Program Specialist VI

Job Description :

Program Specialist VI

This position location is eligible for telework.

The Program Specialist VI performs highly advanced (senior-level) contract management work related to special projects within the Purchased Client Services (PCS) Division.

Performs a variety of technical, training, research, planning, developing, implementing, program assessment, and administrative activities for contract management work with Child Watch Support Services (CWSS) Contracts.

May serve as a lead worker providing direction to others. Works under minimal supervision, with considerable latitude for the use of initiative and independent judgment.

Essential Job Functions :

Essential Job Functions :

Plans, prioritizes, and performs of a variety of technical, training, research, planning, policy, program assessment, 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.

• Performs project management to oversee contract compliance, delivery of services, and technical assistance for child watch contracts.
• Assesses training needs of staff related to new policy or procedure.
• Develops and updates training material as policy or procedure changes.
• Delivers training for new hires and as policy or procedures changes.
• Conducts research on contractor’s past performance to identify and address critical areas of concern.
• Develops and / or updates policy and procedure for CWSS division as needed.

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

• Collects, organizes, and analyzes data to tracks trends and patterns for contracted services for child watch in response to requests for program information and reporting.
• Collects and analyzes data to identify contractual issues. This will aid in the preparation of materials required for response to the contractual issues.
• Collects, organizes, and analyzes expenditure reports for internal stakeholders.

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

• Takes lead on management directed special projects for CWSS which can include research on best practice and requests related to CWSS.
• Collects, organizes, and analyzes data to tracks trends and patterns for contracted services for child watch and makes recommendation for changes to reduce risk and improve services.

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

• Provides direction and oversight to staff related to compliance with CWSS program policies and procedures, as directed by the Manager
• Assists Contract Managers with assessing data related to contract performance and monitoring to make recommendations related to contract actions.
• Monitors contract noncompliance by overseeing required tracking and reporting contract actions.

Provides high-level advice and counsel by interpreting policies, procedures, rules, regulations, and standards related to the program.

• Acts as a subject matter expert related to CWSS Division’s policies and procedures.
• Provides guidance to contractors regarding contract administration, policies, and procedure.
• Provides guidance to staff regarding contract administration, policies, and procedure.
• Prepares and presents information regarding contract administration, policies, and procedures to internal and external stakeholders.

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

• Gather’s data and feedback to develop reports of findings and recommendations.
• Reviews historical risk with the contracted services to develop a report with recommended updates and / or improvements, as needed.
• Provides direction and oversight to staff related to monitoring of the contracts to include the analyses of monitoring reports findings and recommendations to ensure contract compliance, as directed by the Manager.
• 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.

• Provide historical data and expertise when analyzing legislation related to child watch for the division.
• Develops recommendations for policies specific to child watch support contracts managed within Purchased Client Services.
• Provides historical data, contract requirements, and subject matter expertise when working with and preparing responses to legislative and external inquires and requests.
• Assists with the implementation of legislative bills by participating in workgroups with other divisions and / or stakeholders.

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

• Presents to stakeholders as needed to coordinate and improve the CWSS Contracts Division through stakeholder feedback.
• Presents orientations for new contractors to ensure understanding of contract terms and expectations.
• Works with internal stakeholders to identify needs and help get that information into a workable statement of work throughout the procurement process, while ensuring programs needs continue to be met as edits or critiques are received from other stakeholders.

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

• Consults with internal and external stakeholders, as needed, such as DFPS Contractors or other agencies to resolve problems, identify training needs, and discuss program effectiveness to ensure compliance with contract requirements.
• Coordinates and facilitates internal and contract-related meetings when contract issues arise.
• Identifies Contractors gaps in knowledge; develops, conducts, and coordinates appropriate training.

Prepares and evaluates program budget requests.

• Works collaboratively to research and resolve complaints and billing issues.
• Maintains billing tracking spreadsheets for contracted services to track trends and patterns, such as regional spending, to sure spending is within budget, timely billing, to keep historical data, etc.
• Tracks trends and patterns of expenditures for contracted services to ensure that the budget is sufficient to meet the contract term length, and to bring over spending to the attention of internal stake holders to strategize solutions and historical purposes to be used for future procurements or renewals

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

• Assists Manager with developing procedures, job aids and training materials for new hires and update policy or procedure changes as required.
• Assists Manager with developing and implementing effective techniques for evaluating CWSS contract unit.
• Provides guidance to staff related to the development and integration of new methods and procedures for contracts.

Assists management with developing and implementing effective techniques for evaluating agency programs, identifying the need for new programs, and providing guidance to staff in the development and integration of new methods and procedures.

• Conducts training and provides guidance to staff in the development and integration of new or revised methods and procedures.
• Completes quality assurance activities to ensure policy compliance.
• Works with internal staff to understand the goods or services being purchased, provides guidance on the appropriate procurement method, and reviews the requirements for the procurement method.
• Assess data and feedback from program staff regarding programmatic needs and make recommendations on services or programs.
• Works with internal stakeholders to understand how the purchase of goods or services will meet their needs and provides feedback on the limitations of the different procurement methods.

May serve as the lead on implementation and ongoing management of complex program initiatives.

• Takes the lead when the Manager is absent on any new implementation or ongoing management of complex program initiatives, as needed.
• Assists management with developing policies, procedures, standards, and manuals in accordance with program objective and goals.

May coordinate and implement risk and compliance activities.

• Provides technical assistance to CWSS Contract Managers in developing Corrective Action Plans, to ensure each document clearly addresses any identified risk.
• Will maintain compliance of contractors / subcontractors with Corrective Action Plans.
• Coordinates the risk assessment process utilizing the DFPS Risk Assessment Instrument as a basis for contract monitoring and planning resulting in risk mitigation.

May serve as a lead worker providing direction to others.

• Provides coverages when Manager is absent or as needed.
• Provides technical assistance to CWSS Contract Managers through tracking assigned workload and reviewing data or site visit observations.
• Performs quality control reviews and provides direction to staff.

Performs related work as assigned.

Knowledge Skills Abilities :

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.