Program Coordinator Supervisor

Job Description

This position has full performance level management for the programmatic and fiscal administration of the local Children's Services Act (CSA) program, the Promoting Safe & Stable Families (PSSF) Grant Program, and multiple Family Services/VDSS funding streams including the Families First Prevention Services Act (FFA). This position serves as administrator of the system process by managing the development, coordination, and provision of programs, resources, and services that create improved outcomes for children and families. Serves as a member of the PDSS Management Team and hiring panel and has full administration and supervision of the CS Compliance Specialist, the CS Fiscal Specialist, and others as needed. Work is performed under the supervision of the PDSS Director. The Program Coordinator is distinguished from the Program Coordinator Supervisor by the latter's responsibility for supervisory activities such as handling personnel issues and evaluating the work of others.


General Work Tasks (Illustrative Only):

1. Full administrative responsibility of all aspects of the Powhatan CS unit to determine compliance with any prescribed legislation, code, policy, operating standards, and procedures.

Develop, recommend, and implement local policies and procedures. Ensure compliance with guidelines adopted by the State Executive Council (SEC) and other State or Local codes and policies. Policies include those governing the interagency referral, review, provision of services, quality assurance and accountability, and appeals procedures. Monitor and provide information to the CPMT with regards to all partner agency policy and legislative changes, and any local, state, or federal code, policy, or guideline that effects the operation of CS. Monitor and implement General Assembly legislation as needed.

1. Manage all financial aspects and contractual obligations of the local CS Programs, maintaining high standards for sound fiscal accountability and responsible use of taxpayer funds.

Develop, recommend, and implement approved policies and procedures regarding the fiscal operation of CS. Project, develop, manage, and monitor program budgets. Present to the Powhatan BOS and LDSS Board as needed. Manage/track multiple PDSS funding streams. Meet all State and local fiscal requirements (ex: oversee submission of reimbursement requests, supplemental funding requests, etc.). Report types of services provided, expenditures, and ensure all requirements are met for locality to receive state reimbursement. Supervise compliance of the mandatory uniform assessment instrument. Administer the completion of community needs assessments, submit grant proposals, and manage grant funds. Prepare and submit Administrative Budget, Wrap-Around Service requests, and Supplemental Allocation requests to the Office of Children's Services (OCS). Manage contracting, purchase orders, service provision, and payments. Ensure resolution of billing issues. Oversee parental co-pays and refunds. Analyze Medicaid match reports and ensure corrections are submitted for reimbursement. Work with PDSS Finance & Operations Manager and County Finance Director/CSA Fiscal Agent to ensure accuracy in financial reporting.

1. Manage Provision of Administrative and Logistical Support to the FAPT and CPMT. Oversee all aspects of the Powhatan CS programs.

Oversee logistical arrangements for, and completion of FAPT and CPMT meetings as required by the Code of VA. Manage FAPT in the review of referrals and development of approved service plans and submit to CPMT. Ensure parents/caregivers are included in all aspects of service planning and provision. Supervise the identification and/or development of community resources, investigation of alternative placements, funding sources, and services to ensure children are served in least restrictive setting. Build relationships, negotiate services and rates, and ensure establishment of contracts with private providers to maximize service quality and effectiveness while minimizing cost to local taxpayers. Monitor information on vendors, services, treatment options, and modalities across the State. Manage Juvenile Court report submission and testify before the Court as needed to ensure community collaboration and full compliance with State Code.

1. Manage Program Administration and Oversight: Serve as the community's liaison between the FAPT, CPMT, and OCS; reporting on the locality's programmatic and fiscal operations and administering recommendations for improving the service system.

Lead the FAPT in the process of evaluating effectiveness of services, quality assurance, and accountability to assess outcomes and public and private provider performance in the provision of services (Utilization Review/UR). Report results of UR to the CPMT and lead in the provision and cost of services by influencing client care and decision making through systematic data driven processes (Continuous Quality Improvement/CQI). Ensure CQI and UR are used to implement and maintain high quality services that are also cost effective. Develop and implement strategies to return youth placed outside of the Commonwealth, prevent placements, and reduce lengths of stay in residential programs for youth who can appropriately and effectively be served in the community. Oversee the development and implementation of the State required Long Range Strategic Plan every three years to coordinate long-range, community-wide planning; ensuring development of resources. Identify existing gaps in service delivery. Lead FAPT and CPMT in the development of strategies/best practices to increase local service and treatment alternatives that address gaps and better meet youth and family needs.

1. Participate as needed in regional and state meetings. Serve on state and local teams or workgroups to support the implementation of laws or policies effecting the CS unit and the overall local systems of care.

1. Serve as a member of the PDSS Management Team.

Employ and supervise CS Compliance Specialist, CS Fiscal Specialist, and others as needed. Participate in Board of Supervisors and DSS Board meetings to provide information and education as needed. Serve on hiring panels for agency. Perform other PDSS management team related duties as necessary.

1. Oversee the administration of training and technical assistance in the provision of efficient and effective services that are responsive to the strengths and needs of youth and families.
   
   
   Ensure development and implementation of State required training for all CS stakeholders. Oversee the work of all CS Staff, participating agency case managers, FAPT, CPMT, and community partners on CS programs.
2. Adhere to CSA's Leadership and Operational Competencies.
3. Respond to disaster situations during sheltering operations.

Qualifications-Knowledge, Skills, and Abilities (KSA's): • Knowledge regarding a children's services system of care philosophy and values. • Knowledge of government structure, operation, and regulatory functions. • Knowledge and ability to navigate, understand, and interpret the complex policies and codes of the Virginia Department of Social Services (VDSS), State Office of Children's Services (OCS) and Children's Services Act (CSA) Policy, the Department of Juvenile Justice (DJJ), Department of Education (DOE), Department of Behavioral Health and Developmental Services (DBHDS), Department of Medical Assistance Services (DMAS), and any local, State, or Federal policies or codes that affect the operation of CS Programs. • Knowledge and ability to develop, manage, and monitor program budgets. • Ability to establish and maintain effective professional relationships with individuals in a diversity of roles. • Demonstrated skill and ability in providing leadership in a team environment. • Ability to maintain detailed confidential and fiscal information in a secure manner. • Ability to reach logical conclusions, develop meaningful measurable outcomes, and present the operation of CS programs to interested parties. • Comprehensive knowledge of local community resources available to assist at risk youth and their families. • Ability to think critically and creatively to resolve problems in the service delivery system. • Ability to facilitate both routine and specialized training. • Proficient in the use of Microsoft Outlook, Word, Power Point, and Excel software. • Knowledge of basic bookkeeping, accounting, and ability to perform mathematical calculations.

Education/Experience: Bachelor's degree in a Human Services field or related area supplemented with work experience in the assigned program areas, OR any equivalent combination of training and experience which provides the required knowledge, skills, and abilities.

Preferred Qualifications: Demonstrated experience in CSA, Social Services, and/or other child serving agency. Experience in: Public speaking; Project and Program management and development; Business and management principles involved in strategic planning and resource allocation. Considerable knowledge of principles and procedures for personnel recruitment, selection, and training. Demonstrated ability to supervise others in their work and determine human resource allocation.


Special Requirements : Applicants may be subject to a Criminal History Background search, Central Registry search, DMV/driving record check, and/or pre-employment drug screen. The investigation may include: fingerprint checks (State Police, FBI), local agency checks, employment verification and references, verification of education (relevant to employment), credit checks (relevant to employment) and other checks requested by the hiring authority. All offers of employment are contingent upon satisfactory results of the required checks and screenings. Must be willing to report for shelter duty during community disasters and/or emergencies.

Special Instructions to Applicants : Applications are accepted online only through this posting. Mailed, emailed, faxed, or hand delivered applications will not be accepted.