DCS PROGRAM COORDINATOR - 12242024-64138

Job Information

State of Tennessee Job Information

LOCATION OF (1) POSITION(S) TO BE FILLED: DEPARTMENT OF CHILDREN'S SERVICES, CHILD AND FAMILY MANAGEMENT DIVISION, WHITE COUNTY

Qualifications

Education and Experience: Graduation from an accredited college or university with a bachelor's degree and experience equivalent to four years of professional work in one or a combination of the following: counseling or case management services, or program evaluations of counseling or case management services, three years of which must involve providing these services to children and/or juveniles.

Substitution of Education for Experience: Graduate course work credit received from an accredited college or university in social work, criminal justice, psychology, sociology, human services, and/or child development may substitute for the required experience on a year-for-year basis to a maximum of one year, there being no substitution for the required three years of children's services work (e.g. 36 graduate quarter hours in one or a combination of the above listed fields may substitute for one year of the required experience).

Substitution of Experience for Education: Experience equivalent to one year as a DCS Program Specialist or a DCS Case Manager 3 with the State of Tennessee.

Necessary Special Qualifications:

1. a valid vehicle operator's license may be required for employment in some positions;
2. applicants for this class must have no conviction of a felony;
3. applicants must be willing to be fingerprinted and must have their fingerprints on file with the Department of Children's Services (TCA 71-3-533);
4. applicants must authorize release on any investigative and criminal records obtained by the Federal Bureau of Investigation to the Department of Children's Services (TCA 38-6-114; TCA 71-3-533).

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 Children's Services program evaluation, coordination, and consultative work of considerable difficulty and/or program policy and procedure development work of average difficulty; and performs related work as required.

Distinguishing Features: An employee in this class is responsible for program coordination, evaluation, and monitoring to assure programs and contracts are being administered in accordance with all pertinent policies and procedures and/or serves as the major policy writer for a program or the Commissioner's Designee for Child Protective Services custody determinations. This class may serve in a supervisory role responsible for a subordinate staff. This class differs from that of DCS Program Specialist in that an incumbent of the latter receives technical assistance from an employee in this class. This class differs from that of DCS Program Manager in that an incumbent of the latter performs supervisory program policy and procedure development work and supervises members of this class.

Responsibilities

Communicating with Persons Outside Organization:

1. Communicates effectively with the service population promoting community education and high quality service delivery.
2. Enrolls participants in appropriate program area to appropriate agency provider, completes and sends all necessary related documents.
3. Meets with all program participants within required timeframe, conducts orientation classes as needed, provide all necessary training materials related to program.
4. Responsible for statewide implementations of quality improvement initiatives and managing relationships with external stakeholder.

Performing Administrative Activities:

1. Adheres to all emails, phone calls within 48 hours according to policy.
2. Ensures staff time and leave requests are entered timely and accurately.
3. Documents staff leave requests.
4. Enters all program exceptional request information on a daily basis.

Training and Teaching Others:

1. Conducts and provides all training to new employees, include community component.
2. Conducts and provides program policy training to all new employees on a monthly basis.
3. Conducts and provides annual program policy training.
4. Provides technical assistance, training and support to program area, to include the use of Tennessee Family and Child Tracking System (TFACTS).
5. Collaborates with the department's training division to identify and fulfill training needs.

Processing Information:

1. Complies and distributes data (for example: compile and distribute regional monthly spreadsheet, etc.).
2. Assists in data cleanup on necessary reports as needed.
3. Maintains monthly reports on program placements, program exception request approvals and other pertinent data, distributes data on a monthly basis, or on approved distribution timeframe.
4. Compiles reports for dissemination in compliance with directives and make recommendations when needed.

Establishing and Maintaining Interpersonal Relationships:

1. Provides visibility and support as needed to assist with the overall community outcome efforts.
2. Establishes and coordinates meetings that will garner better working relationships through presentations, engagement and community meetings.
3. Collaborates with external partners fostering relationships and building community partners.
4. Strengthens partnerships with community agencies and other stakeholders through presentations, engagement, and collaboration.
5. Advocates on behalf of regional staff to enhance the central office and regional relationships.

Scheduling Work and Activities:

1. Schedules and conducts program orientation classes.
2. Facilitates special projects and events as requested by management, conducts an evaluation of the population to be recognized, communicates with community partners, stakeholders, and department staff to determine level of participation for event.
3. Creates agenda and facilitates program meetings as needed.
4. Manages and coordinates special projects at the request of management.
5. Participates in team meetings, act as the liaison for an assigned program.

Guiding, Directing, and Motivating Subordinates:

1. Provides mentoring and supervisions to identified staff.
2. Provides back-up supervision to assigned program area.
3. Provides support to staff, provides feedback to staff in a positive manner to develop positive direction desired.
4. Demonstrates the capacity to supervise and mentor the professional development of subordinate staff.

Documenting/Recording Information:

1. Documents all assigned program exception request approvals in Tennessee Family and Child Tracking System (TFACTS) and elsewhere as needed.
2. Performs and conducts regularly monthly scheduled performance evaluation, quarterly interims reviews and annual evaluations, utilizing the data base provided.
3. Documents the results of reviews or actions taken by administrative staff in Tennessee Family and Child Tracking system (TFACTS) and elsewhere as needed.

Communicating with Supervisors, Peers, or Subordinates:

1. Communicates concerns regarding assigned program with the appropriate staff and supervisors.
2. Attends and participates in meetings, communications concerns surrounding and related to assigned program.
3. Develops policy protocols and training to enhance the skills of staff.
4. Communicates effectively with the regions and other divisions through various methods of correspondence to assure the delivery of accurate information for relevant investigative tasks.

Getting Information:

1. Receives information from case management staff to approve necessary services for children initially entering custody and other various needs for assigned program area.
2. Receives information from case management staff concerning program in order to contact for program orientation purposes.
3. Makes frequent contact with volunteer/intern personnel to gather information, provide step-by-step procedures to ensure policy requirements are met prior to attending orientation, to include contact with other department staff, general public and other outside organizations as necessary.

Provide Consultation and Advice to Others:

1. Provides program technical assistance as assigned, may provide 24/7 on call assistance to regional staff concerning assigned program area.
2. Conducts on-site visits to assist field staff with departmental goals and outcomes.
3. Reviews DCS information system and other drives to assess regional or program performance and data.

Coaching and Developing Others:

1. Provides coaching to staff to achieve departmental goals.
2. Provides coaching and mentoring to regional staff around quality work and improvements.
3. Encourages staff to achieve desired outcomes that are beneficial to all parties involved.

Evaluating Information to Determine Compliance with Standards:

1. Utilizes review tools to assess practice and skill set of field staff; monitors service provision for children and families.
2. Reviews and evaluates case file documentation and provides feedback.
3. Conducts file reviews to assess compliance with program standards to ensure client rights.
4. Distributes and monitors program area cleanups as required, provides reports to Central Office.

Assisting and Caring for Others:

1. Performs court advocate responsibilities for the region.
2. Schedules additional program orientation classes as needed for families that can not attend the traditionally scheduled classes.

Make Decisions and Solving Problems:

1. Approves and denies program exception requests for the region, provides follow-up as needed.
2. Analyzes data to identify patterns and trends to drive program improvement and policy revisions in support of best practice efforts.
3. Monitors network adequacy, identifies service gaps, assesses outcomes, and promotes program improvement.

Monitoring and Controlling Resources:

1. Embraces community relations to assist department in providing site for resources to be distributed for communities.
2. Communicates with community partners and stakeholders to provide assistance as needed.

Interacting with Computers:

1. Utilizes Microsoft Word, Excel, Power Point, Outlook frequently to develop training, enter data, create reports, and process information as it relates to all relevant job duties.
2. Enters required Multiple Response Systems data on statewide spreadsheet, documents information which identifies geographic location and specific need of families.

Coordinating the Work and Activities of Others:

1. Provides assistance with the coordination of efforts, either in written format or verbally how community partnerships are to function.
2. Represents the division on cross-divisional projects, including facilitating, coordinating, and providing program expertise to the effort.

Analyzing Data or Information:

1. Analyzes trends to implement training needed as they relate to program area.
2. Utilizes data to drive outcome, improvements and training needs in program area.

Interpreting the Meaning of Information for Others:

1. Interprets DCS policies and procedures to staff and network providers.
2. Demonstrates a thorough understanding of all relevant polices and is able to interpret them to staff.

Developing and Building Teams:

1. Promotes and exhibits team building skills, provide direct support when necessary to display clear understanding to staff and model teaming.
2. Participates in staff and team meetings, and contributes to the work environment.

Organizing, Planning, and Prioritizing Work:

1. Coordinates projects and leads efforts for implementation of statewide initiatives.
2. Demonstrates a level of initiative to work independently with minimal supervision.

Monitor Processes, Materials, or Surroundings:

1. Develops community relationships to assist the department in securing storage and distribution sites for donated material items.
2. Maintains and orders materials as needed for meetings, program orientations, etc.

Resolving Conflicts and Negotiating with Others:

1. Coordinates and facilitates meetings related to conflicts between the regions, central office and provider community, etc.
2. Collaborates with team members to oversee and manage the review of special programs.

Updating and Using Relevant Knowledge:

1. Researches federal and state information/regulations for specific program areas to further work with families.
2. Researches federal programs and best practices to write grants and access resources to support program development.

Developing Objectives and Strategies:

1. Develops all training surrounding program policy, updates training to ensure the most current information is available.

Competencies (KSA's)

Competencies:

1. Decision Quality
2. Problem Solving
3. Organizing
4. Directing Others
5. Conflict Management
6. Managerial Courage
7. Action Oriented
8. Drive for Results
9. Written Communications
10. Presentation Skills
11. Ethics and Values
12. Customer Focus

Knowledges:

1. Knowledge of Microsoft, department information system, and office equipment at an intermediate level
2. Knowledge of the Department of Children Services policies and procedures, at an advanced level, used on a daily basis in the work environment
3. Knowledge of Human Resources policies and procedures
4. Knowledge of social work principals that guide the healing profession
5. Knowledge of the DCS practice wheel and quality case work
6. Knowledge of Federal and State laws and guidelines for child welfare

Skills:

1. Skill to prioritize, manage one's own time and meet deadlines
2. Skill to organize work effectively with both individual responsibilities and work group projects
3. Skill to use problem solving techniques, at an advanced level, in daily work
4. Skill to understand verbal and written communication, at an advanced level, in work-related situations
5. Skill to listen to what other people are saying, taking time to understand the points being made and asking questions as appropriate
6. Skill to make appropriate recommendations, at an advanced level
7. Skill to manage emotional and behavioral reactions when under stress

Abilities:

1. Ability to embrace diversity and to be culturally sensitive
2. Ability to demonstrate warmth and empathy when working with children, families and staff
3. Ability to demonstrate self-control in daily situations
4. Ability to demonstrate critical thinking, at an advanced level, in the work environment
5. Ability to demonstrate flexibility in the work environment
6. Ability to work with the general public to represent DCS in the community
7. Ability to manage multiple roles in the work environment on a daily basis
8. Ability to work with others, cooperate and contribute to a team oriented environment
9. Ability to develop and maintain personal growth within the team assigned to in the work environment
10. Ability to work with others, cooperate and contribute to a team oriented environment
11. Ability to study a large amount of information and synthesize key themes and concern both verbally and in writing
12. Ability to create feedback loops that build relationship and minimize conflict
13. Ability to access challenges in the work environment and engage others in finding solutions
14. Ability to maintain a commitment to personal growth and continuous quality improvement

Tools & Equipment

1. Electronic Devices
2. Computers
3. Motor Vehicle

TN Driver Standards

State of Tennessee positions that may involve driving responsibilities require candidates to meet the following minimum driver qualifications:

• A valid driver's license
• For the past five years, the candidate's driver record must not have record of the following violations: driving under the influence (DUI), reckless driving, license suspension for moving violations, more than 4 moving violations.

Please include your Driver's License Information under the Licenses and Certifications section of your application.

**Agencies may allow an exception based on other factors.