DHS PROGRAM MANAGER - 04082025-66854

Job Information

LOCATION OF (1) POSITION(S) TO BE FILLED: DEPARTMENT OF HUMAN SERVICES, REHABILITATION SERVICES DIVISION, MADISON COUNTY

This position requires a criminal background check. Therefore, you may be required to provide information about your criminal history in order to be considered for this position.

For more information, visit the link below:
https://www.tn.gov/content/dam/tn/human-services/documents/HRC0013586_DHS_Program_Manager_VR_Madison_42125.pdf

This is an on-site position

Qualifications

Education and Experience: Graduation from an accredited college or university with a bachelors degree and experience equivalent to five years of full-time work in one or a combination of the following: social services, human services, education, auditing, accounting, business/process improvement and/or social services grant coordination. At least three years of this experience must have been program evaluation, case review work or process improvement (such as LEAN or Six Sigma certification) in any field listed above.

Necessary Special Qualifications: Applicants for this class may be required to:

Overview

Summary: Under general supervision, is responsible for human services program policy and procedure development work of considerable difficulty and supervisory work of average difficulty; performs related work as required.

Responsibilities

Thinking Creatively:

1. Develops policies and procedures for program areas to implement changes as required by law to meet departmental goals.

1. Oversees expenditures to ensure proper usage of funding as stipulated by grant requirements and contracts.

1. Participates in the development of state policies and procedures for program delivery based on federal requirements to meet departmental needs.
2. Reviews federal policies and procedures which affect state and contracted programs to ensure that federal guidelines are being met.
3. Reviews program delivery to ensure adherence to departmental policies and procedures.
4. Compiles and analyzes data from various sources to determine compliance with state standards and objectives.

1. Collaborates with contractors, other departments, or other organizations to explain and interpret program requirements to ensure program compliance.
2. Communicates verbally and/or electronically with outside organizations to assist in program implementation.

1. Supervises subordinate employees who administer, provide, and coordinate service delivery to ensure departmental goals are met.

1. Reviews and makes recommendations for changes to program delivery to ensure compliance with federal guidelines.
2. Analyzes statistical data and other information to determine system accuracy and project trends.
3. Examines impact of policies on current and proposed budgets.
4. Analyzes statistical data and/or additional information to determine the quality of employee performance.
5. Studies policies and procedures pertaining to program delivery in order to evaluate their effectiveness.
6. Studies operations and services and makes recommendations intended to improve the efficiency of the organization.

1. Interviews applicants in order to determine the best candidates to fill vacant positions.
2. Makes recommendations on employee hiring, retention, promotion, demotion, and other human resources actions to maintain a fully staffed unit.

1. Remains up-to-date on new policies and procedures as they are implemented in order to ensure accurate program delivery.

1. Develops strategies to meet objectives set by executive staff to ensure compliance with federal requirements and departmental goals.
2. Plans and develops objectives for organizational units to ensure customers' needs are met effectively.

1. Addresses concerns and complaints and answers questions both internally and externally to ensure quality customer service.

1. Obtains information from databases, reports, and other relevant sources to be used for data analysis.

1. Develops and delivers training internally and externally to ensure that staff are able to provide quality services.
2. Identifies training and coaching needs of staff and to ensure they receive any training needed to improve job performance.

1. Distributes work equitably in order to promote team building and trust within the staff unit.
2. Encourages staff to work together as a team to achieve departmental goals.

1. Accesses and reviews data in agency operation systems, databases, spreadsheets, and other systems to ensure program requirements are being met.
2. Enters information into agency operation systems, databases, spreadsheets, and other required systems for future retrieval.
3. Drafts instructional memos and bulletins to notify staff of important changes or clarifications to policy or procedures.

1. Guides, motivates, and evaluates staff performance to promote staff development and retain quality employees.

1. Develops and maintains cooperative working relationships with others, building rapport and interacting in a respectful and constructive manner to enhance productivity and effectively meet customers' needs.

1. Identifies problem areas and develops and implements a plan for corrective action.

1. Prioritizes and organizes daily, weekly, and monthly tasks to ensure all work performed by self and subordinates is completed by the established deadlines.

1. Prepares and maintains historical records and reports involving present outcomes and measurements and expected future goals to ensure accurate and efficient service delivery.
2. Stores electronic or paper files for future reference as required by law.

1. Communicates verbally/electronically with supervisors, subordinates, and/or peers in the exchange of information to see that customers' needs are met.
2. Communicates daily schedules and activities verbally or electronically with supervisors, subordinates, and/or peers to maintain a balanced workflow.

Competencies (KSA's)

Competencies:

Knowledge:

1. Administration and management
2. Administrative and clerical procedures and systems
3. Basic computer knowledge
4. Proficient knowledge of principles for providing customer service
5. Basic knowledge of agency rules and regulations as well as departmental processes and procedures
6. Basic arithmetic and statistical applications
7. Principles and procedures for personnel recruitment, selection, training, compensation and benefits including laws regarding hiring practices
8. Security operations for the protection of people, data, and State property

Skills:

1. Basic computer skills
2. Active listening
3. Critical thinking, problem-solving, and decision-making
4. Selecting appropriate training/instructional methods and procedures when learning and teaching new things
5. Basic mathematics
6. Monitoring/assessing performance of yourself and/or others to make improvements
7. Understanding written sentences and paragraphs in work related documents
8. Communicating effectively, both verbal and written, as appropriate for the needs of the audience
9. Adjusting actions in relation to others' actions
10. Instructing and training
11. Negotiation
12. Persuasion
13. Actively looking for ways to help people
14. Complex problem solving
15. Quality control analysis and troubleshooting
16. Judgment and decision making
17. Systems analysis and evaluation
18. Management of financial and material resources
19. Management of personnel resources
20. Time management
21. Proficient organizational skills
22. Customer service skills

Abilities:

1. Flexibility and adaptability in various situations and environments
2. Applies general rules to specific problems to produce answers that make sense
3. Combines pieces of information to form conclusions
4. Retention of information
5. Mathematical reasoning
6. Communication of information and ideas verbally and in writing so others will understand them
7. Understands information and ideas presented through verbal and written communication
8. Accurately compares similarities and differences
9. Task orientated
10. Quickly makes sense of, combine, and organize information
11. Time management
12. Performs simple office tasks
13. Adjusts one's actions in relation to others' actions
14. Multi-tasks with competing priorities
15. Works as part of a team
16. Works in diverse environments
17. Objectivity
18. Brainstorming
19. Arranges things or actions in certain orders according to specific rules
20. Recognition of problems or the potential for a likely problem

Tools & Equipment

1. Personal Computer
2. Multifunction Printer
3. Telephone System
4. Fax Machine
5. Calculators