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Shannon Kelly 2255 Lenox Road NE, D-2, Atlanta, Georgia 30324 404-329-1601 Transition House, Inc.: Executive Assistant - multifaceted, challenging position reporting to the executive director of small non-profit organization serving homeless addicts. Two years of responsibilities and accomplishments include: ALL office management and administrative duties; A/P- tracking and recording of all expenses for office and 9 facilities; compilation of reports for monthly financials (QuickBooks); created company brochure, newsletters, and informational marketing materials; volunteer recruiting and supervision; reorganization of entire filing system and ongoing maintenance of files; Internet and Foundation Center research for grant availability; writing and preparing proposals and applications to submit to grant-makers in the local, state and federal government, foundations, churches, and corporations; Author and Administrator of the Transition House, Inc. Policies and Procedures Manual; Development of website. Laid off due to loss of Federal Government funding. Duffer Design: Administrative Assistant in video post-production firm. Duties included: client and phone reception; drafting/typing correspondence; scheduling time and recording cost; customer service troubleshooter; PowerPoint presentation preparation; supervision of temps; travel arrangements; data entry; event planning. High client contact. Goldstein & Law: Legal Assistant for successful personal injury law practice. Duties included: Heavy dictation of correspondence and litigation procedures (pleadings, motions, briefs); medical records requests and follow-up; deposition scheduling; creating and maintaining client files from beginning to end; and phone and client reception. CNN: Assistant to the International Managing Editor(CNN Newsroom). Duties involved: typing correspondence; relaying inter-company memos; data entry; maintenance of confidential personnel files; event planning; travel arrangements. Basically served as a personal assistant for all Editors including international correspondents. TBS, Inc.: Typographer and Proofreader for RET Advertising, the in-house ad agency for TBS. Produced and proofed type for TNT TV listings, posters and various print ads. Marietta Daily Journal: Sales Account Executive – sold advertising space to small businesses in Cobb County. Designed ads for clients and sold above quota consistently. Graduated from The University of Georgia B.A. in Journalism, Public Relations Major, Communications Minor Computer Skills: Microsoft Word, Excel, PowerPoint, Publisher, FrontPage; QuickBooks; Internet Research; Macintosh OS X. Voracious learner! Policies and Procedures January 2003 Introduction Transition House, Inc. is a non-profit residential aftercare program serving homeless, recovering addicts. This manual is put forth as a guide to operating procedures and governing policies. It will be updated and amended regularly by a chosen administrator. The bottom of each page will list the most current update, and new appendices and other additions will be listed in the table of contents with entry date next to the page number. Certain information is confidential such as clients’ names and addresses. As stated in the Confidentiality of Alcohol and Other Drug Treatment Records manual, “information can be disclosed within a program or to an entity having direct administrative control over that program.” Therefore, since this manual is a public record, certain information is not included. If you produce a signed “Consent for the Release of Information” form, we can get the information for you. Consent forms are in the Appendix. Georgia Association of Recovery Residences, Inc.’s (GARR) provides a model for recovery residence standards for programs offering residential support and/or treatment of addiction. The purpose of the standards is “to ensure integrity of program services and quality and environment of care, for both residential addiction treatment programs.” Transition House is striving to meet and exceed these standards in order to better serve its consumers. Administration THE FILIING SYSTEM: A new staff member’s first step in orientation to Transition House includes familiarization of the filing system and contents. The Transition House filing system was revamped in the summer of 2002. There is an ongoing process of adding, deleting and reorganizing files in order to develop and maintain a smooth running operation. Four office filing cabinets and two filing drawers at the front desk are used by all staff members. Papers to file go in the TO FILE box and should be tended to daily. The second cabinet in the back of the office can be locked. There are boxes of client files in storage in the food bank room (files dated before 2000). COMPUTERS: Each computer has a number on the top of the monitor (1,2,3), which identifies them for purposes of this document. The COMPUTERS file in the front desk right hand drawer contains all the information we have on the present system. We do not have ongoing technical support, so if problems arise an outside computer repair person must be called (see phone list). Filenames are placed at the bottom of all forms and certain documents. This practice alleviates wasting time searching for files. (click “View” on the toolbar then “Header Footer”). The Shared Files folder in each computer contains information for everyone in the office to access. Look there first when searching for a file or document. It is necessary to have proficiency in the following programs in order to perform the duties outlined in the handbook: Windows XP, Microsoft Office, QuickBooks, Printshop or Microsoft Publisher and Internet Explorer. QUICKBOOKS ACCOUNTING SYSTEM: Computer 1 and two are networked for QuickBooks. The administrator for this software is Computer 1. This computer should be turned on and in multi user mode before opening QuickBooks in Computer 2. Make sure the computers are communicating before making any entries. You can do this by comparing account balances. The Get Smart With QuickBooks is an excellent source of instruction and is located on the main office bookshelves. ACCOUNTS PAYABLE: Accounts payable duties can require up to three hours daily. We receive mail in the office and at the post office at 486 Edgewood Avenue (access mapquest.com for driving directions). When bills are received, open and confirm that they are correct. If there are discrepancies, call the vendor and discuss the problem. If necessary, present the situation to the executive director for handling. File unpaid bill in the accordion file 3-5 days before they are due. Check the file each day and write checks, attach to bill and give to executive director for signature. Then copy bill and check (w/signature) and mail (put return address on envelope). Stamps are in the front desk drawer. Group bills for certain houses for the monthly reports. This means that they can be mailed together with one check paying the total: Beatie, Desoto, The Avenues and office bills can be paid (grouped) together. Seton Hall and Weekirk are together, as are Allgood and Wellington. Checks are written in the “Checks” category and are automatically recorded in QuickBooks after you have printed and saved them; also record transactions in green check register. Copies go into the A-Z Bills Binders located on front office bookshelves. Weekly checks include Samaritan House for MARTA CARDS, per diem checks for vets; monthly include rent at the Avenues, CCMA and paychecks to counselors and exec director. See Weekly Tasks. The only bill paid online is the First Union Visa bill. The executive director specifies which account (Men’s or Women’s) each charge on the detailed bill should come from. The total of each account is then transferred into the First Union/Wachovia account and the bill is automatically paid. Printed transaction sheets confirming the transfer amount and receipts are stapled to the bill and filed in Bill binder. Credit Card Procedures: Keep every receipt for VISA purchases and put in the envelope entitled “Credit Card Receipts.” This envelope should be kept in the Accounts Receivable person’s office. We need these receipts to use as an invoice for auditing and accounting inquiries and to reconcile statements. Attach receipts to statement every month and place in Bill Book in the First Union Visa section. To make certain all bills have been received and paid, coordinate bills paid with list of established monthly bills. Refer to List of Monthly Bills in Appendix. ACCOUNTS RECEIVABLE: In QuickBooks, incoming program fees ($60 weekly), grants, and contributions (all incoming monies) are recorded. Copies of payments along with the deposit slips are made and filed in Client Payment Binder. A copy of individual payments are also filed in the Account Binders. The executive director makes bank deposits weekly. VA INVOICING: Mary Cullins, an administrator at the VA (see phone list) receives an invoice from us stating the amount owed for a sponsored veteran. This amount is determined by the vet’s pink sheet which is received in the Transition House mail. See “VA Invoice” icon on Computer 1. The invoice should be sent every month charging for the previous month. The social worker for a vet informs us what must be included in their file. Before placing any information in the file, a consent for Release of Information should be signed by the Vet and the Transition House Executive Director. Every month, counselors hand in progress notes on consumers. Progress Notes for sponsored vets should be faxed to their social worker each month. Representatives from the VA usually attend the monthly Tuesday staff meeting. New and old issues are discussed. Please see VA contract in the Grants file drawer. This covers what Transition House is obligated to do in order for the VA to send us homeless vets and pay for there stay in the Avenues. (See VA Program in PERSONNEL section for further information). MEN’S and WOMEN’S ACCOUNTS: These two accounts see the most activity. Expenses are deducted according to which program they apply to. The executive director indicates which account to use when paying ambiguous expenses. Bills for the office, paychecks, consulting fees, the Food Bank, Samaritan House, Insurance, and accounting fees are all split between accounts. SAVINGS ACCOUNT: Consumers are required to save $50 weekly. This money is deposited into The Transition House Savings Account. Thirty days after a person graduates or leaves the program, they receive their savings plus any interest accrued. PAYROLL: An outside company, Corporate Payroll Services, handles Transition House’s payroll at the writing of this handbook. They send a worksheet every other Wednesday that is to be filled out with hours worked by employees, and the signature of executive director. Then fax to the number on the sheet (see phone list). We receive a package on Fridays with checks or direct deposit voided checks. All this information is to be filed in CPS binder. Payroll writes checks on our Payroll Account. After we receive the worksheet, a transfer must be made from the Women’s Account (75%) and Men’s Account (25%) plus biweekly fee that CPS charges. CPS handles payroll taxes. RECONCILIATION: When bank statements arrive every month, the executive director oversees the reconciliation of all accounts (Men’s, Women’s, Payroll, Savings). Statements are filed in the bookcase facing the front desk. Reconciliation reports are delivered to the Board. ACCOUNTANT DUTIES: Alan Grothe is our CPA see phone list. His wife Paula is our main contact. Questions about taxes, the audit, or problems with accounting/QuickBooks should be directed to Alan or Paula or whomever is the accountant for Transition House, if problem cannot be handled internally. They charge by the minute for their services. BUDGET: The executive director is in charge of all of the financial aspects of the organization. He or she proposes a budget to the Board for approval. At each board meeting, the executive director presents financial statements (profit and loss, reconciliation of accounts, program expenses). There is a Budget file in the front desk left hand file drawer containing past reports. Every Transition House expense should be recorded in QuickBooks and categorized according to “Categorization of Expenses” (see Appendix). Attach all invoices. It is important to inquire with the executive director if you are not sure which category an expense goes into because this will affect the reports data. CLIENT STATISTICS: There is a Client Statistics icon on Computer 1. Every time we admit a new consumer we need to enter the information listed. This information is used in grants and reports. It is very important to record the consumers intake date, leave date, if they relapsed, and demographics. REPORTS Most grantors and some collaborating agencies require reports of compiled information and data on how Transition House is using the money they gave us and if we are following the rules we agreed upon. NOTE: Call the contacts, listed on the phone list, with any questions about reports. DEPARTMENT OF HUMAN RESOURCES (DHR) REPORT : DHR Billing is to be done by the 10th of each month. Get information and documents from Women’s Services Director, compile report (see forms and previous reports in Grants file drawer) and deliver or mail the Department of Human Resources. Presently our contact is Sabrina Gibbs. See phone list. *For the DHR Report to be accurate, the payroll deductions for that month must be included. Therefore, when doing the report, enter the payroll transactions as if they were actually deducted from the Men’s and Women’s accounts instead of the payroll account: go to reports, choose Women’s Accounts Payable under memorized reports and check that payroll has appropriate amount. AFTER printing the report, go back and delete the payroll checks in each account and show the transfer as the only payroll transaction in the register. The DHR report must include the Women’s Director’s Programmatic Report, the monthly report sheet with correct numbers, and the QuickBooks Report. DHR will direct deposit funds into the women’s account. MARTA: The Georgia Law Center for the Homeless, who provided the grant we received in summer 2002 for the ½ priced MARTA cards, requires a statistical monthly report. Report forms are in the MARTA file which is located in the front desk left hand file drawer. The Samaritan House statements (in same file) are used to compile report figures. Complete and fax to The Georgia Law Center for the Homeless (see phone list). For information on ordering MARTA Cards see section under PROGRAMS. ATLANTA FOOD BANK: There is an icon on computer 1 entitled “Food Distribution.” Every time someone takes food from the supply room, it needs to be weighed and the # of pounds recorded in the Excel spreadsheet. These numbers are tallied at the end of each month and the total pounds used and thrown away are recorded. A FOOD BANK binder on the Front Office bookcase contains previous statements, previous reports and blank report forms (remember to copy blank form and replace). All staff members should keep up to date and/or research homeless policies and legislation, trends in substance abuse treatment, non-profits and the government, and new laws or mandates that may affect the organization. SIX MONTH REPORTS: Files with previously completed reports are located at the front of Grants file drawer. The agency requiring a report may mail report forms or directions to Transition House or provide them to staff. These are to be completed and delivered by the specific deadline. *Agencies include: City of Atlanta DeKalb County Department of Community Affairs Fulton County ESGP – DeKalb County (Emergency Shelter Grants Program) CDBG- Fulton County (Community Development Block Grant) Site Visits are made during the year by DCA , the Atlanta Food Bank, City of Atlanta, Fulton County, DHR, Department of Probation and Parole and other grant makers or referring agencies. They call anytime during the year to set up appointments to come in to the office and meet with the staff and the executive director. They may ask to view Transition House facilities. It is very important to comply with all their requests and correct any problems of which they make us aware. They file a report about the state of our organization with their agency. Findings may influence future grant allocations. GRANTS MANAGEMENT: Transition House receives grants from federal, state and local government, foundations, churches, and corporations. We also receive donations from individuals and program fees from consumers. The file cabinets contain copies of grants and grant proposals that various Transition House staff members have written in the past. All current grants are located on Computer 2 in My Documents and in the Grant file drawer. The Foundations file drawer contains previous and therefore future funding sources and names of agency contacts and websites. It is a good idea to try and make personal contact with the grants managers, executive directors or appropriate staff of agencies. Try to set up interviews to introduce yourself by calling and e-mailing (or any other fathomable means. Networking with other grant seekers, attending outside non-profit meetings, and constant research of trends in non-profit funding for homeless and substance abuse programs can uncover opportunities and sources of potential funding. All staff members should keep up to date and/or research homeless policies and legislation, trends in substance abuse treatment, non-profits and the government, and new laws or mandates that may affect the organization. Transition House has a 501 (c) (3), which confirms our non-profit status with the federal government. Copies of this document along with the by-laws, articles of incorporation and standard marketing materials are all located in the Forms for Grants file drawer as well as in the Appendix of this handbook. Each grant requires these and other documents. The grant manager and/or writer keeps the files, and the materials in them, updated. Always make copies of the documents you are taking out of files, so they are kept full. Master Copies should be designated for frequently used Transition House forms and information. Our operating budget would be non-existent without incoming grant funding. Therefore, it is vital that the executive director and staff be aware of deadlines for existing grants and information about new grants. Most funding sources require regular reports on how we are spending the money. If these reports are not filed, money can be denied or taken away. Teamwork among staff members helps the process go smoothly. One missed deadline can negatively affect the entire organization. The dry erase calendar in the front office should indicate grant proposal and application deadlines. OUTSIDE MEETINGS: Non-profit agencies and service providers meet regularly. Notices/invitations are mailed and e-mailed or discovered by word of mouth. *Monthly Meetings: Atlanta Housing Forum Task Force For The Homeless Homeless Action Group (HAG) Fulton County Board of Commissioners MARKETING: When an individual or agency inquires about Transition House, there is a brochure, overview and various forms and letters located in the Marketing file in the Forms for Grants file Drawer. All marketing material files are located on Computer 2 in My Documents/misc.doc file. Board approval on the specific informational piece is necessary before distribution. At least two staff members should proofread all documents before they leave the office (especially marketing information). Business cards are also on Computer 2. Go to My Computer to view employee business cards, make changes or print. Use Avery #8377 Gray Inkjet paper. Computer 2 has PrintShop and Publisher. Computers 1 and 3 do not so all marketing material is done on Computer 2. REFERRALS: When people needing help call us and we are unable to help them, either because they do not qualify (30 days or more clean time and homeless) or we are full, then it is important to have referral numbers on hand to give them. The phone list has a number of agencies. The Important Phone Numbers list has a number of referring agencies. Another important reference is the United Way Help Book. We have it in the office and need to order the updated version each year (consult executive director). LICENSE and CERTIFICATIONS Every year it is necessary to renew our corporation license with the Office of the Secretary of State. A notice comes in January and the renewal can be done online. See phone list and website list. Other Office Procedures: Check orders We get our check (Men’s and Women’s) printed by Image Flow, contact David Boone to reorder. See phone list. Christmas and Holidays During the month of December, we have a Holiday Party for our clients. In 2002, we received gifts from Toys for Tots (770-941-6160) so call them each year. Task Force for the Homeless set us up with presents donated to Mailboxes Etc. TASK FORCE (404 230-5020). Always look for new ways to provide Christmas gifts and activities for the clients. Special programs and events are planned for holidays and life skills training throughout the year. Drug Screening Equipment: The counselor’s randomly drug test the consumers every month. Make sure the supply of testing apparatuses are stocked. We order from Roche Diagnostics (see phone list). Counselors submit results of drugs screens to be filed in consumer files. Drug screening forms are located in the Client Forms filing drawer House Repairs and Information: Any bills for repairs on individual houses should be copied and placed in their folder in the HOUSE INFORMATION file drawer. Leases and deeds are in the individual files in the House Information file and in the Right Side File drawer of front desk. See the phone list and website list for vendors. House Security Systems: Protection One (see phone list) is the company that provides alarms for 6 houses excluding The Avenues. See file in left Side File drawer of front desk. In the file you will find the contracts for each house. Insurance Coverage: Philadelphia Insurance is our carrier. We have coverage for our property, liability, crime, autos, and professional liability. Our agent is John Harte at Manry and Heston, Inc. See Phone List. Mail: We receive mail in the office and at the post office located at 486 Edgewood. Use mapquest.com for directions. At the present location there is a mailbox in front of the building. The mail deliverer also picks up mail from the office. Stamps are in the front desk drawer. The executive director should be informed if the stamp supply is low. Office Supplies: There should be a running list posted in clear view for employees to record their requests or office necessities. The Executive Director is the only one with any buying power. He/She usually purchases supplies. The supplies should be inventoried monthly. Residence List: There is an icon on Computer 1 called Residence List. This should be updated daily in order to have an accurate count of consumers occupying the houses. When changes in house occupancy, address or phone it is important to modify list and distribute to other office staff. When potential applicants call, the list is referred to for bed availability. It is important to confirm bed availability with other staff and counselors in the a.m. THE PROGRAM History Transition house began in 1985, under the leadership of the Reverend Woody Bartlett. With the support of the Episcopal Diocese of Atlanta, the program began providing a model of men and women, living clean & sober, procuring and maintaining gainful employment in the community, and saving part of what is earned each week toward the foundation of permanent housing. Today, the program continues to grow because of its success and ability to take homeless men, women and women with children from the streets of Atlanta, provide them with a safe environment to work on their recovery and lead conventional and responsible lifestyles. In any given year, we provide 40 to 50 individuals with this quality service enabling most to return to their families or begin living responsibly in permanent housing of their own. This is an effective long-term solution to homeless, addicted people in Metro Atlanta. Men can stay with Transition House for up to two years, and possibly longer in our newer facilities. While in our program they are assisted with plans for other permanent housing, making room for other homeless men who are at an earlier stage of their recovery. (For more information, please see TH History in Forms for Grants file drawer) Program Description Transition House offers housing and support to homeless, recovering men and women and women with children. We are a two-year program in which time we provide structure and discipline, empowering our clients to foster their own return to a productive lifestyle. Transition House takes in men and women who have been clean and sober for at least 30 days and show desire and commitment to work hard to rebuild their lives. Our consumers contribute both to their monthly living expenses and to a savings account. They take care of themselves, their house and yard by cooking, cleaning and doing light maintenance. As they progress through the program, the types and amount of responsibility they have increases. Transition House consumers must attend at least 3 twelve-step meetings per week. They receive support from our certified addiction counselors who conduct weekly house meetings at each facility. They support each others recovery, with each house being self-governing. Random drug screens and case management by Transition House counselors and staff ensure that each consumer lives up to their commitment to continue their recovery and abide by the rules of Transition House. Monthly meetings bring all the consumers together for a community meal, fellowship and programs to prepare them for independent living during their tenure at Transition House and for the years ahead. The key ingredient in the Transition House program is time. Clients spend needed time (usually 18-24 months or more) accumulating skills, learning a new lifestyle, and amassing a nest egg for their own home and life in mainstream society... VA PROGRAM Veterans who are sponsored by the VA Homeless Program can come into our program and live at the Avenues apartments, rent free, for a pre-determined period of time. If a non-vet is given a bed there they must leave if necessary to let a sponsored vet move in. Each vet has a social worker who tracks their progress and assures our compliance to the VA contract. Every week sponsored vets get a per diem check. The amount is established by the executive director. The per diem time period is determined by the VA and we are alerted by the forms the social worker provides upon the vets entrance into the program. Vets are encouraged to move into one of our houses after sponsorship ends, therefore continuing their progress in transitioning into mainstream society. Consumer Intake Procedure Potential consumers may phone or come to the office to fill out an application and find out about the program. All staff should know which house has available beds by checking the Residence List posted on wall, asking executive director or phoning counselors (see Important Phone Number Appendix). When women call for information, refer them to the Women’s Director (see phone list). When men call provide pertinent information or try to give referrals. Familiarize yourself with this information before answering phone: Transition House offers housing and support to homeless, recovering men and women and women with children. We are a two-year program in which time we provide structure and discipline, empowering our clients to foster their own return to a productive lifestyle. Transition House serves homeless, recovering men and women who have been clean and sober for at least 30 days and show desire and commitment to work hard to rebuild their lives. They should be able to pay upon entry. Fees are $60 a week for program, $50 a week for savings (mandatory). It is necessary that they have ID or ability to get ID. If applicant is not employed, he/she must obtain employment within three weeks. . Applicants: If they meet criteria listed above, tell them to come into the office and fill out an application which is located in the Client Forms drawer in the filing system under Blank Applications (see master copy to confirm pages). They should bring their ID and a copy should be made while they are filling out application. Afterwards, the prospective client goes to the house with an opening and interviews with the consumers presently residing in the house. The house counselor will be present. If you have any questions concerning this process please contact appropriate counselor. The consumers then have the final say and the applicant should call back the next day to see if they were accepted. Counselors should let staff know the reason for denial of an applicant. Applicants may reapply to the program after 30 days There are directions to the houses in the front desk left file drawer and meeting times with appropriate counselor’s names on the list next to the front desk ( on the wall). Note: Potential consumers are not given the phone number to any of the houses until after acceptance. When a consumer is accepted into the program, they are told to come into the office as soon as possible and complete a Client Packet which is located in the Client Forms file drawer. The first week’s program fees are due at time of entry. Make sure the Consumer Rules form is read, understood and signed. Staff should be familiar with all rules (i.e., attendance to three weekly Recovery oriented meetings, weekly house meetings and monthly meetings is mandatory and attendance is documented in their files). The new consumer may move into the house after filling out forms and arranging a move in time with the residents. They will receive a key to the house after successfully completing a week in the program. House key distribution and chore assignments are handled by the counselor and/or house manager. A consumer’s file should contain the following forms: (see appendix) Application to Transition House Verification of Homelessness Wage Verification Consumer Rules and Regulations Or VA Rules and Regulations (Avenues only) Termination Policy Weekend Pass Contracts Exit Interview Alumni Club and Follow Up Program Case Management Check List Consumer Plan of Action Supportive Services Monthly Service Report Drug Screen Results Case Management Review COUNSELORS: Transition House consumers are all monitored by certified addiction counselors. The counselors (also known as Resident Coordinators) are assigned facilities (presently there are nine in metro Atlanta) where they hold group meetings weekly, bring supplemental food, MARTA CARDS and other necessary items. They accept program fees and savings and bring them to the office for deposit by the executive director. Consumers go to the counselors with individual and household problems. If necessary other Transition House staff are involved in order to find solutions to difficult situations involving the consumers and facilities. SUPPLEMENTAL FOOD: One service that Transition House provides on a weekly basis is the delivery of food, perishable and non-perishable, cleaning items, over the counter medications, and hygiene products to the facilities for their consumption. All consumers are encouraged to apply for food stamps (see file on How to Get Food Stamps in the Client Forms file drawer) since our contribution is not complete. We provide only the items that are available from the Atlanta Food Bank that week. MARTA CARDS: Every week we purchase cards according to schedule (see MARTA file in front desk left drawer) and distribute them to consumers who have signed up the following week. The Accounts Receivable keeps a tally of who ordered cards and payments received. This information is used for accounting purposes as well as the MARTA report. All information related to MARTA, the Georgia Law Center and MARTA CARDS is located in this MARTA file. Any questions can be directed to Samaritan House ( Lisa is the contact presently). MONTHLY EDUCATION AL MEETING: On the last Sunday of every month, the staff arranges a dinner and schedules an educational speaker or other guest. All consumers are required to attend as stated in the Consumer Rules. GRADUATION: In the spring of each year a ceremony for consumers who have completed the program is arranged. Consumers are given the opportunity to speak about their experience and certificates are given. The certificates are produced in the office using special stationery and Microsoft Publisher on Computer 2. NARRATIVE ON TRANSITION HOUSE FACILITIES Our houses are in single family dwellings in decent neighborhoods in Fulton and DeKalb County. Clients have central heating and air, phones, washers and dryers, nice yards and access to MARTA. A “House Manager” is assigned to each home. They are responsible for developing chore scheduling and checking completeness. If the house manager cannot handle a dispute or ongoing problem with another house member, then the house counselor is on call 24 hours a day. A high standard of cleanliness and sanitation throughout the interior and exterior of our homes is maintained and enforced. The consumers are provided with clothes washing facilities, nice furnishings, modern kitchens, pest control, and security systems, and appropriate landscaping work. Any consumer needs are discussed at the weekly meeting with the house counselor and other consumers. We usually have a supply of clothing, furniture, appliances, books, etc. that has been donated. MARTA is the public transportation used. Every house is accessible to MARTA except for Seton Hall. Consumers must have alternate transportation to live there. State code requires six or fewer unrelated persons per single family dwelling. All of our residences are single family dwellings and are in compliance with this law The living environment complies with the minimum standards of 60 sq ft per person for multiple person bedrooms, and 75 sq ft for single occupant’s bedrooms. At the monthly meeting, consumers are encouraged to voice complaints and needs to the staff present. They can also speak with their house counselor or the executive director anytime.. (This narrative is addressing GARR compliance standard review. This review is in the Appendix.) PERSONNEL POLICIES 1) Office Hours are 9-5 with a ½ hour paid lunch period. 2) Full-time staff members are given 1 day per month SICK LEAVE. 3) One week of vacation after 6 months 2 weeks after a year 4) Ten paid holidays 5) Blue Cross Blue Shield Health Insurance is offered after three month’s of employment. Dental and Life insurance are included. 6) Employees are paid every two weeks with a direct deposit option. 7) Educational seminars and training are provided at executive director’s discretion. There is an Excel Icon Time Sheet on Computer 2 that is used by employees, temps and volunteers. The sheet may be copied and arranged according to the situation. Make sure descriptions are detailed and accurate. The Mileage/Expense log is located in Excel, Computer 2, filename miscdoc./mileage. This should also be detailed and signed by executive director before submitting for reimbursement. JOB DESCRIPTIONS FOR PAID POSITIONS Executive Director DUTIES: 1. Provide leadership, along with the Board of Directors, to the operation of Transition House, Inc. 2. Develop objectives, policies and programs to serve overall goals of Transition House and submit to them for approval to the Board of Directors and the Executive Committee. 3. Serve as an ex-officio nonvoting member of all committees. 4. Hire and fire employees; recruit, train and supervise volunteers (all with Board approval). 5. Oversee financial aspects of the organization: budget, audit, accounts payable and accounts receivable. 6. Oversee maintenance of facilities; acquire new facilities and furnishings. 7. Manage donation distribution and supplemental food gathering and distribution. 8. Enforce rules and regulations of Transition House 9. Fundraising and grants management. Executive Assistant Administration DUTIES: 1. Research databases and websites for grant monies available for non-profit organizations involved in the human services issues of homelessness, substance abuse prevention and treatment, employment, housing, education, and youth programs. 2. Write proposals and applications and submit to grant-makers in the local, state and federal government, foundations, churches, and corporations. 3. ACCOUNTS PAYABLE: Using QuickBooks software, print checks, record expenses and facility bills; compile reports for monthly financial statements. 4. Write and update marketing materials (newsletter, brochure, program information). 5. Author, update and maintain the Transition House Policies and Procedures Manual (1/03) 5. Develop and maintain website. 6. Research non-profits and recovery programs in Georgia and the U.S. in order to make referrals and keep abreast of currents trends and issues pertaining substance abuse and homelessness. 7. Answer the phone, filing, client intake and processing, and performance of other necessary office procedures Executive Assistant DUTIES: 1. Manage Accounts Receivable 2. Program Fees and Savings invoicing 3. Phone Reception, client Intake and processing 4. Management of Client Files 5. VA Invoicing and Report 6. Marta, Atlanta Food Bank Monthly Reports Resident Coordinator DUTIES: 1. Conduct random urine screens. 2. Assure that consumers attend a minimum of three 12-step meetings per week. 3. Counsel individuals when necessary. Help maintain peace in the houses. 4. Maintain food acquisition and delivery disbursement. 5. Facilitate/develop client committees, client/board liaisons. 6. Conduct the intake after interview of consumer. 7. Conduct weekly house meetings 8. Monitor and implement “Consumer Rules.” Women’s Program Services Director DUTIES: 1. Direct and coordinate women and children’s transitional housing program for residents that have completed a minimum of 30 days in substance abuse treatment program. 2. Work closely with community agencies to form an alliance that will enable consumers to obtain services, referrals, and other needed provisions to assure continuity of care. 4. Design and implement a program to reintegrate single, low-income, women and women with their children back into the community as productive members. 5. Meet regularly with executive director to assure coordination and performance improvement. 6. Provide clinical evaluations to consumers seeking entrance into the program, using a design that builds on the consumer’s strengths and resources. 7. Interpret, implement and assure compliance with policies, procedures and program regulations. 8. Conduct weekly group therapy sessions, job readiness skills training and life skills training. 9. Conduct random urine drug screens. Monitor consumer’s regular attendance to 12-step meetings (at least three per week). 10. Prepare and submit required reports and other documentation. Submit monthly billing required by the Department of Human Resources. 11. Maintain knowledge of current trends in addiction treatment and the needs of homeless women and women with children who are chemically dependent. 12. Provide presentations for community agencies. 13. Maintain a 24-hour on call status. Volunteers 1.The Transition House Board of Directors is comprised of volunteers. Present Board members as well as staff are encouraged to submit nominations for future Board members. (see Board section of Administration and Appendix). 2. Volunteers can assist in house maintenance, landscaping, preparation of consumer meals, and educational programs. 3. Administrative volunteers could assist with special office projects that do not breach client confidentiality. 4. Volunteers could assist with Holiday programs and preparation. 5. Counselors may employ volunteers for duties that do not breach a client’s confidentiality. 6. Individuals required by the Court to perform community service for substance abuse related crimes or infractions may volunteer with Transition House. Monthly Activities First of the Month: Print rent checks for CCMA, The Avenues. Print Paychecks for Counselors, Executive Director Before the 1st, fax payroll worksheet (CPS) First Tuesday of the Month: Every 1st Tuesday there is a staff meeting at St. Charles Deli on Briarcliff Road. It usually lasts from 8am to 9:30am. Someone should take notes if necessary. . 15th of the Month: Print paycheck for Executive Director Payroll Sheet faxed to CPS (on Wednesday) Last Sunday of the Month: Monthly meeting at All Saint’s Episcopal Church (see address sheet) from 3-5pm. Certain duties are assigned by executive director. Food Bank: We offer supplemental food to our consumers. We purchase it from the Atlanta Food Bank for reduced prices. Each week the houses get a basket filled with the latest supply. In order to go to the Food Bank you must take a class. Executive director usually goes twice a month. Board Meetings every other month: January, March, May, July, September, November. Next one is in January. See Board of Directors list and call and mail out reminders to all Board members. Executive Director or a Board member will give further instructions on reserving a venue. REPORTS DUE MONTHLY: Atlanta Food Bank, MARTA, VA Invoicing, City of Atlanta, Fulton County EVERY WEEK Monday: Plan Weekly Activities. See marker board for appointments and events. Tuesday: Take back unused MARTA Cards for refund. Wednesday: Print Per Diem checks for VETS. See VA PROCEDURES. Thursday: Pick up MARTA Cards. MARTA Cards and Food Baskets are delivered to houses (once a week). See House Addresses and Food Bank Friday: Make sure houses have received food and MARTA cards. DAILY DUTIES Turn on computers, check messages, check calendar on wall for appointments that day, answer phone, tend to accounts receivable and accounts payable (see Administration), file what’s in FILE BOX, intake clients (review Client Intake Procedure for directions). Phone Messages: The first person into the office should check messages by dialing 404-880-9580, then entering the pass code 12369. Save messages if necessary and alert recipient. THE END
