DHS PROGRAM MANAGER - 04082025-66854

Job Information

State of Tennessee 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 bachelor¿s 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.

Substitution of Experience for Education: Additional professional experience in social services, human services, education, auditing, accounting, business, and/or social services grant coordination may substitute for the required education on a year for year basis to a maximum of four years (one year of experience is equivalent to 45 undergraduate quarter hours), there being no substitution for the required three years of specialized experience.

Substitution of Graduate Education for Experience: Graduate course work from an accredited college or university in any liberal arts field, including but not limited to social sciences, mathematics, or statistics; education; public administration; and/or business may be substituted for the required experience, on a year-for-year basis, to a maximum of two years, there being no substitution for the required three years of specialized experience.

OR

Experience equivalent to two years of human services field supervision, human services program evaluation, or case review work with the State of Tennessee.

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

• Complete a criminal history disclosure form in a manner approved by the appointing authority;
• Agree to release all records involving their criminal history to the appointing authority;
• Supply a fingerprint sample prescribed by the TBI based criminal history records clerk.

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.

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.

Distinguishing Features: An employee in this class acts as the first full supervisor responsible for policy and procedure development in an assigned program area, or acts as an area consultant for assigned subordinate staff. This class differs from that of DHS Program Coordinator in that an incumbent of the latter monitors and evaluates human services program delivery by subordinate staff or acts as the lead policy writer for a program. This class differs from those in the DHS Program Director sub-series in that incumbents of the latter direct policy and procedure development for a program and may supervise employees in this class.

Responsibilities

Thinking Creatively:

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

Monitoring and Controlling Resources:

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

Evaluating Information to Determine Compliance with Standards:

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

Communicating with Persons outside Organization:

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

Coordinating the Work and Activities of Others:

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

Analyzing Data or Information:

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

Staffing Organizational Units:

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

Updating and Using Relevant Knowledge:

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

Developing Objectives and Strategies:

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

Resolving Conflicts and Negotiating with Others:

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

Getting Information:

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

Training and Teaching Others:

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

Developing and Building Teams:

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

Interacting With Computers:

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

Guiding, Directing, and Motivating Subordinates:

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

Establishing and Maintaining Interpersonal Relationships:

• 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.

Making Decisions and Solving Problems:

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

Organizing, Planning, and Prioritizing Work:

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

Documenting/Recording Information:

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

Communicating with Supervisors, Peers, or Subordinates:

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

Competencies (KSA's)

Competencies:

• Problem Solving
• Directing Others
• Priority Setting
• Time Management
• Perseverance
• Building Effective Teams
• Ethics and Values

Knowledge:

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

Skills:

• Basic computer skills
• Active listening
• Critical thinking, problem-solving, and decision-making
• Selecting appropriate training/instructional methods and procedures when learning and teaching new things
• Basic mathematics
• Monitoring/assessing performance of yourself and/or others to make improvements
• Understanding written sentences and paragraphs in work related documents
• Communicating effectively, both verbal and written, as appropriate for the needs of the audience
• Adjusting actions in relation to others' actions
• Instructing and training
• Negotiation
• Persuasion
• Actively looking for ways to help people
• Complex problem solving
• Quality control analysis and troubleshooting
• Judgment and decision making
• Systems analysis and evaluation
• Management of financial and material resources
• Management of personnel resources
• Time management
• Proficient organizational skills
• Customer service skills

Abilities:

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

Tools & Equipment

• Personal Computer
• Multifunction Printer
• Telephone System
• Fax Machine
• Calculators

Other office equipment as needed