Chief Operations Officer (COO)
Position Description
East Central Illinois Community Action Agency
East Central Illinois Community Action Agency
COO
Page 2 / Job Title: Chief Operations Officer
FLSA Status: Exempt
Pay Grade:
Pay Range:
Reports To: Chief Executive Officer
Latest Revision: June 2015 / Primary Purpose:
Under the general direction of the Chief Executive Officer, the Chief operations Officer (COO) directs and manages the development of short and long term goals and objectives consistent with the ECI-CAA’s mission, strategic plan, annual operating plans, budgets and ensures their effective execution; directs the implementation, maintenance and coordination of all agency programs plans, policies, procedures, and practices directly related to program operations. The COO
General Duties & Responsibilities:
Chief Operations Officer (COO)
1.  Creates a central leadership structure and processes necessary to lead and support the agency’s personnel team, activities and projected growth, subject to CEO approval.
2.  Works with the Educational and Fiscal senior leadership team members to develop and monitor the annual budget and key performance indicators for each division; oversees the preparation of assigned program budgets and maintains effective accounting and fiscal control.
3.  Provides staff support to the Planning and Evaluation Committee which includes, but not limited to preparation of agenda, supporting agenda items and minutes of meetings.
4.  Directs leads and participates in preparation of program analysis and recommendations regarding policy issues and plans for presentation of the CEO and Board; advises CEO regarding policy and program matters consistent with agency’s short and long term plans.
5.  The COO when called to do so by the CEO is able to act on behalf of the CEO in prioritizing programmatic and organizational issues critical to the agency. The COO is required to report to the ECI-CAA Board of Directors and or its various standing committees during board and committee meetings.
6.  The COO will work collaboratively with each member of the senior management staff and all respective coordinators and directors to ensure that the leadership and program support within the organization are aligned with the organization’s strategic mission, vision and goals as directed by ECI-CAA Board of Directors and CEO.
7.  The COO will be responsible for directly supervising all leaders at various levels to ensure their projects and deliverables meet deadlines, leaders have adequate resources to complete assignments and that the products and deliveries achieve an exceptionally high level of quality. The COO will provide an annual appraisal on all assigned directors, managers, supervisors, and coordinators and work with the HR Specialist on a variety of personnel related issues and actions. Additionally the COO will provide appropriate mentorship and professional development opportunities to all agency leaders ensuring successful career progression and development within the agency.
8.  COO will also provide critical input into the annual agency budget as well as provide fiscal monitoring throughout the budget year.
9.  Conducts regular scheduled staff meetings, and ensure minutes are duly recorded and forward to the CEO.
10.  Embraces and implement the agency’s Participatory Management Policy by taking an active role in service delivery and policy clarification.
11.  Assures rules and guidelines agreed to with funding sources are followed in day to day program operations.
12.  Ensures all service area documentation and reporting is completed accurately and submitted in a timely manner.
13.  Monitors customer service to ensure a high degree of professionalism is maintained and exhibited by staff.
14.  Monitors confidentiality and implement agency’s policy regarding employee and customer confidentiality.
15.  Serves on the Executive Leadership Team, keeping the agency’s mission and vision foremost in all activities and duties, assist with various agency’s projects and activities as assigned by the CEO.
16.  Actively participate in carrying out the mission of the agency by participating in professional development and team meetings.
17.  Leads staff and provide oversight of programs as assigned by the CEO. / plans, organizes, controls, integrates the work of all divisions other than Finance and Education. The COO supervises and has overall operational responsibility for major existing programs: LIHEAP, Weatherization, Home Ownership Literacy, Affordable Housing, Economic Enterprise, External and Internal Customer Services and future new programming. The COO will help to ensure the quality and absolute integrity of the organization’s products, services, and programs. There is also an external role of representing the organization at national, state, and local meetings, conferences, media relations, and other events. The COO provides oversight of staff evaluative procedures, provides supervision of direct staff and indirect staff and programs as assigned by the Chief Executive Officer. The COO assumes overall management responsibilities of ECI-CAA operations when the Chief Executive Officer is absent.
Required Knowledge, Skills & Abilities:
1. Qualified applicants will have a Master’s in Business, Human Services, Human Resource Development, Educational Leadership, Organizational Leadership, Public Administration, or a related field or 10 plus years of leadership and supervision experience.
2. Demonstrate experience in budgeting, financial planning and fiscal analysis.
3. Strong operational experience and senior management experience in organizational development.
4. Human Resources, strategic planning, budgeting, grant writing and fund development experience.
5. Demonstrates success in managing program operations.
6. Excellent interpersonal skills
7. Superior oral and written communications skills.
8. Must demonstrate a strong commitment to the mission of ECI-CAA.
9. Strong diplomatic skills with ability to manage grievance hearings, interviews, disciplinary, termination and exit meetings, employee counseling, staff development issues and external agency representation.
10. Functional understanding of employee laws and regulations, EEOC, FLSA, DOL, benefits, wages and wage and hour requirements, ADA, FMLA, COBA and Worker’s Compensation.
11. Requires the ability to learn and Human Resource
Information Systems and automated timekeeping and payroll software.
12. Requires the ability to travel overnight or longer to meetings, training, or work-sites as required.
13. Must obtain CCAP within five years of hire.
14. Must pass all criminal background clearances
and eligible for bonding.
15. Requires a valid Illinois driver’s license.
16. Demonstrates exceptional leadership skills, models a consistent professional demeanor, and communicates with internal and external customers, funding entities, and community leaders with a high level of decorum.
17. Ability to speak Spanish desired.
Mission Statement:
Provide information, training, education, and other services that engage and empower families and communities to become self-sufficient.
East Central Illinois Community Action Agency
COO
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East Central Illinois Community Action Agency
COO
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East Central Illinois Community Action Agency
COO
Page 5 / Organizational and Human Resource Leadership
1.  Performance evaluation leadership; assure that all supervisors are providing a written performance assessment and Professional Development Plan for all staff, develop and maintain measurement tools and record tracking database.
2.  Employee relations: Provide resource information to staff for training, education, career counseling, and other employee assistance as required.
3.  Provides senior leadership to the Agency’s Equal Opportunity /Affirmative Action Officer, monitor and assure ADA compliances are met for facilities/ customers/applicants/ and employees, investigate and report workplace accidents, respond to DOL and EEOC charges, and unemployment claims.
4.  Assist in the development and implementation of the Agency’s compensation schedule, employee benefit administration, recruitment and hiring process, new orientation, career /professional development and education counseling, oversee the disciplinary process, conduct termination meetings and exit interviews, develop and update job descriptions.
5.  Monitor compliance, interpret and enforce employment and labor laws such as EEOC, FLSA, DOL, Wage and Hour requirements, ADA, FMLA, COBRA and Worker’s Compensation.
6.  Perform other duties as assigned.
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Specific Duties & Responsibilities:
1.  Provides leadership and direction in cooperation with the Chief Finance Officer for maintenance and quality of all staff personnel files, new staff orientation, and job descriptions for new positions, or revises current descriptions as needed.
2.  Leads the annual performance appraisal process. Ensures staff receives appraisals according to policy. Review all appraisals prior to discussion with staff.
3.  Leads and provides guidance to supervisors related to Agency Personnel Policies (especially regarding disciplinary matter, pay and benefit issues, etc.).
4.  Participates in committee and recommends changes in the preparation of job descriptions for new positions, or revisions of current descriptions as needed.
5.  Provides oversight for the interview and hiring process for the Agency in accordance with the Agency’s policy and established law.
6.  Maintains and oversees the implementation of the time clock and electronic payroll submission system. Coordinates with the finance office related to payroll, tax issues, wage garnishments, benefit questions, etc.
7.  Conducts exit interviews with staff leaving the Agency.
8.  Supervised all staff grievances according to agency policy.
9.  Coordinates and oversees all Agency staff development activities. Arranges group and individual training activities. Develop and implement a formal written training calendar.
10.  Handle all staff grievances according to Agency policy.
11.  Serves as Agency Equal Employment Opportunity and Affirmative Action Officer and assure sites comply with the Americans with Disabilities Act.
12.  Evaluates each position for applicability of the Fair Standards Act, and assures Agency policies and activities are consistent with the FLSA.
13.  Identifies and recommends to CEO programming operation issues and needs for clarification of policy and procedures.
14.  Maintains scheduling calendar for all meeting rooms in the Administration Office.
15.  Assures uniform, fair treatment of customers and staff.
Performance Expectations:
1.  The Agency’s mission and vision will be fully supported and furthered by all leadership staff.
2.  Staff will be supervised according to the Participatory Management Policy, and through the ongoing promotion of teamwork.
3.  Customers and their families will be treated courteously and will be able to access Agency services at times and locations which best meet their needs.
4.  Partnerships will be formed with other providers.
5.  The Agency will have a well-qualified, properly screened cadre of staff to accomplish the Agency’s mission and vision.
6.  Each staff will be encouraged to pursue professional development activities through the formation of a written professional development plan.
7.  The responsibilities, authorities and accountability of all direct subordinates are defined and understood.
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Desired Outcomes:
1.  Annual review and development of a current year wage comparability study.
2  Updates all job descriptions to align with the agency’s mission and ensure compliance with regulatory agencies.
3  Meets with the insurance broker, Chief Finance Officer and Human Resource Specialist to develop quality comprehensive insurance and benefit offerings to full time staff.
4. Reviews and make appropriate changes to Personnel Policy (Employee Handbook) and Standard Operations Procedures Manual to increase the quality and quantity of agency programming.
5. Collaborates with Chief Finance Officer and Human Resource Specialist to monitor the electronic payroll and time/attendance system to increase staff productivity and ensure fiscal stability.
6. Collaborates with CEO and other agency stakeholders to develop and monitor Strategic Vision 2020.
8.  Collaborates with CEO and other agency stakeholders to update Corporate By-Laws as needed.
9.  Develops a systematic approach for collecting, analyzing, and reporting of needs assessment, client services, outputs, and outcomes.
10.  Assembles information on available funding programs, methods of applications, and the benefits and requirements of program participation.
11.  Creates a central administration structure and processes necessary to manage and support the agency’s current activities and projected growth.
12.  Works with managers and staff to establish, monitor, and evaluate program outcomes to both meet funding and compliance requirements in addition to measurable outcomes and metrics established by the agency.