Program Specialist VII - State Office Operations Coordinator

The Department of Family and Protective Services (DFPS) State Office/Regional Operations Coordinator performs highly advanced (senior-level) consultative services, project management 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.

Provides technical assistance regarding the review and assessment of state and federal laws, regulations and policies affecting Program Support policy development, and advises program leadership as appropriate.

Manages operational and state office/regional program and workforce support issues for Program Support.

Manages allocation of facility and office space to ensure state office/regional facilities meet staff needs.

Produces technical and business written communications and materials involving the development and publication of Program Support policies, interpretations, requirements, agency and program policy impact and program reporting processes.

Leads the implementation and ongoing management of complex program initiatives.

Plans, implements, and monitors state office/regional program support compliance with Chief Operating Officer (COO) and agency policies and procedures.

Oversees development and implementation of state office/regional program workflow, productivity and quality assurance measures.

Serves as a subject matter expert and state office/regional liaison for agency worker safety program policies, processes and issues in support of caseworker safety initiatives.

Provides guidance and consultation regarding Program Support policy, evaluates program inquiries and coordinates written responses with program leadership.

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

Oversees the development of written reports, communications and summaries regarding policy projects and research results.

Manages the development and preparation of program policy presentations, reports, briefings, talking points, research material, information, communications, summaries, correspondence and responses to requests for information.

Manages the completion of required administrative, informational and performance reports and analyses for state office/regional Program Support.

Manages the preparation of communications and responses to inquiries and data requests regarding Program Support policies, rules, programs and policy development initiatives.

Serves as a Program Support program liaison and facilitates responses to external and internal inquiries and requests for information regarding Program Support policies and rules.

Defines and directs project scope, purpose, objectives, time frames, risk mitigations, key metrics, financial impact, potential savings, and resource requirements.

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

Plans, develops, implements, and monitors special projects, legislative requirements and other initiatives associated with Program Support policy development activities and initiatives.

Oversees the development of analyses, audits, studies, projects and workgroups to implement new program support initiatives and procedures, and to evaluate the effectiveness of state office/regional program support functions, processes and policies.

Oversees monitoring efforts to ensure communications, responses and reports are completed and issued within required or other established timeframes.

Monitors service level agreements with contracted services vendors.

Directs policy-related organizational forecasting, data interpretation, and reporting activities that support policy and process development and gauge policy impact and effectiveness.

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

Provides oversight and guidance to ensure reports are completed within established timelines and all related tasks and milestones are achieved while ensuring compliance with Program Support rules and procedures, policies, and standards.

Oversees state office/regional facility acquisition and management, warehouse operations, asset management, administrative contract management, and employee safety programs, and oversees state office/regional compliance with all Program Support policies and procedures.

Oversees state office/regional compliance with agency asset management policy and develops policy and process recommendations.

Facilitates release of new and updated Program Support policies and rules, and manages development of innovative solutions for change strategies related to Program Support policy and rules development and updates.

Develops written notices for designated state office/regional area advising of current and planned formal policy and rules publications, updates, and releases.

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.

Identifies policy, process and rules knowledge and procedural gaps and inconsistencies, assesses the need for policy updates or training opportunities, and makes recommendations.

Provides guidance and monitoring to ensure continuous program improvements.

Provides guidance and consultation to state office/regional program areas, staff, management, external organizations and contract service providers regarding the implementation, interpretation and application of Program Support policies, procedures and administrative rules.

Directs the development and implementation of data-driven, research-based projects to improve program effectiveness, policies and priorities.

Performs and/or oversees studies and analyses of operations and problems and the preparation of reports of findings and recommendations.

Oversees the preparation and submission of legislatively mandated and other reports for assigned state office/regional Program Support area.

Oversees the development of reports, studies, presentations, analyses and other written program communications.

Oversees the compilation and analysis of data and information from various program resources and stakeholders to contribute to the shaping of Program Support policies, rules, development goals, objectives and priorities.

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.

Develops programmatic monitoring tools and performance measures to ensure timely, appropriate implementation of legislative and program requirements.

Monitors bills, legislative hearings and testimony affecting Program Support services and provides bill analyses assessing Program Support impact.

Develops responses to legislative requests and inquiries.

Provides consultative and advisory services to stakeholders to offer policy and rule interpretations and guidance regarding Program Support services and functions.

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

Represents Program Support at meetings, conferences, workgroups, hearings and other events.

Provides technical assistance and guidance to other agencies, contract service providers, agency management and staff, and other organizations to ensure coordination, quality, efficiency, and effectiveness of Program Support functions, policies, and program initiatives.

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

Identifies gaps and areas for improvement in policies, rules and development strategies, and recommends improvements.

Identifies program issues and trends and manages the development and implementation of state office/regional process improvements.

Provides consultation and technical assistance services regarding Program Support activities, policies and procedures to stakeholders and employees to respond to written and verbal inquiries, provide program information and resolve problems.

Prepares and evaluates program budget requests.

Develops state office/regional program budget requests and makes budget recommendations.

Assists management with developing program policies, procedures, standards, and manuals; and planning program activities in accordance with program objective and goals.

Provides subject matter expertise and policy interpretations regarding Program Support policies, administrative rules and legislation affecting Program Support services.

Oversees development of policies and procedures regarding logistics and space allocation within state office/regional areas.

Manages Program Support policy and process communications for state office/regional

area.

May serve as a lead worker providing direction to others

Plans and assigns staff projects and assignments, monitors project deadlines and ensures deliverables are available at expected project completion dates.

Develops project monitoring tools, communication plans and performance measures to ensure project milestones and deadlines are met.

Performs related work as assigned.

Knowledge Skills Abilities:
Knowledge of Department of Family and Protective Services programs, policies and procedures.
Knowledge of Health and Human Services Commission (HHSC) and Texas Facilities Commission (TFC) leasing policy and procedure.
Knowledge of DFPS and HHSC regional program structure.
Knowledge of local, state and federal laws and regulations related to agency programs.
Knowledge of statistical analysis processes and budget processes.
Knowledge of the Texas legislative process.
Knowledge of research principles and planning.
Knowledge of project management principles.
Knowledge of contract monitoring processes.

Skill in program planning, development and implementation.
Skill in providing training.
Skill in policy development and evaluation.
Skill at establishing and maintaining productive working relationships both internally and externally.
Skill in providing strong customer service.
Skill in delivering presentations to groups.
Skill in identifying measures or indicators of program performance and developing performance metrics.
Ability to prioritize and manage multiple responsibilities.
Ability to understand new information effectively and quickly.
Ability to plan, direct and assign work to others.
Ability to prepare presentations or talking points for executive and division leadership and staff to be used in legislative sessions, conferences, or legislative hearings.
Ability to analyze current and proposed legislation.
Ability to present information and represent the program at meetings, conferences and other events.
Ability to document complaints, incidents and loss reports accurately and completely.
Ability to communicate effectively, orally or in writing.
Ability to analyze highly complex information and/or situations.
Ability to communicate effectively with peers and to provide guidance and recommendations to peers regarding a variety of complex issues.
Ability to gather, assemble, correlate, and analyze factors; establish goals and objectives, devise solutions to administrative problems.

Registration or Licensure Requirements:
None

Initial Selection Criteria:
Experience and proficiency with Microsoft office software products.
Experience in business processes and facility operations.
Experience in providing and working in a customer service focused environment.

Experience within Health and Human Services agencies, preferred
Experience in project management, preferred.

Experience in a field related to the agency program. Graduation from an accredited four-year
college or university with major coursework in a field relevant to the assignment is generally preferred. Experience and education may be substituted for one another.

Additional Information:
This position will require travel (40%) and working outside of regular work hours/days.
This position reports in-office (not telework) and will be headquartered at the DFPS State Office, Brown Heatly Building, located at 4900 N Lamar Blvd., Austin, Texas 78751.
The location for this position is not negotiable.

MOS Code:
No direct military occupations relate to the responsibilities of the position being posted

As a state agency, DFPS is required Texas Administrative Code (TAC 206 and 213) to ensure all Electronic Information Resources (EIR) follow accessibility standards. The staff must be familiar with the WCAG 2.1 AA and Section 508 to create accessible content including but not limited to; Microsoft Office documents, Adobe PDFs, webpages, software, training guides, video, and audio files.

HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.

In compliance with the Americans with Disabilities Act (ADA), HHS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.