What are the responsibilities and job description for the Program and Policy Specialist position at State of Washington?
JOB
The Office of Secretary of State (OSOS) offers some of the most unique and diverse job opportunities in state government. Its critical responsibilities include: ensuring a fair and accurate elections process; connecting Washingtonians through the power of libraries; protecting our important government records; and registering corporations and charities. The Secretary of State also administers vital community programs that inspire giving, document our history, and assist crime survivors in avoiding further abuse. This independent office under the state Constitution operates from facilities in the Olympia area and statewide.The OSOS is looking for top-performing employees who embody its core values of integrity, service excellence, visionary leadership, collaboration and teamwork. It is committed to both employee growth and work-life balance. The benefits of working in state government also include potential eligibility for the federal Public Service Loan Forgiveness program.Based at the state Capitol, the Secretary of State's Executive Office regularly interacts with the people of Washington, key stakeholder groups, leaders statewide, and media outlets. The Executive Office is critical to the success of all major OSOS services and responsibilities through general oversight and leadership, the development of public policy, legislative relations, and external communications.The Productivity Board is Washington State’s employee suggestion program. The Productivity Board incentivizes state employees to help state government operate more efficiently. We encourage innovation to eliminate waste and reduce unnecessary spending. Employees that submit cost saving or revenue generating ideas may be eligible for cash rewards of up to $10,000.Program and Policy Specialist, Program Specialist 3Full-time, PermanentThis position reports to, under general direction, the Productivity Board Manager, and works as a liaison between the board members, Productivity Board staff and state agencies. The Program and Policy Specialist, as a subject matter expert, manages the Productivity Board suggestion portal, data analytics and reporting, and continuous improvements. This position analyzes and interprets data and creates reports for the legislature, Board members, and program to feed strategy. The Program and Policy Specialist provides a wide range of technical knowledge to ensure fairness and consistency to achieve the mission of the program. As the subject matter expert, the Program and Policy Specialist manages all technical support to the program to include optimizing suggestion workflow, ensuring program rules are efficient and equitable for agencies and employees, and interprets policy and legislative developments for application to the program. This position studies Productivity Board’s performance standards and recommends changes where needed; clarifies processes, procedures, and eligibility criteria for Productivity Board programs between agency managers and participating employees. The Productivity Board cannot mandate participation by state agencies; therefore the value of the programs need to be demonstrated to state agencies, employees and others to encourage participation.
EXAMPLE OF DUTIES
Fiscal analysis, program strategy and board support Tasks Include: Consults with administrative, supervisory and operating personnel to determine and define problem areas by analyzing such problem areas as organization, and equipment utilization, forms design and function and recommends needed modifications or improvements. Studies PB performance standards and recommends changes where needed. Keeps the program manager informed of any program issues.Manages the technical facilitation and quality control of the Employee Suggestion Program and Team Incentive Program, which includes examining and analyzing agency evaluations of employee suggestions and teams; verifies the suggested idea was thoroughly investigated and the recommendation is justified; ensures the evaluation is in accordance with the program RCW’s, WAC’s and policies and procedures; analyzes and calculates cost benefit analysis to confirm savings. Analyzes, interprets data and provides reports that drive PB strategy and meet legislative requirements.Creates board reports summarizing suggestions and agency recommendations to facilitate Board action.Consults with agency coordinators, evaluators and suggesters to resolve questions or concerns.Determines PB business needs by communication with agency coordinators, evaluators and suggesters utilizing surveys, mailings, emails, telephone calls, and video conferencing provides best practices and step by step actions to coordinators and evaluators.Recommends solutions to the program manager for action on suggestions that need resolution. Manages complex suggestions and suggestion appeals, in accordance with applicable law and procedures; advises and provides specialized support to assigned agency coordinators. Prepares and distributes Board report summaries, monthly updates, agency activity reports, suggestion reports, and annual legislative report. Follows up on any issues that were not resolved before or during a Board meeting.Provides information to Board members pertaining to issues raised at the Board meeting.Recommends changes to program application forms. Gathers and presents statistical information.Coordinates with and supports the Productivity Board Marketing Specialist in marketing efforts of the Productivity Board program to all agencies and institutions of higher education; analyzes individual agencies to provide inputs for effective marketing strategies; meets with agency management and coordinators to promote the programs; distributes marketing materials.Portal ManagementTasks include: Provides design input and recommends improvements to the Productivity Board suggestion portal.Manages and adjusts workflow processes to meet program needs.Manages user permissions, enrollment and administrative roles of staff, coordinators and evaluators, and suggesters.Flags problem areas and collaborates with portal support staff to resolve issues.Process ImprovementStudies problem or routine practices and recommends solutions to programs manager.Analyzes and provides data about agency participation to drive marketing and outreach strategy.Manages and resolves queries from suggesters, coordinators, and evaluators regarding the program, operations, IT issues, and policies.Consults with administrative, supervisory and operating personnel to determine and define problem areas by analyzing such problem areas as organization, and equipment utilization, forms design and function, and process workflow, and recommends needed modifications or improvements.Assists in developing and establishing procedures and policies to implement new programs and/or activities and in formulating new program policies, procedures and standardsRecommends solutions to the program manager for action on suggestions that need resolution. Monitors and tracks legislation that impacts the Productivity Board and recommends updates to WAC and RCW as directed by the Board.MiscellaneousTasks include: Serves as backup to other Productivity Board positions, during periods of absence, to ensure time-bound obligations and deadlines are accomplished. Other duties as assigned.
SUPPLEMENTAL INFORMATION
Working ConditionsIn this position, the incumbent works primarily in an office setting, which will require the ability to sit and/or stand for extended periods of time. Requires the ability to work independently with complex information, deadlines and strict confidentiality requirements. The standard work hours are Monday-Friday from 8:00 AM to 5:00 PM with the ability to work irregular hours on short notice as needed to support business activities. Occasional travel with overnight stays. The incumbent in this position must be able to represent the Office of the Secretary of State in a competent, confident, and professional manner, including professional dress, and be able to communicate ideas and information both verbally and in writing, and work successfully with a wide variety of people in a team environment. How to ApplyTo be considered for this position, you must attach the following: Letter of interest describing how your experience and qualifications relate to the duties and qualifications of the position.Current resumeThree professional referencesYou must complete the supplemental questions at the end of this application. Incomplete responses such as "see resume" will not be considered. In addition, if the employer you identify in the additional information section is not included on your resume or work experience profile and/or you do not identify an employer, you will not receive credit.All veterans must include a copy of your DD214, NGB 22, NGB 23, or Statement of Service to receive preference in the hiring process. You must black out your social security number before attaching it to your application.The Office of the Secretary of State is an equal opportunity employer (EOE). We do notdiscriminate on the basis of religion, age, sex, marital status, color, creed, national origin, political affiliation, military status, sexual orientation, or any real or perceived sensory, mental or physical ability. All interested candidates are encouraged to apply. Persons of disability needing assistance in the application process, or those needing the announcement in alternative format, should call (360) 704-5211.
The Office of Secretary of State (OSOS) offers some of the most unique and diverse job opportunities in state government. Its critical responsibilities include: ensuring a fair and accurate elections process; connecting Washingtonians through the power of libraries; protecting our important government records; and registering corporations and charities. The Secretary of State also administers vital community programs that inspire giving, document our history, and assist crime survivors in avoiding further abuse. This independent office under the state Constitution operates from facilities in the Olympia area and statewide.The OSOS is looking for top-performing employees who embody its core values of integrity, service excellence, visionary leadership, collaboration and teamwork. It is committed to both employee growth and work-life balance. The benefits of working in state government also include potential eligibility for the federal Public Service Loan Forgiveness program.Based at the state Capitol, the Secretary of State's Executive Office regularly interacts with the people of Washington, key stakeholder groups, leaders statewide, and media outlets. The Executive Office is critical to the success of all major OSOS services and responsibilities through general oversight and leadership, the development of public policy, legislative relations, and external communications.The Productivity Board is Washington State’s employee suggestion program. The Productivity Board incentivizes state employees to help state government operate more efficiently. We encourage innovation to eliminate waste and reduce unnecessary spending. Employees that submit cost saving or revenue generating ideas may be eligible for cash rewards of up to $10,000.Program and Policy Specialist, Program Specialist 3Full-time, PermanentThis position reports to, under general direction, the Productivity Board Manager, and works as a liaison between the board members, Productivity Board staff and state agencies. The Program and Policy Specialist, as a subject matter expert, manages the Productivity Board suggestion portal, data analytics and reporting, and continuous improvements. This position analyzes and interprets data and creates reports for the legislature, Board members, and program to feed strategy. The Program and Policy Specialist provides a wide range of technical knowledge to ensure fairness and consistency to achieve the mission of the program. As the subject matter expert, the Program and Policy Specialist manages all technical support to the program to include optimizing suggestion workflow, ensuring program rules are efficient and equitable for agencies and employees, and interprets policy and legislative developments for application to the program. This position studies Productivity Board’s performance standards and recommends changes where needed; clarifies processes, procedures, and eligibility criteria for Productivity Board programs between agency managers and participating employees. The Productivity Board cannot mandate participation by state agencies; therefore the value of the programs need to be demonstrated to state agencies, employees and others to encourage participation.
EXAMPLE OF DUTIES
Fiscal analysis, program strategy and board support Tasks Include: Consults with administrative, supervisory and operating personnel to determine and define problem areas by analyzing such problem areas as organization, and equipment utilization, forms design and function and recommends needed modifications or improvements. Studies PB performance standards and recommends changes where needed. Keeps the program manager informed of any program issues.Manages the technical facilitation and quality control of the Employee Suggestion Program and Team Incentive Program, which includes examining and analyzing agency evaluations of employee suggestions and teams; verifies the suggested idea was thoroughly investigated and the recommendation is justified; ensures the evaluation is in accordance with the program RCW’s, WAC’s and policies and procedures; analyzes and calculates cost benefit analysis to confirm savings. Analyzes, interprets data and provides reports that drive PB strategy and meet legislative requirements.Creates board reports summarizing suggestions and agency recommendations to facilitate Board action.Consults with agency coordinators, evaluators and suggesters to resolve questions or concerns.Determines PB business needs by communication with agency coordinators, evaluators and suggesters utilizing surveys, mailings, emails, telephone calls, and video conferencing provides best practices and step by step actions to coordinators and evaluators.Recommends solutions to the program manager for action on suggestions that need resolution. Manages complex suggestions and suggestion appeals, in accordance with applicable law and procedures; advises and provides specialized support to assigned agency coordinators. Prepares and distributes Board report summaries, monthly updates, agency activity reports, suggestion reports, and annual legislative report. Follows up on any issues that were not resolved before or during a Board meeting.Provides information to Board members pertaining to issues raised at the Board meeting.Recommends changes to program application forms. Gathers and presents statistical information.Coordinates with and supports the Productivity Board Marketing Specialist in marketing efforts of the Productivity Board program to all agencies and institutions of higher education; analyzes individual agencies to provide inputs for effective marketing strategies; meets with agency management and coordinators to promote the programs; distributes marketing materials.Portal ManagementTasks include: Provides design input and recommends improvements to the Productivity Board suggestion portal.Manages and adjusts workflow processes to meet program needs.Manages user permissions, enrollment and administrative roles of staff, coordinators and evaluators, and suggesters.Flags problem areas and collaborates with portal support staff to resolve issues.Process ImprovementStudies problem or routine practices and recommends solutions to programs manager.Analyzes and provides data about agency participation to drive marketing and outreach strategy.Manages and resolves queries from suggesters, coordinators, and evaluators regarding the program, operations, IT issues, and policies.Consults with administrative, supervisory and operating personnel to determine and define problem areas by analyzing such problem areas as organization, and equipment utilization, forms design and function, and process workflow, and recommends needed modifications or improvements.Assists in developing and establishing procedures and policies to implement new programs and/or activities and in formulating new program policies, procedures and standardsRecommends solutions to the program manager for action on suggestions that need resolution. Monitors and tracks legislation that impacts the Productivity Board and recommends updates to WAC and RCW as directed by the Board.MiscellaneousTasks include: Serves as backup to other Productivity Board positions, during periods of absence, to ensure time-bound obligations and deadlines are accomplished. Other duties as assigned.
SUPPLEMENTAL INFORMATION
Working ConditionsIn this position, the incumbent works primarily in an office setting, which will require the ability to sit and/or stand for extended periods of time. Requires the ability to work independently with complex information, deadlines and strict confidentiality requirements. The standard work hours are Monday-Friday from 8:00 AM to 5:00 PM with the ability to work irregular hours on short notice as needed to support business activities. Occasional travel with overnight stays. The incumbent in this position must be able to represent the Office of the Secretary of State in a competent, confident, and professional manner, including professional dress, and be able to communicate ideas and information both verbally and in writing, and work successfully with a wide variety of people in a team environment. How to ApplyTo be considered for this position, you must attach the following: Letter of interest describing how your experience and qualifications relate to the duties and qualifications of the position.Current resumeThree professional referencesYou must complete the supplemental questions at the end of this application. Incomplete responses such as "see resume" will not be considered. In addition, if the employer you identify in the additional information section is not included on your resume or work experience profile and/or you do not identify an employer, you will not receive credit.All veterans must include a copy of your DD214, NGB 22, NGB 23, or Statement of Service to receive preference in the hiring process. You must black out your social security number before attaching it to your application.The Office of the Secretary of State is an equal opportunity employer (EOE). We do notdiscriminate on the basis of religion, age, sex, marital status, color, creed, national origin, political affiliation, military status, sexual orientation, or any real or perceived sensory, mental or physical ability. All interested candidates are encouraged to apply. Persons of disability needing assistance in the application process, or those needing the announcement in alternative format, should call (360) 704-5211.
