Program Specialist IV

2 weeks ago

Austin, United States Texas Department of Aging & Disability Services Full time
Job Description:
Under the direction of the Communications Group Manager, performs complex consultative and technical work in the planning, development, and implementation of functions related to Communications systems for the Vital Statistics Section. Serves as a Team Lead for Communications, understanding the communications systems and relating technical information and Texas Statutes and Section Rules and Regulations for administrative staff, funeral home directors, physicians, medical examiners, justices of the peace, local registrars and governmental officials. Expert in interpreting Texas statutes, policies and procedures, Section rules and regulations. Trains administrative staff and handles high-level administrative issues. Responsible for documenting staff compliance with training objectives and performance standards. Assists with all human resource management actions. Coordinate’s team leave schedule. Assists the Group Manager to identify strengths, deficiencies and weaknesses in program operations. Establishes goals, objectives and develops guidelines to ensure effective program operations. Responsible for the development and implementation of risk assessment and program review tools for the improvement of program operations. Makes recommendations and/or resolutions relating to issues for communications systems. Provides ongoing monitoring and evaluation of communications operations. Handles Legislative contacts and assists with the analysis of Legislative bills. Performs other duties as assigned. Works under limited supervision with considerable latitude for the use of initiative and independent judgment. Essential Job Functions:
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.

(40%) Serves as a Team Lead for Communications, understanding the communications systems and relating technical information and Texas Statutes and Section Rules and Regulations for administrative staff, funeral home directors, physicians, medical examiners, justices of the peace, local registrars and governmental officials. Expert in interpreting Texas statutes, policies and procedures, Section rules and regulations. Trains, plans, assigns, and reviews work of technical and administrative staff. Assists with the development of job descriptions and job posting documents, participates in staff development, recommends and justifies merit and administrative leave awards. Ensures technical and administrative staff is thoroughly trained to support communications customers and systems. Handles high-level administrative issues. Responsible for documenting staff compliance with training objectives and performance standards. Assists with all human resource management actions. Coordinates team leave schedule and ensures team attendance records are maintained properly.

(35%) Assists with performance monitoring and evaluation of the TxEVER Customer Support team. Monitors workgroup attainment of goals and achievements related to customer services. Assists the Group Manager to identify strengths, deficiencies and weaknesses in program operations. Establishes goals, objectives and develops guidelines to ensure effective program operations. Responsible for the development and implementation of risk assessment and program review tools for the improvement of program operations. Makes recommendations and/or resolutions relating to issues for communications systems. Provides ongoing monitoring and evaluation of communications operations. Conducts periodic audit investigations to ensure compliance with internal security policies and procedures.

(20%) Conducts meetings to identify priorities or potential problem areas. Participates in the development of policy and procedural manuals related to communication and makes recommendations to Branch Manager regarding policy and rule changes. Resolves customer complaints related to the issues of communications. Responds to complaints and inquiries in a timely manner via direct contact, e-mail, telephone, or correspondence. Handles Legislative contacts and assists with the analysis of Legislative bills.

(5%) Other duties as assigned. Other duties as assigned include but are not limited to actively participating and/or serving in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location. Conducts special projects and performs other duties as assigned by Group Manager.
Knowledge Skills Abilities:
Extensive knowledge of Texas Vital Statistics statutes, rules, and regulations.
Knowledge of local, state, and federal laws relating to Texas Vital Statistics. Knowledge of database usage.
Knowledge of Internet site design.
Knowledge of software development and implementation.
Knowledge of program evaluation methods.
Knowledge of Vital Statistics security policies and procedures.
Knowledge of TQM/CQI management principles.

Skill in consultative planning and evaluative techniques.
Skill in verbal and written communications.
Skill in problem solving.
Skill in the following software packages: Word, Excel, Access, Power Point, and Texas Electronic Registrar.
Skill in developing procedures to monitor and evaluate progress in achieving project objectives

Ability to function independently with minimal supervision.
Ability to make decisions in a fast paced and deadline-oriented environment. Ability to establish and maintain effective working relationships with both the private and public sector.
Ability to establish and maintain effective working relationships with staff and managers.
Ability to provide written and verbal instructions to explain policies and procedures.
Ability to develop and evaluate policies and procedures.
Ability to advise and train others.
Ability to establish goals and objectives.
Ability to work effectively with diverse groups of people and coordinate diverse programs.
Ability to plan, assign, direct and supervise the work of others.
Ability to establish priorities, make decisions and recommendations.
Ability to assess workflow and resolve workflow issues.
Ability to prepare concise, highly advanced reports.
Ability to review, analyze, and execute organizational plans.
Ability to devise solutions to problems.
Ability to analyze data, identify trends and disparities, and to propose actions/solutions.
Ability to prepare charts, diagrams and tables that reflect results of analysis. Ability to generate reports using computer software applications.

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