Program Specialist

Description Summary Assists in the stewardship of funds and oversight of contracts with providers to include, but not limited to, the evaluation of contract compliance, implementation of quality assurance efforts and the provision of training and technical assistance to providers under contract with the agency by performing the following duties: Critical features of this job are described under the headings below. They may be subject to change at any time due to reasonable accommodation or other reasons. I. Essential Duties and Responsibilities include the following. Other duties may be assigned. A. Provides staff support in the selection of contracting agencies to include conducting public hearings and assisting with the development of the competitive bid documents. B. Assists with the reviews and critiques proposals submitted during a competitive bidding process, which generally includes: Analyzing each proposal to determine how well it adheres to bid specifications. Reviewing providers’ unit cost methodologies. Evaluating the quality of the proposals submitted. Preparing information needed by the Planning and Programs Committee C. Assists with the reviews and critiques of the annual grant applications submitted for continuation contracts which generally includes: Reviewing providers’ unit cost methodologies. Reviewing budget appropriateness including variance analysis comparing the proposal and the projections to achievement for prior year both as it relates to spending and programmatic output of units and clients. Notifying agencies of areas of weakness that require revision as well as provide necessary technical assistance, D. Assists with preparing templates for grant specific Contracts and is responsible for selected providers. E. Assists the Programs Manager with developing and reviewing Contracts and Amendments. Reviews initial provider budgets and program plans to access appropriateness and to analyze any variances. Provides feedback and technical assistance to the provider related to the development of their program and their budget. Assists in the review and evaluation of provider programmatic achievement throughout the contract period. F. Responsible for Contract Management of assigned contracts to include: Serving as primary Point of Contact (POC) with assigned contract providers Providing training and technical assistance to contract providers Disseminating information (e.g. policy, resources, etc.) to providers. Responding to the Department of Elder Affairs, as necessary. Keeping current regarding legislation, policy, rules, or other requirements as they relate to contracts and programs. Ensuring provider agency compliance with ElderSource Instructional Memoranda. Keeping abreast of unusual client incidents reported by providers and tracking and logging client complaints and grievances. Reviewing and updating Policies and Procedures and Standard Operating Procedures related to contract management. Ensuring provider compliance with requirements for outcome measure achievement and providing training and technical assistance to providers on reporting and achieving outcomes. Monitoring those agencies designated as ADRC Access Points to insure compliance with all requirements and agreements. Analyzing data and making recommendations for contract amendments. Providing input as necessary to client satisfaction surveys submitted annually by providers. Serving as a resource to the contract providers. Preparing and submitting monthly surplus/deficit reports to the Department of Elder Affairs by the assigned deadline. Monitoring contract providers to include: Maintaining responsibility for monitoring and evaluating all aspects of provider contracts, ensuring compliance with the Department of Elder Affairs Programs and Services Handbook, Service Provider Applications, Notices of Instruction, Program Specific Contracts/Amendments, and Master Contracts/Amendments. Updating monitoring forms and processes, as necessary. Requesting and reviewing information from providers to complete monitoring forms. Participating in required site visits. Providing a complete review and report of monitoring findings. Providing follow-up technical assistance and review for Corrective Action Plans (CAPs), required actions, and recommendations. Monitoring paperwork connected with contract-funded programs, including ensuring that providers are entering required documents into their SharePoint folders. G. Ensures Older Americans Act Title IIID contractual requirements. H. Prepares documents for, serves as a resource for, and participates in the Department of Elder Affairs programmatic monitoring of ElderSource. I. Represents the agency at community meetings and provider programs and events. J. Conducts presentations at meetings, seminars, and conferences as needed or as the opportunity arises. K. Assists with disaster preparation and recovery operations and supports providers during crisis situations, which may include performing actual services to assist providers and elders. L. Performs other duties and responsibilities as assigned by the Programs Manager Vice President of Planning and Programs. II. Working Relationships A. Executive Leadership Team: Ensure effective management and development of staff. Hold the executive team accountable for their performance and the achievement of organizational goals. Maintain open communication with the Executive Leadership Team, providing support and guidance. B. Staff: Foster a workplace environment that is nurturing, supportive, safe, equitable, and welcoming. C. Regulatory Bodies: Ensure compliance with all legal and regulatory requirements. Respond promptly to requests and operate with full transparency. D. Donors and Funders: Maintain transparency and accountability to donors and funders by providing regular updates on the impact of their contributions. Ensure compliance with all funding requirements. Nurture and strengthen relationships with donors and funders. This job description reflects management's assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned. III. Supervisory Responsibilities This job has no supervisory responsibilities. IV. Competency To perform the job successfully, this position should demonstrate the following competencies: A. Analytical – Synthesizes complex or diverse information; Collects and researches data; Uses intuition and experience to complement data; Designs work flows and procedures. B. Project Management – Develops project plans; Coordinates projects; Communicates changes and progress; Completes projects on time and budget; Manages project team activities. C. Problem Solving – Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics. D. Customer Service – Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service. Responds to requests for service and assistance; Meets commitments. E. Interpersonal Skills – Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things. F. Oral Communication – Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings. G. Written Communication – Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information. H. Teamwork – Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed. I. Professionalism – Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments. J. Quality – Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality. K. Attendance/Punctuality – Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time. V. Qualifications To perform this job successfully, this position must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. VI. Education and/or Experience Bachelor's degree (B. A.) from four-year college or university; and three years of related work experience and/or training in gerontology, public administration, health and human services, social services or equivalent combination of education and experience. VII. Language Skills A. Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations B. Ability to write reports, business correspondence, and procedure manuals C. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public. VIII. Mathematical Skills A. Ability to work with mathematical concepts such as probability and statistical inference, and fundamentals of plane and solid geometry and trigonometry. B. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations. IX. Reasoning Ability A. Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. B. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. X. Computer Skills To perform this job successfully, an individual should have knowledge of Contract Management systems; Database software; Internet software; Spreadsheet software and Word Processing software. XI. Other Skills and Abilities A. Knowledge of federal and state grants management process. B. Knowledge of human services gerontological field. XII. Other Qualifications Familiarity with social services particularly the aging services network preferred. XIII. Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this Job, this position is regularly required to reach with hands and arms and talk or hear. The employee is frequently required to sit and use hands to finger, handle, or feel. The employee is occasionally required to walk. The employee must occasionally lift and/or move up to 10 pounds. XIV. Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this Job, this position is occasionally exposed to outside weather conditions. The noise level in the work environment is usually moderate. Equal Opportunity Employer – ElderSource values all people - including but not limited to all nationalities, socio-economic backgrounds, abilities, races, genders, religious perspectives, sexual orientations, and gender identities – in everything we do. We welcome the unique insights and perspectives of all persons in our quest to fulfill our mission. To that end, ElderSource expects employees to embrace and participate in all of the agency’s diversity, equity and inclusion (DEI) training, presentations and activities. #J-18808-Ljbffr