Job Description Review - DSP House Manager
Reports to: Program Director / Human Resources
Employment Classification: Full-Time, Salaried, Exempt (FLSA)
The primary duty of the House Manager is the leadership, management, and oversight of group household operations, including staff performance, attendance, and regulatory compliance in accordance with Oregon Administrative Rules (OAR 411-325), agency policy, and person-centered supports. While the House Manager may perform limited direct support functions as needed, this position is not intended to serve as routine direct care coverage except in emergency or operationally necessary circumstances.
Authority and Independent Judgement
Exercises independent judgment and discretion in addressing staffing issues, operational challenges, and residents needs, including prioritizing work, determining appropriate responses to emergent situations, and implementing corrective or preventive actions.
Supervisory Responsibility
Provides day-to-day supervision of direct support staff, including scheduling coordination, performance coaching, documentation review, and participation in disciplinary and corrective action processes in collaboration with program leadership.
Accountability and Outcomes
Performance is evaluated based on operational outcomes, staff performance, compliance standards, and overall household stability rather than hours worked. The organization intentionally structures this role as salaried to allow flexibility during stable periods and full engagement during periods of increased operational demand.
Work Structure and Expectations
Under normal operating conditions, the House Manager is expected to maintain regular and visible on-site presence, attend and conduct required meetings, and provide consistent oversight of staff, residents, and household operations. When the home is running smoothly and responsibilities are complete, the House Manager is not required to remain on site solely to meet an hourly threshold.
During periods of increased needs such as staff callouts, vacancies, incidents, investigations, or other operational challenges, the House Manager is expected to work additional hours as necessary to ensure continuity of care, regulatory compliance, and overall stability of the home. This may include extended hours, evenings, weekends, or other non-standard schedules.
The House Manager is expected to exercise sound professional judgment in managing time and availability. During lower-demand periods, the role may include proactive work such as process improvement, documentation review, staff coaching, training support, quality assurance activities, and other efforts that strengthen household operations and staff performance.
This position is outcome-driven and requires ongoing ownership of the home’s operation rather than adherence to a fixed work schedule. The House Manager is accountable for the overall functioning, safety, and effectiveness of the household at all times.
Essential Duties and Responsibilities
The duties listed below reflect the scope of responsibilities for the House Manager. Managerial, supervisory, and compliance-related duties are the primary functions of the role. Direct support activities are performed as needed to support operations and are not the primary duty of the position.
Daily Client/Household Support
May work a weekend shift(s) as assigned to support program operations, staffing stability, or continuity of care, consistent with the DSP role when operationally necessary.
Coordinates and schedules all client medical appointments as required.
Transports and accompanies clients to medical appointments and ensures accurate information is communicated to healthcare providers.
Coordinates refills with pharmacy in maintaining adequate medication supply and preventing lapses in availability.
Plans and coordinates household grocery purchasing and meal planning in accordance with each client’s assessed dietary needs, restrictions, and support plans as outlined by medical, ISP, or doctor directives.
Provides behavioral support, authority, and oversight in supporting clients’ behavioral needs and implementing and carrying out client positive behavior support plans (PBSP).
Identifies and addresses minor household maintenance issues that can be safely resolved using basic tools. Maintenance concerns requiring specialized tools, technical expertise, or professional services must be reported to the Program Director to initiate repair by a qualified service provider.
Trains, orients, and provides day-to-day guidance to DSP staff.
Create, timely publish, and manage the monthly house staffing schedule inside Rippling
Ensure all real-time scheduling changes are promptly and accurately updated in Rippling documenting continuous client supervision and care in compliance with state mandates
Observes overall staff performance and attendance concerns, provides timely feedback and coaching, documents follow-up discussions, and addresses issues early to maintain company standards, build trust, and support positive working relationships reducing the need for formal HR intervention.
When addressing staff performance concerns, utilizes the ACT model.
Monitors and addresses incomplete/missing shift forms ensuring prompt follow-up and correction with staff maintaining accurate documentation and staff accountability.
Provides on-going oversight by conducting regular reviews of staff documentation ensuring accuracy, completeness, and compliance with agency and regulatory requirements, including financial binders, medication and narcotics binders, required forms, and Therap documentation.
Oversees DSP documentation ensuring all medical, behavioral, and other incident reports are completed accurately, and promptly communicates reportable incidents to all required internal and external parties.
Conducts regular performance evaluations and individual check-ins as needed.
Plans agendas, conducts, and facilitates mandatory staff meetings as scheduled, fostering a collaborative environment, strengthening team morale, and effectively conveying company goals and vision. Ensures each meeting includes a focused retraining segment, policy review, and/or other relevant content aimed at enhancing DSP performance and success.
Maintains and monitors household inventory and supplies (e.g., gloves, detergents, cleaning products) to ensure adequate stock for staff responsibilities.
Oversees and may perform direct support duties when necessary including medication administration, daily living supports, and health/safety monitoring to ensure resident safety, continuity of care, or regulatory compliance.
Communicates program updates, staffing needs, and operational issues to the Program Director.
Reviews and ensures accuracy of staff-submitted weekly staff timecards in Rippling, records remote-employee attendance at staff meetings, and submits approved timecards for administrative payroll processing.
Ensures ongoing regulatory compliance at all times for both announced and unannounced state inspections as well as internal quarterly inspection reviews.
Responds to urgent issues requiring managerial guidance, but not on-site presence, by providing oversight assistance to staff through phone, text, or Slack.
Monitors and responds to essential communications such as email or scheduling adjustments as needed.
Reports medication administration errors and medical/client incidents to all required parties (e.g., primary care physician, county service coordinator, program director, etc.) in accordance with mandatory reporting timelines and requirements.
Coordinates and assigns shift coverage for last-minute callouts/emergencies through phone, text, or Slack. Provides attentive follow-through ensuring staff have successfully reported to assigned on-call shift and clocked in.
In-Person On-Site Support
Provides on-call backup shift coverage if/when alternate backup coverage is unresolved.
When providing unresolved backup coverage, the House Manager is expected to adhere to the organization’s Attendance Policy, including standards related to timeliness and reliability.
When providing in-person on-call shift back up coverage:
- The House Manager will be recorded on the shift calendar schedule for regulatory documentation purposes to demonstrate compliance with State of Oregon client care and oversight requirements. Such documentation is not used for time tracking, payroll, or compensation and does not alter the salaried, exempt classification of the position.
- The House Manager will be required to sign in to activate required client-care documentation, chore forms, and compliance workflows. Sign-in is not used for payroll, timekeeping, or compensation purposes.
When providing general in-person onsite support in a house management capacity:
- The House Manager will access the House Manager iPad to activate summary forms used to document house management activities and operational oversight tasks performed.
- Summary documentation is used solely for workload evaluation, role design assessment, and work-life balance review, and is not used for time tracking, payroll, or compensation purposes.
- Accessing or completing summary documentation does not alter the salaried, exempt classification of the position.
Primary Winter Holidays Support & Bonus Eligibility
Primary winter holidays are defined as Thanksgiving Day, Christmas Day, and New Year’s Day.
Each House Manager is required to provide operational oversight during two (2) of the three (3) primary winter holidays.
House Managers may elect to use PTO, for one (1) of the three primary winter holidays, subject to approval and coordination.
Holiday selections will be coordinated collaboratively among House Managers to allow for advance personal planning while ensuring full operational coverage across all NWC homes.
For holidays not taken as PTO (vacation leave), the House Manager is expected to:
- Be available and responsive to house phone calls, text messages, and Slack communications.
- Provide real-time problem-solving and decision-making support.
- Manage and resolve last-minute callouts or staffing emergencies
- Coordinate with other House Managers as needed to maintain adequate staffing coverage across locations
- If staffing coverage cannot be secured through normal backup procedures, House Managers may be required to:
- Assist in identifying alternate coverage options, and/or
- Provide direct backup shift coverage, when necessary, under the direction of the overseeing House Manager for that location.
Holiday bonus amounts are determined annually and communicated during the fall holiday sign-up process.
Bonuses are paid on a regularly scheduled payroll prior to February and are subject to applicable payroll taxes.
Eligibility is contingent upon fulfillment of holiday oversight, work commitments, including any qualifying overnight shifts.
Employees on approved leave during the holiday season may not be eligible.
The House Manager position is a salaried management position compensated via a fixed monthly salary. The position is not eligible for overtime. Workload and schedule demands may fluctuate significantly based on operational needs.
Minimum 2 years of experience supporting individuals with intellectual/developmental disabilities in a 24-hour setting regulated by Oregon Department of Human Services or the Oregon Health Authority [OAR 411-325-0170(5)(b)].
Strong communication, problem-solving, and leadership skills.
Valid Oregon driver’s license and acceptable driving record.
First Aid, CPR, and OIS certification (or ability to obtain).
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I have read and understand the responsibilities of the DSP position as presented by Northwest Care (NWC)
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