Ensures that the consumer attendance reflects the reason for absences. Conducts regular review of absences and appropriately addresses situations whereby the client’s attendance regularly falls below 90%.
  7. Reviews the receipt of payment from Regional Center. Identifies discrepancies to what was billed and resolves the issues.  Ensures agency is receiving payment for all services being provided.
  8. Assists with monitoring the quality of program outcomes.
  9. Ensures that the program provides quality services to consumers that enable them to achieve their full potential for learning and practicing effective independent living skills at home and in the community and enables them to accomplish the goals identified on their ISP service.
  10. Assists with the management of intakes to ensure that all required documents are obtained and paperwork is completed prior to intake. Regularly reviews client database system to ensure information is current and up-to-date.
  11. Strives for continuous quality improvement in all areas and aspects of program.
  12. Fosters a team based collaborative approach to both department and interdepartmental operations with an emphasis on effective cooperation.
  13. Ensures the department complies with all policies, procedures, paperwork and timeline requirements and meets all CARF, Licensing, and funding source.
  14. Ensures case records meet CARF, Licensing, and funding source standards by conducting a monthly review of case records in accordance with the Case Record Review Protocol.
  15. Provides ongoing training, support, supervision and mentoring to enable staff to competently perform their assigned duties; ensures new staff are adequately trained prior to providing direct services and ongoing staff receive training to enhance their existing skills.
  16. Ensures every effort is made to achieve program outcomes identified on the Outcomes Management


  1. Attends meetings as directed by the Community Day Services Director.
  2. Serves as back-up to the Community Day Services Director in his/her absence.
  3. Supports the Agency’s mission and partners with others to accomplish the mission.
  4. Maintains the highest professional and ethical standards at all times.
  5. Performs other duties as assigned.


This position supervises Day Program Coordinators, Day Program Instructors, and other staff as assigned; conducts supervisory responsibilities in accordance with the organization’s policies and applicable laws.  Responsibilities include developing and overseeing management systems designed to maintain an accurate accounting of billing, absences, staffing, and authorizations. Assists with interviewing, training, coaching, and mentoring employees; planning, assigning, and directing work; onboarding, engaging, and rewarding employees; appraising performance and applying disciplinary procedures; addressing complaints and resolving problems.


To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  Any licenses, such as Certified Nurse’s Aide, must be kept current with license on file with the agency.

The Community Day Services Administrator must have the following skills, abilities and/or aptitudes:

  • Excellent verbal and written communication skills, including diplomacy, tact, and clarity,
  • Objectivity and fairness in managing and resolving issues with staff, clients, and co-workers.
  • Strong organizational and time management skills.
  • Proficiency in Microsoft Word, Outlook, and Excel. Experience with or ability to become proficient in data management, timekeeping, scheduling, and other systems as needed.
  • Sensitivity, awareness, and respect of diverse cultures.
  • Ability to analyze data and assert recommendations based upon factual findings of those reviews.
  • Ability to develop and manage budgets.

The individual must have a reliable vehicle, proof of vehicle insurance, a valid California Driver License, and a driving record acceptable to the agency’s insurance carrier.  Must also pass a criminal background clearance and drug screening/test.


College degree is required.  Highly desired is an individual with experience and expertise designing, developing and implementing budgets for an environment that involves complex and highly dynamic staffing patterns and skill management, preferably in a human services system.  Additionally, it is essential that a candidate has at least two years of successful supervisory experience.


Ability to read, write and interpret documents in English.  The ability to effectively present information and respond to questions in English; Spanish is a plus..


Ability to add, subtract, multiply and divide at a high school level.


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.

While performing the duties of this job, the employee is regularly required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to stoop, kneel, couch, or crawl; and taste or smell. The employee is occasionally required to sit and climb or balance. The employee must regularly lift and/or move up to 10 pounds, frequently lift and/or move up to 25 pounds, and occasionally lift and/or move up to 50 pounds.