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Program Specialist VII

2 months ago

Austin, United States Texas Department of Aging & Disability Services Full time
Job Description:
The Program Specialist VII position reports to the CPS Associate Commissioner and supports the CPS Director of Conservatorship, and Director of Field. The scope of this positions spans the entirety of the divisions and performs highly advanced (senior level) consultative services and technical assistance work but also serves as a lead worker providing direction to others. These services involve but are not limited to addressing operations, practice, reporting and planning of CPS program needs involving Information Technology, Foster Care Litigations, Tracking, and Safety and Placement Reporting. This position supports facilitating needs for CPS Program related to Foster Care Litigation consultation, reporting, tracking, documenting, and responding across all CPS Divisions.

Acts as a primary liaison to internal and external stakeholders to ensure appropriate coordination and collaboration efforts related to CPS Program Needs. Represents program in meetings with internal and external departments and on committees as needed. Develops and contributes to the preparation of accurate, quality, and timely documents and work products. May serve as a lead worker providing direction to others. Works under minimal supervision, with extensive latitude for the use of initiative and independent judgment. This position will assist the CPS Associate Commissioner and CPS State Office leadership in division planning, development and operations, assigned projects and special initiatives, creating and routing correspondence and reports, and other duties as assigned.

Performs highly advanced (senior level) consultative services and technical assistance work. Work involves planning, developing, coordinating, and implementing major agency program(s) and providing consultative services and technical assistance to program staff, government agencies, community organizations, or the general public. May serve as a lead worker providing direction to others. Works under minimal supervision, with extensive latitude for the use of initiative and independent judgment.
Essential Job Functions:
*Plans, prioritizes, and performs of a variety of technical, training, research, planning, policy, program assessments, and administrative activities for assigned program(s) including overseeing the delivery of services; provides high-level technical assistance for a program; and creates efficiencies where opportunities occur.

*Advises and consults with DFPS staff to ensure policies, procedures and processes follow DFPS policy, practice guidelines, and legislative mandates.

*Plans and prioritizes a multitude of responsibilities involving data analysis, web development, training, research, planning, program assessment and administrative activities with the goal of streamlining operations and processes.

*Evaluates and utilizes findings to inform and improve the planning and implementation of program activities to more effectively carry out the mission of the agency and achieve programmatic goals.

*Works closely with DFPS divisions including Child Protective Investigations, Child Protective Services, Adult Protective Services, Statewide Intake, Office of Finance, Foster Care Litigation Compliance, Accountability and Consumer Affairs, Office of the General Counsel, Internal Audit, Office of the Deputy Commissioner, and the Office of the Chief of Staff to manage business function and act as program liaison.

*Leads the implementation and ongoing management of complex program initiatives.

*Coordinates and assists with implementation of FCL Compliance for CPS State Office and field operations and support throughout the state.

*Escalates issues to senior CPS management as appropriate for decision making and/or resolution

*Coordinates on behalf of the CPS Associate Commissioner to division counterparts to monitor and assist with response to Foster Care Litigation needs, including regular special project assignments.

*Coordinates the collection, organization, analysis, and preparation of materials in response to requests for program information and reports.

*Tracks, collects and analyzes performance data and information provided by Data and Analytics with varying frequency (daily, weekly, monthly, quarterly, yearly)

*Ensures good research and thorough analysis. Consults directly with directors, managers, and staff to ensure accuracy and quality of work product submitted to CPS leadership and the DFPS Executive Team.

*Collects, organizes, analyzes and/or prepares materials in response to requests for program information and reports.

*Tracks assignments for the Director of Permanency, Associate Commissioner and responds to special assignments, and monitors and compiles regional responses to requests for information.

*Consolidates and compiles information for input to the Associate Commissioner, Commissioner, Executive Leadership, and other DFPS divisions or teams as required.

*Proofs correspondence and reports prepared by or routed through CPS for grammar, punctuation, spelling, content, accuracy, and adherence to DFPS policy and procedures where applicable.

*Completes and monitors required administrative and performance reports, studies, and specialized projects; and recommends appropriate changes to programs.

*When needed, implements initiatives and projects with internal/external partners that support CPS programs in achieving their goals and objectives.

*Facilitates planning, implementation, and evaluation of strategies to achieve enhanced compliance through policy/practice development, and coordination with state office and field level staff.

*Routinely provides timely technical assistance and appropriate trouble shooting to internal and external representatives.

*Consults with State Office Leadership, Regional Leadership, program specialists, and field staff related to policy and practice implementation.

*Prepares quality written project reports, updates, summaries, and other documents as assigned or as needed

*Consolidates and compiles CPS information for input from the Associate Commissioner and other DFPS divisions or teams as required.

*Provides subject matter expertise to leadership on the status and progress of FCL, Program and Information Technology activities.

*Recommends strategies for effective program management and improvements.

*Ensures compliance with program policies and procedures, statutes, and rules; and takes corrective action(s) as needed.

*Reviews and coordinates all updates to statute or policy related to CPS program operations and support to ensure compliance

*Reviews, monitors, and track inquiries and reports recommendations from numerous sources.

*Works with DFPS divisions to properly develop and implement new policy and practice, including FCL initiative to ensure compliance

*Develops and implements effective techniques for evaluating agency programs, identifies the need for new programs or change to existing programs, and provides guidance to staff in the development and integration of new methods and procedures.

*Regularly evaluates CPS programs to ensure process, policy and actions are aligned to CPS business plan and division goals.

*Attends meetings, provides guidance to staff and departmental leaders to identify new programs or modification to current process, tools, and procedures.

*Works on cross agency projects as assigned by the CPS Associate Commissioner, Director of Field or the CPS Director of Permanency.

*Utilizes software programs to track and monitor the progress of divisional projects and assigns tasks to achieve project completion.

*Develops tracking procedures and prepares reports regarding regional and statewide outcomes for CPS.

*Oversees the timely preparation of and response to correspondence, inquiries, reports, and other time sensitive items.

*Develops and directs the implementation of studies, assessments, projects, and other tools to evaluate program strengths and identify areas for improvement

*Provides guidance to CPS and regional leadership on program actions or issues for any special project or FCL related needs.

*Provides guidance, coordination and support regarding the preparation, publication and dissemination of reports, studies and information relating to program actions, policies and procedures.

*Performs and/or oversees analyses of operations and divisional challenges and prepares reports of findings and recommendations.

*Reviews data provided to ensure compliance with foster care litigation and practice, working to identify root cause or gaps.

*Initiates reviews of internal data for compliance, clarity, and adherence to current policy and statute.

*Analyzes Foster Care Litigations Reports and Orders to develop and implement responses and recommendations

*Assists with analyzing reports and orders to implementation plans for response and review, and to identify any gaps is practice.

*Analyzes legislation to develop recommendations for policy in programmatic issues relating to the implementation, improvement, and/or expansion or reduction of program funding; and assists in responding to legislative and external inquiries and requests.

*Reviews, provides consultation and guidance on legislative bills that impact CPS

*Analyzing legislative bills to assess program and fiscal impacts, implementation plans for staff across the state and works with leadership to improve training for all levels of staff.

*Provides research and data to CPS Directors and Associate Commissioner to assist with responses to legislative and external inquiries

*Speaks to community and professional groups to coordinate, improve, and stimulate interest in the program(s) and to secure support for program(s).

*Leads or participates in assigned committees/work groups.

*Represents CPS program in meetings as directed

*Attends conferences and briefs leadership on content and presentation leading to effective training for CPS staff

*Develops partnerships with other DFPS divisions, field staff, regional leadership, families, advocacy groups, Executive Team Members, professional associations, and the general public to constantly improve communication, responsiveness, and continued cross-divisional support.

*Consults with public and private agencies involved in programs to resolve issues, identify training needs, and discuss program effectiveness.

*Communicates or presents information to stakeholders upon request

*Represents CPS in coordinating the interviews and training to staff.

*Consults with external partners to improve and enhance collaboration and partnerships.

*Consults with internal DFPS divisions and external stakeholders to identify and coordinate meetings and training.

*Assists management with developing program policies, procedures, standards, and manuals; Plans program activities in accordance with program mission, objectives and goals.

*Provides consultation and guidance to CPS State Office Leadership to accomplish program objectives in accordance with DFPS policies, procedures, directives, and standards

*Identifies and researches barriers at CPS division level; analyzes trends and works with State Office and Regional Leadership, managers, and staff to resolve problems. This includes identifying and asserting policy and procedure changes.

*Plans and coordinates meetings with leadership and regional staff.

*Develops and contributes to the preparation of concise, organized, consistent, and accurate documents and work product

*Consults with internal agency divisions to ensure CPS program compliance with applicable requirements, regulations, policies, and procedures.

*Coordinate and implement risk and compliance activities.

*Manages facilitating as the lead in projects and/or contributes to the successful implementation of special and routine projects and reports related to legislative initiatives, tracking completion of tasks and activities related to the federal lawsuit, and policy and practice compliance.

*Provides guidance and direction to leadership and regional staff as needed. Provides guidance to CPS field staff, regional leadership, state office staff, and others regarding purchasing, budget, HR-related issues, web support, translation services, job audits and action memoranda, etc. and evaluates staff performance of these duties and compliance with agency policy

*Regular responds to the needs to CPS program in support of tracking, responding to executive leadership needs related to identifying placement needs for youth who are at risk of DFPS supervision.

*May serve as a lead worker providing direction to others.

*Analysis high level documents and reports to assist tasks and directing other program specialist, division administrators, and directors in reporting out or implanting qualitative or quantitative data.

*Provides consultation to staff and DFPS leadership on items related to practice and policy.

*Facilitates and serves as a subject matter expert with executive level leadership on subject including but not limited to practice, IMPACT, SSCC migration, Foster Care Litigation and Placement needs.

*Performs related work as assigned
Knowledge Skills Abilities:
*Knowledge of state procurement and contract management requirements, regulations, and best practices; of negotiating contracts; of developing contracts; of business administration and accounting principles and practices; and of policies and procedures of contract management.

*Skill in the use of a computer and applicable software.

*Ability to evaluate contracts and recommend future status; to interpret policies, procedures, and regulations; to evaluate fiscal data for reasonableness, necessity, and conformity with contract requirements; to write and edit contract requirements and specifications; to negotiate features of a contract; to communicate effectively; and to supervise the work of others.

*Knowledge of local, state, and federal laws related to the program area; public administration and management techniques; statistical analysis processes; budget processes; research techniques; training and marketing techniques; and program management processes and techniques.

*Skill in identifying measures or indicators of program performance and the use of a computer and applicable software.

*Ability to gather, assemble, correlate, and analyze facts; to devise solutions to problems; to market programs; to prepare reports; to develop, evaluate, and interpret policies and procedures; to communicate effectively; and to serve as a lead worker providing direction to others.