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Compliance and Quality Assurance Manager

4 months ago

Anchorage, United States Cook Inlet Tribal Council Inc Full time
Job DescriptionJob Description

COOK INLET TRIBAL COUNCIL, INC.

JOB DESCRIPTION

Job Title: Compliance and Quality Assurance Manager/Sr. Manager

Department: Alaska’s People (AKP)

Reports To: Director

Supervises: Eligibility Specialists, Re-entry Workforce Development Coordinator, On-Call WDC

FLSA Status: Exempt

Pay Grade: E5/E6

Job Type: Full-Time, Regular

AKBCU: No ICPA: Yes

General Functions:

The Compliance and Quality Assurance Manager (CQAM) works closely with the Director to provide leadership and management of the department’s initiatives, and programs. The CQAM is responsible for assisting with the eligibility and compliance oversight of both 477 and non-477 services administered in the Department. This includes but is not limited to providing and coordinating staff training across the department on policy and regulation requirements, eligibility and service administration best practices for the Compliance team. The CQAM hires, trains, manages, and coaches their direct reports. The CQAM is responsible for monitoring, tracking and assisting in completing all program file reviews to ensure compliance with program policies, regulations, and statues on all services administered within the department. The CQAM will oversee compliance related reports in all department systems, compiling written reports of findings to be shared with the Director and Team Leaders regularly to identify needed areas of training or documented procedures. The Compliance and Quality Assurance Manager will also be responsible for monitoring program eligibility, ensuring compliance with federal regulations and CITC’s 477 plan and maintaining the quality of direct services provided to eligible participants.

Duties and Responsibilities including but not limited to:

Staff Management

  • Hire and train staff initially and continuously henceforward.
  • Work with all team leaders to identify and assess training needs across the department, create training and implement methods to improve employee performance, engagement and empowerment.
  • Work as part of a cohesive team with the Director and other leadership to ensure effective communication and accountability.
  • Collaborate with cross-functional teams to address quality issues and implement corrective actions.
  • Lead, mentor, and motivate their direct team to achieve department goals and objectives.
  • Provide guidance, training and professional development opportunities to enhance staff skills and capabilities.

Program Compliance

  • Ensure all services under supervision meets state, federal and granting agency goals/objectives, policies and regulation requirements.
  • Ensure thorough understanding and compliance with governing laws, regulations and standards to include but not limited to the Public Laws 102-477 and 102-638, all relative CFR regulations and Commission on Accreditation of Rehabilitation Facilities (CARF) requirements.
  • Become familiar with Public Law 102-477, CITC’s 477 Plan and all of the department services, regulations and procedures, including those under other agencies such as Supplemental Nutrition Assistance Program (SNAP), permanent fund dividend (PFD) program, Department of Labor (DOL), and Department of Education (DOE) programs, regulations and rules.
  • Ensure timely updates and adaptations to policies and procedures are completed in alignment with CITC’s 477 Plan, Program Regulations and CARF requirements to reinforce quality service delivery and uphold our national CARF accreditation standards.
  • Assist with the development of policies, procedures and forms.
  • Develop and maintain detailed documentation of quality assurance processes and findings.

Financial Oversight

  • Attend budget training in grant management and assist in developing and monitoring annual budgets.
  • Attend financial meetings with leadership to ensure proper management of funds distribution.
  • Assist in the development of proposals and plans for the establishment of new and ongoing funding.
  • Become familiar with Public Law 102-477, CITC’s 477 Plan and all of AKP’s Programs, regulations and procedures, including those under other agencies such as Supplemental Nutrition Assistance Program (SNAP), permanent fund dividend (PFD) program, Department of Labor (DOL), and Department of Education (DOE) programs, regulations and rules.

Reporting and Data Management

  • Ensure compliance with reporting requirements by becoming familiar with 477 statistical and narrative reports and ensuring timely completion of spotlight, quarterly, and annual reporting in both narrative and statistical format regarding program compliance, eligibility and service delivery.
  • Ensure tracking procedures correlate to data needs and reporting/funding requirements.
  • Be a superuser of CITC’s Apricot Case Management System, along with Confluence, Jira and Smartsheet and other required state and federal reporting systems.
  • Conduct comprehensive quality assurance case file reviews of individual cases to ensure compliance with established standards and protocols. Support the Leadership Team by monitoring and managing the department file review reports to ensure supervisors and staff are providing timely updates and documentation on all file reviews.

Training and Systems Improvement

  • Provide department wide support through training and systems improvement as necessary, working in coordination with the leadership team to coordinate and train program staff on consistency and documented best practices.
  • In collaboration with the department leadership team, analyze and evaluate case documentation, identifying discrepancies and areas for improvement. Document trends and provide suggestions on training topics to mitigate errors.
  • Develop and implement training on regulations, policies, procedures and best practices.

Customer Service and Communication

  • Ensure all Grievance and Appeal processes are followed and completed by addressing all grievances and appeals related to the direct report staff or eligibility determination.
  • Oversee and ensure accountability among the compliance team for accurate and timely data entry, as well as assisting with the systematic cleanup of data within CITC’s data systems.
  • Foster a culture of collaboration, innovation and continuous improvement within the department and support cross departmental initiatives.
  • Ensure compliance issues or incorrect case management/eligibility determinations are addressed upon discovery.
  • Ensure the accuracy and timeliness of all services and direct staff reporting to this position.
  • Fully engage in staff meetings, training sessions, conferences, and other public gatherings.
  • Maintain confidentiality according to regulations, policies, and procedures.
  • Perform all other related duties as needed and assigned.

Job Specifications:

  • Demonstrated knowledge of P.L. 102-477 and all AKP 477 programs and related rules and regulations, requirements, policies and procedures and the ability to apply that knowledge to the most difficult caseload situations.
  • Proficiency in Apricot, myCITC, Confluence, Jira, smartsheet and Microsoft office, including World, Excel and Outlook.
  • Strong organizational, analytical and communication skills.
  • Demonstrated knowledge of grant compliance, reporting, and eligibility determinations and basic case management techniques.
  • Working knowledge of available internal/external resources, services and possible application to an individual’s situation.
  • Demonstrated ability to work independently with minimal supervision.
  • Demonstrated ability to organize work and time; establish priorities; work under pressure and meet deadlines.
  • Demonstrated understanding of traditional Alaska Native and American Indigenous cultures and values, including an understanding of CITC’s Values.
  • Demonstrated ability to write narrative and statistical reports, professional and clear business correspondence, and procedure manuals.
  • Demonstrated ability to maintain composure and use diplomacy and tact when dealing with program participants and staff.
  • Demonstrated ability to interpret and apply program rules, regulations, policies and procedures, while making initial and continuing eligibility determinations, within strict time frames.
  • Demonstrated ability to analyze and accurately classify types of employment, income resources, expenses and other variables surrounding a household composition.
  • Demonstrated ability to effectively communicate program information and requirements to a wide variety of individuals, agency representatives, etc., and to establish and maintain cooperative working relationships.
  • Demonstrated ability to mediate disputes and respond to participant complaints.
  • Excellent interpersonal and presentation skills with the ability to clearly explain compliance policies and procedures to ensure employees understand the training and can apply it in practice.

Minimum Core Competencies: CITC Values, Respectful Leadership, Professionalism, Emotional Intelligence, Problem Solving/Critical Thinking, Communication Skills.

Minimum Qualifications:

  • Bachelor’s degree in Business Management, Accounting or related field. May substitute for education requirement on a year-for-year basis.
  • Minimum of two (2) years progressively responsible experience in a supervisor role.
  • Demonstrated knowledge and understanding of the social, health, educational, training, and cultural needs of the Alaska Native/American Indian community.

Minimum Qualifications for Sr. Manager

  • Minimum of two (2) years progressively responsible experience in a Manager role.
  • Two years of experience in budget management.
  • Five (5) years’ experience involving: extensive person-to-person contact, explaining complex policies, procedures, services or requirements; eliciting or exchanging information as related to requirements or procedures; providing formal or informal instruction or training to people; two years of experience applying statutes, regulations, program requirements or similar criteria or guidelines to program cases/files.
  • Continued employment is contingent upon receipt of satisfactory report from a state and federal background check.
  • Valid Alaska driver’s license and be insurable under CITC’s automotive insurance, which requires a driver to be at least 21 years of age and have had a driver’s license for at least three years.

Preferred Qualifications:
  • Master’s degree in Business Management, Accounting or related field.
  • Knowledge of state statutes and code applicable to Department of Public Assistance, Department of Labor, Department of Revenue, knowledge of collections including Fair Debt Collections practices.
  • Previous experience in employment, training or social service programs and non-profit management.

Physical Requirements:

  • Primarily works in an office setting, with extended periods of time at a desk and on a computer.

Disclaimer

The information provided in this description has been designed to indicate the general nature and level of work performed by incumbents within this job. It is not designed to be interpreted as a comprehensive inventory of all duties, responsibilities, qualifications and working conditions required of employees assigned to this job. Management has sole discretion to add or modify duties of the job and to designate other functions as essential at any time. This job description is not an employment agreement or contract.