DEVELOPMENTAL SERVICES PROGRAM COORDINATOR 2- 01302024- 54429

Job Information

LOCATION OF (1) POSITION(S) TO BE FILLED: DEPARTMENT OF INTELLECTUAL & DEVELOPMENTAL DISABILITIES, WEST TENNESSEE REGIONAL OFFICE, SHELBY COUNTY

Background checks and fingerprints are required prior to employment.

This position may be eligible for a hybrid work schedule.

Qualifications

Education and Experience: Graduation from an accredited college or university with a bachelor's degree and experience equivalent to four years of professional developmental disabilities or mental health work.

OR

Qualifying professional developmental disabilities or mental health work may substitute for the required education on a year for year basis to a maximum of four years (e.g., experience equivalent to one year of full-time work in one or a combination of the above listed fields may substitute for one year of the required education).

Additional graduate course work credit received from an accredited college or university in special education; rehabilitation or therapeutic health; nursing; psychology, child development, or other related behavioral science field; sociology; and/or social work, may be substituted for the required experience on a year-for-year basis, to a maximum of one year.

Necessary Special Qualifications: None.

Examination Method: Education and Experience,100%, for Preferred Service positions. For Executive Service positions, Minimum qualifications, Necessary Special Qualifications, and Examination Method are determined by the appointing authority.

Summary

Summary: Under general supervision, is responsible for professional developmental services regional program coordination work of considerable difficulty; and performs related work as required.

Distinguishing Features: An employee in this class coordinates a regional Appeals, Incident Management, Intake/Case Management, Provider Support, Compliance, Training, Plans Review, Billing and Administrative Support, Day Services, Quality Assurance, or Transitions Program; or coordinates the statewide Constituent Services Program. This class differs from Dev Svcs Prog Coor 1 in that an incumbent of the latter coordinates a regional program of lesser complexity.

Responsibilities

Communicating with Persons Outside Organization:

• Makes presentations to contract agencies, family members, and legislators to provide an overview of the service delivery system, where to obtain additional resources, and to discuss changes in policies and procedures.
• Relays information and provides technical assistance to contract agencies, family members, and court monitors.
• Provides documents to auditors as requested and provides clarification as needed.
• Communicates regularly with persons served regarding provision of and satisfaction with services and to maintain contact; communicates with persons looking for services and resources.

Getting Information:

• Utilizes provider manuals, Federal Medicaid waivers, personal information regarding persons supported, and updated policies and procedures to meet job expectations.
• Gets clarification on new and existing policies and procedures from staff members in other areas, other state agencies, and provider agencies.
• Gathers information from other parties to determine if the needs of the persons supported are being met and to provide assistance to persons requesting services.
• Queries databases to gather information to develop reports, perform trend analysis, make assessments, and provide information to others.

Guiding, Directing, and Motivating Subordinates:

• Monitors ongoing performance of staff and completes the performance evaluation process.
• Sets performance expectations through creation of job plans.
• Provides positive feedback when performance meets or exceeds expectations and coaches employees on how to improve performance as necessary.

Interacting with Computers:

• Enters data into databases and spreadsheets for tracking, analysis, and report purposes.
• Approves time, leave, overtime, and travel requests.
• E-mails internal and external parties to share information.
• Completes required computerized training.

Organizing, Planning, and Prioritizing Work:

• Prioritizes work of staff, self, and outside parties so that workloads can be managed; determines which projects are essential.
• Establishes timelines for completion of work assignments.
• Reviews internal systems to determine more effective ways to accomplish tasks in the future.

Communicating with Supervisors, Peers, or Subordinates:

• Notifies staff of changes in policies and procedures.
• Notifies supervisor and peers of issues as necessary, either verbally or in writing.
• Ensures that referrals received from other units are responded to in a timely manner.

Scheduling Work and Activities:

• Schedules assignments, trainings, and meetings to relay information and coordinate services and supports.
• Schedules surveys for contract agencies to ensure compliance with rules and regulations.
• Schedules special events, trainings, and meetings to provide education, outreach, and advocacy.

Training and Teaching Others:

• Identifies, implements, and monitors the delivery of training.
• Creates and schedules training programs.
• Notifies staff of opportunities to take optional training and coordinates schedules to accommodate access to additional training.

Making Decisions and Solving Problems:

• Reviews information from reports, crisis calls, and observations and determines the best course of action.
• Reviews and analyzes requests from persons supported, families, and conservators and determines if they are appropriate for the persons supported.

Monitors Processes, Materials, or Surroundings:

• Monitors services provided to ensure the health and safety of persons served on an ongoing basis.
• Monitors provider agencies through on-site visits and records reviews to assure their compliance with policies, procedures, contracts, and regulations.

Processing Information:

• Compiles information from cumulative reviews to develop reports that are used to identify trends and systemic issues and to make recommendations for state and provider agencies to provide new services or suspend or terminate existing services.
• Compiles information for presentations to individuals and internal and external units and organizations.

Identifying Objects, Actions, and Events:

• Monitors information to detect problems related to risk prevention.
• Monitors information to identify issues related to enrollment of persons into services and those in need of services.

Analyzing Data or Information:

• Analyzes information collected to determine what types of technical assistance need to be provided to contract agencies.
• Analyzes internal, external, and departmental systems and processes to determine if they are effective, makes suggestions for improvement as necessary, and refers to other units when needed.

Assisting and Caring for Others:

• Assists contract agencies in resolving difficult and emotionally charged issues.
• Serves as a resource to family members of persons in need of services by providing information verbally and in writing.

Resolving Conflicts and Negotiating with Others:

• Coordinates and collaborates with other departmental units and outside agencies to address issues and attempt resolution.
• Refers persons and family members to appropriate units for complaint resolution, settling disputes, and resolving grievances.

Evaluating Information to Determine Compliance with Standards:

• Assesses compliance of contract agencies with contracts, rules, and regulations.

Interpreting the Meaning of Information for Others:

• Provides technical assistance to program, direct care, and administrative staff at contract agencies as well as departmental staff to assist with understanding of and/or compliance with policies and standards.

Staffing Organizational Units:

• Participates in interviewing, selecting, and hiring subordinate staff.

Estimating the Quantifiable Characteristics of Products, Events, or Information:

• Assesses needs for new or additional equipment or staff to ensure that projects, unit goals, and requirements are completed in a timely and effective manner.

Updating and Using Relevant Knowledge:

• Attends training courses, conferences, and meetings to increase productivity andeffectiveness.

Documenting/Recording Information:

• Documents all requests for information or training and notes resolution.

Operating Vehicles, Mechanized Devices, or Equipment:

• Drives state and private vehicles to surveys, meetings, trainings, presentations. and private homes.

Competencies

Competencies:

• Organizational Agility
• Decision Quality
• Functional Technical Competency
• Directing Others
• Organizing
• Drive for Results
• Motivating Others
• Process Management
• Conflict Management
• Building Effective Teams

Knowledge:

• Knowledge of leadership management, personnel management, equipment management, and strategic planning
• Knowledge of spelling, grammar, and word meanings
• Basic computer knowledge; knowledge of Word, Excel, and PowerPoint
• Knowledge of the components of customer service
• Knowledge of curriculum and training development, instruction, and implementation
• Knowledge of word processing, file management, and forms design
• Knowledge of basic math

Skills:

• Skill in learning and applying policies and information
• Skill in listening to others to assess needs, answering questions appropriately, and not interrupting
• Skill in understanding the meaning of written materials
• Skill in monitoring performance of self, staff, and organizations
• Skill in relaying information to others so that they understand
• Skill in resolving conflicts and reconciling differences
• Skill in reviewing processes, evaluating their effectiveness, and identifying need for changes and improvements
• Skill in using knowledge and logic to prioritize responsibilities and determine the best solutions
• Skill in writing so that the reader can understand the thoughts being conveyed
• Skill in teaching others to perform job-related tasks
• Skill in assessing and utilizing the abilities of staff
• Skill in managing time to meet deadlines
• Skill in identifying the best people for the job and in motivating, developing, and directing employees
• Skill in utilizing basic math to identify trends and determine cost effectiveness

Abilities:

• Ability to multi-task
• Ability to take broad information and apply it to specific situations
• Ability to stay focused and to handle interruptions and return to tasks quickly
• Ability to articulate words clearly so that others will understand
• Ability to clearly convey ideas in writing so that others will understand
• Ability to analyze information and discover trends

Tools & Equipment

• Telephone
• Personal Computer
• Fax Machine
• Printer/Scanner
• Camera
• Calculator