Central State Community Services Oklahoma is a 501c3 not-for-profit organization whose primary goal is to provide a high quality of life for its clients, adult individuals facing life with developmental and/or intellectual disabilities. Having been in operation for nearly 40 years, we will be looking for a new Executive Director to provide exceptional and innovative leadership as we seek to elevate even further our service offerings.

The primary duty of the position is managing the corporate executive staff and overseeing operations of the executive and administrative exempt staff, and the entire non-exempt program staff department.

The position is customarily directly responsible for hiring, firing, promoting, transferring, and conducting performance correction action for Executive staff. The position has final responsibility for approval of all involuntary employment separations in the organization.

Administrative

Describe business principles and the purpose of being in business
Interprets the corporation’s organizational chart by describing the roles of each department and appropriately utilizes each department’s services
Describes services the corporation provides and matches those services to the needs of prospective and current service stakeholders
Is familiar with the services and processes of major competitors
Identifies and completes tasks related to follow-up with service stakeholders, inter- and intra-agency departments, licensing boards, certification organizations, and local/state/federal government entities
Correctly completes forms and meets deadlines for various activities
Is knowledgeable of legal aspects of hiring and can complete recruitment, advertising, interviewing, and paperwork requirements for hiring positions at all levels within the organization
Completes performance assessments/evaluations of people supervised, and can provide support and training to others in the organization on how to complete unbiased assessments
Is knowledgeable of the legal aspects of firing, laying off, and correcting employee performance, and initiates and completes all aspects of performance correction involving people directly supervised
Describes the purpose of and the process for developing and amending a budget for the corporation. Understands the need for a budget and its function. Manages and monitors the status of the corporate budget and takes corrective action as needed.
Describes a fiscally stable corporation and understands its relationship to services provided.
Understands the purpose of and process for amending services to stakeholders.
Maintains paperwork that needs to be done to manage personal business finances such as invoices, receipts, taxes paid, expenses, deductions for home office/car
Recognizes safety hazards as they relate to all people employed and served by the organization. Conducts safety meetings and provides needed safety equipment. Develops a safety program to emphasize the importance of working safely. Works to reduce workplace injuries and workplace insurance costs.
Assesses the quality of workmanship as it relates to building and physical plant issues; takes appropriate action to address substandard workmanship.
Investigates the legitimacy of invoices, authorizes or adjusts invoice amount and takes action when invoices cannot be authorized
Analyzes the organization’s flow of paper and devises systems to improve efficiency. Utilizes electronic storage of key documents and is able to retrieve and store electronic documents.
Identifies when meetings are needed and organizes the agenda, sets meeting time and place, has minutes taken and chairs the meeting. Assures minutes are formalized and disseminated to all stakeholders.
Assesses the morale of the organization and identifies those factors contributing to desirable and undesirable aspects of morale. Develops and implements short and long-term plans that affect morale and fit within the existing corporate culture.
Participates in and supports special events hosted by the corporation and ensures all stakeholders are informed and welcomed.
Conducts organizational evaluations, analyzes resulting information/suggestions and develops action plans to address concerns
Prioritizes responsibilities of the position to ensure deadlines are met
Maintains a manual and electronic filing system to maximize organization and retrieval of information
Maintains and uses a manual or electronic appointment book to schedule appointments and meetings. Assists others to develop similar time management skills.
Uses various mediums to acquire information and research issues pertinent to the corporation, and then uses that information to develop plans or solve problems
Develops a process/system for practical and frugal ordering and dispensing of office supplies. Initiates repair of office equipment when needed.
Understands basic spelling and grammar rules and can proofread and edit own work and the work of others
Identifies available training opportunities and communicates that information to individuals within the corporation who could benefit
Defines corporate goals, evaluates progress toward goals and amends method of attaining goals as needed
In the event of a complaint, decide on an investigative process, gather information, interpret the results, and decide on a corrective course of action
Understands the consequences of non-compliance with rules, regulations, governing body policy and insurer standards, and strives for compliance surveys of excellence
Maintains a record of the corporate history

Communication

Uses the appropriate format for writing letters, memos, and reports and demonstrates knowledge of grammar and editing rules
Makes presentations on various issues to small groups
Makes public speaking engagements lasting at least 20 minutes that describe corporate philosophy and services
Uses standard business etiquette in making and receiving telephone calls
Sends and receives fax messages
Deals with media representatives according to company policy
Understands the appropriate time and situation in which to utilize different modes of communication
Evaluate the effectiveness of communication within the corporation and is able to make recommendations to enhance the effectiveness
Identifies key contact individuals within and outside the organization and specifies the appropriate times to contact each
Identifies when the message is getting across and when delivery/approach needs to be changed
Understands the importance of how things are said as well as what is said, and knows the importance of body language and tone of voice
Listens to people to understand the stated and the unstated purpose of the communication
Effectively responds to employee issues and requests that begin with “they said”
Understands the need and benefit of one-on-one meetings and schedule these meetings with stakeholders as the need arises

Electronic/computer

Sends and receives email
Uses a Windows operating system to perform basic functions and file management
Performs basic word processing skills
Uses spreadsheets to access, input, manipulate, and calculate data
Understands different file formats and can convert files to different formats when needed
Uses PowerPoint to develop and make presentations
Can print documents and troubleshoot when the printer malfunctions

Interpersonal

Meets, greets, and welcomes people. Can put people at ease and identify methods of ending a conversation that will welcome future contact.
Applies public relations principles to various situations
Gives tours of the corporate offices and service sites.
Identifies the cultural expectations of various ethnic groups, can speak a few words of their language, and deals with these people in their frame of reference
Prioritizes dealing with individuals when there are many people present without offending or ignoring any one person/group
Understands the principles of basic negotiation and appropriately utilizes these skills
Identifies situations in which personal and/or company conflict is present. Describe the reason for the conflict and the steps that must be undertaken to resolve the conflict. Is willing to use third-party intervention when necessary.
Copes with negative comments by deciding which comments require immediate response/attention and which should be ignored.
Supervises others with an understanding of the basic principles of supervision, the basic styles of supervision, and the ability to modify and adjust the level of supervision needed for any one person.
Educates and trains others with a demonstrated ability to identify their various learning styles
Demonstrates passive and active patience when interacting with people
Interacts with others in a manner that radiates friendliness
Builds trust and service satisfaction with identified stakeholders
Balances family and work commitments
Defines stress, distress, and eustress, can identify those times that they are impacting work performance and works to reduce their negative effects
Demonstrates an appropriate sense of humor
Sets a professional and positive image of the position and the corporation through positive behaviors.
Describes the policy on dealing with unruly people, when to give them a warning, when to evict them, and when to call the police
Demonstrates a professional image even when off-duty
Seeks opportunities to increase personal knowledge base through formal classes, seminars, or educational courses
Knows how and when to ask a question and to whom the question should be addressed
Allows others to learn from their own mistakes without putting the corporation at risk
Develops and works on Teams to advance the goals of the corporation and the service industry
Identifies the strengths and weaknesses of Team members in order to make assignments designed for success
Delegates to others based on the person and their abilities and the type of task. Follows up to ensure tasks are completed.
Utilizes Team-building activities to increase effectiveness and success
Applies problem-solving methodologies
Coaches and mentors others

Central State Community Services Oklahoma

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