Income Maintenance Administrator I: Food & Nutrition Services/Adult Medicaid/Program Integrity
3.
8 Nashville, NC Nashville, NC Full-time Full-time $61,787 a year $61,787 a year 11 days ago 11 days ago 11 days ago General Statement of Duties Administrator over the following units:
Adult Medicaid, Program Integrity and Food & Nutrition Services.
At least three years of supervisory experience in corresponding programs is preferred.
Thorough knowledge and experience in multiple programs, advanced NC Fast experience and the ability of navigate NC Fast reports is required.
A.
Primary Purpose of Organizational Unit:
The primary purpose is to administer federally mandated Income Maintenance Programs to residents of the county who meet eligibility criteria through the Department of Social Services.
The Income Maintenance Programs are divided into work units with eligibility functions and supervisors assigned to each unit according to programs and workload assignments.
The unit also provides program integrity supervision to all income maintenance programs.
B.
Primary Purpose of Position:
The primary purpose of this position is to manage, supervise and administer federal mandated Income Maintenance Programs to applicants and recipients who meet program eligibility requirements in the areas of the Food and Nutrition Program, Adult Medicaid Program and Program Integrity.
This is in accordance with State Mandated rules, regulations, policy, procedures and general statutes outlined by the State DHHS for County compliance.
Position requires participation in organizing, planning and decisions regarding Income Maintenance personnel for hiring, annual performance reviews, managing performance issues and corrective actions.
This position may also be responsible for entering data and processing information within NC FAST, as well as scanning documents into the system as part of the supervision and management of the Food and Nutrition, Adult Medicaid and Program Integrity units.
Income Maintenance Program Administrator is responsible for overseeing a staff of approximately 48 employees, which includes 44 full time employees and 4 part-time employees and contractors, as well as the direct supervision of the following staff:
Four Income Maintenance Supervisor-II's The Income Maintenance Division for which the Program Administrator is responsible is composed of several major program areas, to include:
1.
Food and Nutrition Services - designed to promote the general welfare and to safeguard the health and well-being of the county's low-income population by raising the nutrition levels.
2.
Adult Medicaid - pays medical bills for certain low income and disabled adults who cannot otherwise afford health care.
Programs include FPP, MAA, MAD, CAP, MWD, MAB, MQB-Q, MQB-B, MQB-E, MXP, SA, SAD, SAA, SAB, AND SA-IH.
3.
Office of Compliance & Program Integrity (OCPI)- Is to stop fraud, waste, and abuse in any eligibility program.
NCFAST is the automated system that allows program integrity investigators, as well as caseworkers, to enter fraud overpayments and referrals and provides tracking for all claims and collections.
This system also interfaces with all other state automated systems.
Each program may or may not be broken down into a variety of sub-programs or sub-categories within the existing program.
All the programs are complex and require a high degree of skill, concentration and accountability to administer and execute duties, meet annual monitoring/audit needs and to meet state mandates of the various programs.
This employee must also work in close conjunction with the other two Income Maintenance Program Administrator in overseeing all Income Maintenance Programs to ensure services are provided across Departmental lines and that employees are receiving appropriate training and quality control.
C.
Work Schedule Regular work hours are 8:
00 am to 5:
00 pm Monday through Friday, subject to after-hours duty as required.
Essential Duties and Tasks In Order of Importance The major activities of this position are listed below and the worker has the following
Responsibilities:
A.
30% Coordinate work responsibilities and related duties of four eligibility supervisors and four lead workers.
This ensures quality, quantity and work being accomplished within state deadlines.
Duties are accomplished through conferences with department managers and/or through written memorandums regarding problem areas.
The Income Maintenance supervisors meet with workers to determine weekly, monthly and annual unit goals.
Administrator must monitor and assist with needs of additional staff when increased workloads become unmanageable in units.
Request for additional staff are submitted to the Deputy Director and/or Director in writing and is subject to approval and further review annually by county management.
Administrator must assist in evaluating and making requests for additional space and equipment on an annual basis.
Overall plans for the Income Maintenance division in Economic Services are made by the Administrator, with input from unit supervisors on a weekly, monthly or annual basis and must be monitored monthly with changes made according to program needs.
This employee must also work in close conjunction with the other Income Maintenance Program Administrator in overseeing all Income Maintenance Programs to ensure services are provided timely across Departmental lines.
Assist supervisors with unit plans and preparations with their staff.
Assist unit supervisors/backup during vacancies.
Daily resolution of emails.
Manage reports in NC FAST weekly, or more frequently as needed.
Confer with supervisors for training needs for ongoing staff, as well as new staff.
Monitor and ensure staff training needs are being met ongoing and monitor progress of employee training.
Monitor weekly Medicaid and FNS reports for timely processing of applications and recertifications.
Review and follow up with department supervisors regarding the outcome and/or progress of corrective action plans.
Conduct Performance Reviews directly for a staff of four and for all staff during vacancy of supervisor.
Manage monthly leave slips, day sheets and reports directly for a staff of four and for all staff during vacancy of supervisor and submit to administration timely.
Review Annual Performance Reviews for approximately 44 staff.
Attend State conference calls for planning and new implementation.
Monitor quality of work and documentation with receipt of information as required by NC FAST system.
Assist with Second Party Reviews to monitor performance.
Plan and coordinate staff meetings with supervisors addressing each department's needs for vacant positions, addressing training needs for new employees/ongoing employees for approximately 48 staff, review and plan for equipment needs, redistribution of caseloads for equal distribution among staff by pulling and viewing case management reports/numbers and monitoring ongoing increases in caseloads.
B.
20% Review and evaluate constant changes in programs, policies, and procedures, to include terminal messages, Dear County Director Letters, Change Notices, NC FAST listserv messages, county letters, reports, manual materials, periodicals and general correspondence, in order to be prepared for conferences with supervisors of public assistance units.
Read and stay abreast of Income Maintenance Administrative notifications, State and Federal policies, rules, procedures and regulations for compliance and administration of all programs on a regular basis in Economic Services due to constant and ongoing changes in programs.
Read and stay abreast of incoming Terminal messages, Job Aids and Dear County Director's letters daily due to incoming changes and new implementation.
Review status of caseloads and work programs in each unit in order to authorize shifting of cases in units to maintain balanced workloads when requested by unit supervisors.
Authorize changes within units as related to districts, assignments of duties and/or workload by eligibility workers.
However, position changes as well as changes in agency structure must be approved by the Director.
Manage reports in NC FAST, Fast Help, Data Warehouse, EBT Edge, EPICS, and NCX-Cloud.
C.
20% Screen interviews and recommend selection of prospective employees for Economic Service units.
When vacancies occur in Economic services section and after recruitment is closed, the administrator and other unit administrators will review application selection.
Structured interviews are conducted with unit administrator(s) assisting in the process.
After all interviews are completed, administrators will make a recommendation to the Deputy Director and Director.
The Director makes final approval of new hire appointment(s).
Complete and prepare for Economic Services interviews due to vacancies and make recommendations to DSS Director for approval of selected candidates(s).
Complete and submit all new hire documentation to DSS Business Officer for meeting HR/Payroll deadlines.
Submit written request to IT for new employee set up for staff directly supervised.
D.
10% Keep controls on class action suits, fraud, and appeals of programs by reviewing state compliance of programs for case concerns and administrative hearing proceedings.
Monitor monthly reports for both Medicaid programs.
Monitor Financial Resource reports for state compliance and adherence of ongoing eligibility.
Read and stay abreast of Program Integrity Policy and Procedures for Administration of the Program.
Monitor NC FAST and NC FAST Help monthly reports for timely processing of cases, collections, delinquencies, and transfer in from other counties for ongoing collections.
Meet with Program Monitors and Auditors annually for case management reviews.
Submit M&E audits to State auditors and complete corrective action plan(s) for non-compliance case issues due to agency errors following M&E Audits and monitoring.
Monitor state corrective actions for Medicaid, Fraud and Food and Nutrition Service Departments.
E.
10% Prepare for and participate in individual conferences with Director, participate in monthly executive and management team meetings.
Participate in monthly conferences with regional program representatives.
Attend and participate in staff meetings, and unit meetings.
Attend and participate in exit reviews due to monitoring, QC findings, and audits annually.
Manage/review with Deputy Director/Director employees concerns, discipline issues and corrective action plans.
Manage temporary employee contract processes and submit security requests for contractor's system access.
Schedule and plan supervisor and group conference meetings.
Prepare budget request needs for the FNS, Adult Medicaid and Program Integrity Departments.
F.
5% Review outgoing mail for clarity and content of fraud cases.
State office correspondence of important nature may be delivered to the unit supervisors or held for discussion at their individual conferences.
Assume responsibility for correspondence, telephone calls, inquiries and other miscellaneous duties including some filing.
Inquiries are received from legislators and other sources concerning programs.
Administrator may respond to inquiries or delegate to unit supervisors.
Administrator must monitor for response and follow through of line staff and supervisors for timeliness.
Many telephone calls are received concerning request for program information on various subjects.
State and regional personnel may call requesting or give verbal instructions to be followed.
Administrator attends external meetings, workshops, regional, state and federal conferences, review memorandums, County Director Letters, information on meetings.
? Address Nursing Home facilities concerns related to billing issues or other concerns (Complexed Program).
? Address Medicaid billing complaints.
? Attend supervisor's cluster meetings.
? Attend NC FAST training sessions.
? Attend SharePoint Monthly Consultation.
? Attend Quarterly State OST Consultation in each program area.
? Attend Quarterly Quality Control Network meeting.
G.
5% Interview dissatisfied clients, handle special cases as required and serve as backup hearing officer as needed.
When clients are not accepting of decisions by caseworker or supervisor and wish to talk with someone else, they are referred to program administrator who will assist with their concerns.
Administrator will provide explanation of actions taken explaining policy guidelines and assist with appeal processes as needed.
Administrator may also handle cases, which are referred from outside the agency that would require special attention due to unusual circumstances.
OTHER DUTIES Employee will be expected to work in emergency shelters and or perform related disaster tasks and perform other reasonable tasks requested by the Deputy Director or Director.
Employees Supervised 1.
Two Income Maintenance Supervisor-II's Food and Nutrition Services Unit, staff of 23 FTE's, 2 contractors, and 1 part-time employee.
2.
Two Income Maintenance Supervisor-II's Adult Medicaid Unit, staff of 19 FTE's and 1 part-time employee.
OTHER POSITION CHARACTERISTICS:
1.
Accuracy Required in Work:
Accuracy required in all aspects of duties performed.
Numerical accuracy is required in work with budget and other statistical.
Reports.
Accurate interpretation of programs, agency, state, and federal policies, regulations laws, etc.
is critical.
2.
Consequence of Error:
Income maintenance programs, for which worker is responsible change constantly since they are based on client needs and are affected by legislation changes.
Administrator is involved daily with adjustments because of constant changes in programs, and policy interpretation.
The change may be minor or major and require reorganization of a unit, sometimes several times in a 12-month period.
Adjustments may include work reassignments, shifting of caseloads, group and individual conferences with supervision.
The changes require a continuous course of study by Administrator and constant monitoring of staff development and training.
Failure to take action will result in disintegration of workflow and functioning in the Income Maintenance Units.
Monitoring deadlines and specified periods is an integral part of this position.
When work is not completed within required periods, deadlines not met, policy not applied, and programs not properly monitored, eligible applicants and recipients do not receive mandated services to which they are entitled.
This breakdown will result in local and state hearings by clients, actions brought against the agency by client advocacy groups and or legal aid, resulting in deterioration of the agency's integrity and credibility.
Financial sanctions are also possible against the county.
The county is subject to county charge backs as outlined in the Medicaid Medical Manual(s) for failure to process accurately and timely.
3.
Instructions Provided to Employee:
Instructions may be written or oral.
The Director or Deputy Director, as well as regional representatives for various programs may provide instruction.
Letters, memorandums, printouts, numerous articles, and all materials offer suggestions and instructions.
4.
Guides, Regulations, Policies and References Used by Employee:
There are many kinds of guides and resources used by Program Administrator in this position.
DHB Website, Public Assistance Manuals, Fraud Manuals, Personnel Manual, County Director's Letters, Memorandums, Reports, List Serve Messages, Terminal Messages, Printouts and Conferences.
New enhancements due to ongoing implementation of (NC FAST) North Carolina Families Accessing Services Through Technology which includes Learning Gateway, FAST Help, Job Aids, The Virtual Trainer, Weekly Communications and List Serve Messages.
References are used on a daily basis and are necessary for job performance.
This list is not inclusive.
In addition, agency regional and state personnel are available to assist and clarification for confirmation when needed.
5.
Supervision Received by Employee:
Administrator must prepare and participate in individual conference with the Deputy Director who assist in providing supervision for this position.
Conferences may be scheduled or unscheduled as needed.
If there are specific items to be addressed an agenda is submitted in advance.
Agenda items are usually resolved through oral discussion; however, written instructions are received according to Deputy Director's discretion and as needed.
6.
Variety and Purpose of Personal Contacts:
Program Administrator is in contact on a regular basis with the general public, community organizations, social and professional agencies.
Worker may also have contact with attorneys, senators, and or legislators seeking information.
The primary purpose of these contacts is to provide or gain information regarding social service programs, rules, regulations, and available services for other references.
7.
Physical Effort:
The physical requirements of this position are considered as sedentary work with occasional lifting up to 10 pounds.
Work involves sitting most of the time.
8.
Work Environment and Conditions:
Work is performed in a private office.
The office complies with state recommended standards for management office space.
Employee would be subject to potential harmful acts from dissatisfied and or mentally impaired clients when responding to requested staff assistance.
9.
Machines, Tools, Instruments, Equipment, and Materials Used:
Employee uses agency computer, copier, calculator, telephone, and scanner in order to perform duties.
10.
Visual Attention, Mental Concentration, and Manipulative Skills:
Close visual acuity is required to perform activities such as preparing and analyzing data, viewing computer terminal and reviewing reports, and correspondence.
Intense mental concentration is required in planning, developing and implementing strategies dealing with intense public relations areas, personnel counseling and disciplinary actions.
Worker must also be attuned to attitudes and behavior of clients and workers through close observation.
11.
Safety for Others:
Decisions are made daily by agency staff that affects the lives of clients.
The Income Maintenance Program Administrator is responsible for helping ensure that appropriate guidelines are in place and adequate training has been provided to assist staff in making critical decisions in situations that might prove to be harmful.
Worker keeps abreast of any accident and monitors to ensure that forms are completed and disbursed to proper administration for filing etc.
Administrator also takes corrective actions to avoid future accidents.
12.
Dynamics of Work:
This position requires Administrator to perform under constant stress and intense mental concentration.
Day to day performance includes problem solving.
Disciplinary problems of advanced nature are referred to the administrator along with recommended changes that would require adjustment in agency structure.
Worker is required to use good judgement in planning, organizing, monitoring, supporting and managing personnel on a day-to-day basis.
Worker must be able to effectively evaluate staff members in terms of attitude and performance in order to assess their potential for professional advancement.
In addition, confidentiality must be maintained by worker in this position for the protection of staff and clients.
Knowledges, Skills and Abilities Worker should have considerable knowledge of state and federal laws/policy and or be able to read and interpret.
Worker should be able to manage and direct activities of supervisors in a unit.
Worker should also be able to plan, document and present the needs of income maintenance programs to the community.
Worker must be able to practice good judgement, display a sense of fairness, be a good listener and be able to keep confidence.
It is imperative that the worker in this position be flexible, dependable, and able to maintain a positive attitude and most importantly, be able to interact with a variety of people from varied backgrounds.
Worker must be willing and able to perform under pressure and stress.
In addition, the worker must be able to function as part of a team as well as individually.
Desirable Education and Experience 1.
Required Minimum Training:
Two years of supervisory experience, at least one of which must have been in an income maintenance or services program, and preferably with one year of experience in an income maintenance program; or an equivalent combination of training and experience.
2.
Additional Training/
Experience:
Formal education only would not equip worker in this position to perform the required duties and responsibilities effectively.
Several years of experience in a local social services agency in eligibility programs should be required in addition to supervisory experience.
3.
Equivalent Training and
Experience:
In order for a worker to effectively perform the requirements and carry the responsibility of this position, only training and experience in a social services agency should be substituted for formal education.
IV.
License or Certification Required by Statute or Regulation:
A license or certification by statute is not required to perform duties of this position.
.
Estimated Salary: $20 to $28 per hour based on qualifications.
8 Nashville, NC Nashville, NC Full-time Full-time $61,787 a year $61,787 a year 11 days ago 11 days ago 11 days ago General Statement of Duties Administrator over the following units:
Adult Medicaid, Program Integrity and Food & Nutrition Services.
At least three years of supervisory experience in corresponding programs is preferred.
Thorough knowledge and experience in multiple programs, advanced NC Fast experience and the ability of navigate NC Fast reports is required.
A.
Primary Purpose of Organizational Unit:
The primary purpose is to administer federally mandated Income Maintenance Programs to residents of the county who meet eligibility criteria through the Department of Social Services.
The Income Maintenance Programs are divided into work units with eligibility functions and supervisors assigned to each unit according to programs and workload assignments.
The unit also provides program integrity supervision to all income maintenance programs.
B.
Primary Purpose of Position:
The primary purpose of this position is to manage, supervise and administer federal mandated Income Maintenance Programs to applicants and recipients who meet program eligibility requirements in the areas of the Food and Nutrition Program, Adult Medicaid Program and Program Integrity.
This is in accordance with State Mandated rules, regulations, policy, procedures and general statutes outlined by the State DHHS for County compliance.
Position requires participation in organizing, planning and decisions regarding Income Maintenance personnel for hiring, annual performance reviews, managing performance issues and corrective actions.
This position may also be responsible for entering data and processing information within NC FAST, as well as scanning documents into the system as part of the supervision and management of the Food and Nutrition, Adult Medicaid and Program Integrity units.
Income Maintenance Program Administrator is responsible for overseeing a staff of approximately 48 employees, which includes 44 full time employees and 4 part-time employees and contractors, as well as the direct supervision of the following staff:
Four Income Maintenance Supervisor-II's The Income Maintenance Division for which the Program Administrator is responsible is composed of several major program areas, to include:
1.
Food and Nutrition Services - designed to promote the general welfare and to safeguard the health and well-being of the county's low-income population by raising the nutrition levels.
2.
Adult Medicaid - pays medical bills for certain low income and disabled adults who cannot otherwise afford health care.
Programs include FPP, MAA, MAD, CAP, MWD, MAB, MQB-Q, MQB-B, MQB-E, MXP, SA, SAD, SAA, SAB, AND SA-IH.
3.
Office of Compliance & Program Integrity (OCPI)- Is to stop fraud, waste, and abuse in any eligibility program.
NCFAST is the automated system that allows program integrity investigators, as well as caseworkers, to enter fraud overpayments and referrals and provides tracking for all claims and collections.
This system also interfaces with all other state automated systems.
Each program may or may not be broken down into a variety of sub-programs or sub-categories within the existing program.
All the programs are complex and require a high degree of skill, concentration and accountability to administer and execute duties, meet annual monitoring/audit needs and to meet state mandates of the various programs.
This employee must also work in close conjunction with the other two Income Maintenance Program Administrator in overseeing all Income Maintenance Programs to ensure services are provided across Departmental lines and that employees are receiving appropriate training and quality control.
C.
Work Schedule Regular work hours are 8:
00 am to 5:
00 pm Monday through Friday, subject to after-hours duty as required.
Essential Duties and Tasks In Order of Importance The major activities of this position are listed below and the worker has the following
Responsibilities:
A.
30% Coordinate work responsibilities and related duties of four eligibility supervisors and four lead workers.
This ensures quality, quantity and work being accomplished within state deadlines.
Duties are accomplished through conferences with department managers and/or through written memorandums regarding problem areas.
The Income Maintenance supervisors meet with workers to determine weekly, monthly and annual unit goals.
Administrator must monitor and assist with needs of additional staff when increased workloads become unmanageable in units.
Request for additional staff are submitted to the Deputy Director and/or Director in writing and is subject to approval and further review annually by county management.
Administrator must assist in evaluating and making requests for additional space and equipment on an annual basis.
Overall plans for the Income Maintenance division in Economic Services are made by the Administrator, with input from unit supervisors on a weekly, monthly or annual basis and must be monitored monthly with changes made according to program needs.
This employee must also work in close conjunction with the other Income Maintenance Program Administrator in overseeing all Income Maintenance Programs to ensure services are provided timely across Departmental lines.
Assist supervisors with unit plans and preparations with their staff.
Assist unit supervisors/backup during vacancies.
Daily resolution of emails.
Manage reports in NC FAST weekly, or more frequently as needed.
Confer with supervisors for training needs for ongoing staff, as well as new staff.
Monitor and ensure staff training needs are being met ongoing and monitor progress of employee training.
Monitor weekly Medicaid and FNS reports for timely processing of applications and recertifications.
Review and follow up with department supervisors regarding the outcome and/or progress of corrective action plans.
Conduct Performance Reviews directly for a staff of four and for all staff during vacancy of supervisor.
Manage monthly leave slips, day sheets and reports directly for a staff of four and for all staff during vacancy of supervisor and submit to administration timely.
Review Annual Performance Reviews for approximately 44 staff.
Attend State conference calls for planning and new implementation.
Monitor quality of work and documentation with receipt of information as required by NC FAST system.
Assist with Second Party Reviews to monitor performance.
Plan and coordinate staff meetings with supervisors addressing each department's needs for vacant positions, addressing training needs for new employees/ongoing employees for approximately 48 staff, review and plan for equipment needs, redistribution of caseloads for equal distribution among staff by pulling and viewing case management reports/numbers and monitoring ongoing increases in caseloads.
B.
20% Review and evaluate constant changes in programs, policies, and procedures, to include terminal messages, Dear County Director Letters, Change Notices, NC FAST listserv messages, county letters, reports, manual materials, periodicals and general correspondence, in order to be prepared for conferences with supervisors of public assistance units.
Read and stay abreast of Income Maintenance Administrative notifications, State and Federal policies, rules, procedures and regulations for compliance and administration of all programs on a regular basis in Economic Services due to constant and ongoing changes in programs.
Read and stay abreast of incoming Terminal messages, Job Aids and Dear County Director's letters daily due to incoming changes and new implementation.
Review status of caseloads and work programs in each unit in order to authorize shifting of cases in units to maintain balanced workloads when requested by unit supervisors.
Authorize changes within units as related to districts, assignments of duties and/or workload by eligibility workers.
However, position changes as well as changes in agency structure must be approved by the Director.
Manage reports in NC FAST, Fast Help, Data Warehouse, EBT Edge, EPICS, and NCX-Cloud.
C.
20% Screen interviews and recommend selection of prospective employees for Economic Service units.
When vacancies occur in Economic services section and after recruitment is closed, the administrator and other unit administrators will review application selection.
Structured interviews are conducted with unit administrator(s) assisting in the process.
After all interviews are completed, administrators will make a recommendation to the Deputy Director and Director.
The Director makes final approval of new hire appointment(s).
Complete and prepare for Economic Services interviews due to vacancies and make recommendations to DSS Director for approval of selected candidates(s).
Complete and submit all new hire documentation to DSS Business Officer for meeting HR/Payroll deadlines.
Submit written request to IT for new employee set up for staff directly supervised.
D.
10% Keep controls on class action suits, fraud, and appeals of programs by reviewing state compliance of programs for case concerns and administrative hearing proceedings.
Monitor monthly reports for both Medicaid programs.
Monitor Financial Resource reports for state compliance and adherence of ongoing eligibility.
Read and stay abreast of Program Integrity Policy and Procedures for Administration of the Program.
Monitor NC FAST and NC FAST Help monthly reports for timely processing of cases, collections, delinquencies, and transfer in from other counties for ongoing collections.
Meet with Program Monitors and Auditors annually for case management reviews.
Submit M&E audits to State auditors and complete corrective action plan(s) for non-compliance case issues due to agency errors following M&E Audits and monitoring.
Monitor state corrective actions for Medicaid, Fraud and Food and Nutrition Service Departments.
E.
10% Prepare for and participate in individual conferences with Director, participate in monthly executive and management team meetings.
Participate in monthly conferences with regional program representatives.
Attend and participate in staff meetings, and unit meetings.
Attend and participate in exit reviews due to monitoring, QC findings, and audits annually.
Manage/review with Deputy Director/Director employees concerns, discipline issues and corrective action plans.
Manage temporary employee contract processes and submit security requests for contractor's system access.
Schedule and plan supervisor and group conference meetings.
Prepare budget request needs for the FNS, Adult Medicaid and Program Integrity Departments.
F.
5% Review outgoing mail for clarity and content of fraud cases.
State office correspondence of important nature may be delivered to the unit supervisors or held for discussion at their individual conferences.
Assume responsibility for correspondence, telephone calls, inquiries and other miscellaneous duties including some filing.
Inquiries are received from legislators and other sources concerning programs.
Administrator may respond to inquiries or delegate to unit supervisors.
Administrator must monitor for response and follow through of line staff and supervisors for timeliness.
Many telephone calls are received concerning request for program information on various subjects.
State and regional personnel may call requesting or give verbal instructions to be followed.
Administrator attends external meetings, workshops, regional, state and federal conferences, review memorandums, County Director Letters, information on meetings.
? Address Nursing Home facilities concerns related to billing issues or other concerns (Complexed Program).
? Address Medicaid billing complaints.
? Attend supervisor's cluster meetings.
? Attend NC FAST training sessions.
? Attend SharePoint Monthly Consultation.
? Attend Quarterly State OST Consultation in each program area.
? Attend Quarterly Quality Control Network meeting.
G.
5% Interview dissatisfied clients, handle special cases as required and serve as backup hearing officer as needed.
When clients are not accepting of decisions by caseworker or supervisor and wish to talk with someone else, they are referred to program administrator who will assist with their concerns.
Administrator will provide explanation of actions taken explaining policy guidelines and assist with appeal processes as needed.
Administrator may also handle cases, which are referred from outside the agency that would require special attention due to unusual circumstances.
OTHER DUTIES Employee will be expected to work in emergency shelters and or perform related disaster tasks and perform other reasonable tasks requested by the Deputy Director or Director.
Employees Supervised 1.
Two Income Maintenance Supervisor-II's Food and Nutrition Services Unit, staff of 23 FTE's, 2 contractors, and 1 part-time employee.
2.
Two Income Maintenance Supervisor-II's Adult Medicaid Unit, staff of 19 FTE's and 1 part-time employee.
OTHER POSITION CHARACTERISTICS:
1.
Accuracy Required in Work:
Accuracy required in all aspects of duties performed.
Numerical accuracy is required in work with budget and other statistical.
Reports.
Accurate interpretation of programs, agency, state, and federal policies, regulations laws, etc.
is critical.
2.
Consequence of Error:
Income maintenance programs, for which worker is responsible change constantly since they are based on client needs and are affected by legislation changes.
Administrator is involved daily with adjustments because of constant changes in programs, and policy interpretation.
The change may be minor or major and require reorganization of a unit, sometimes several times in a 12-month period.
Adjustments may include work reassignments, shifting of caseloads, group and individual conferences with supervision.
The changes require a continuous course of study by Administrator and constant monitoring of staff development and training.
Failure to take action will result in disintegration of workflow and functioning in the Income Maintenance Units.
Monitoring deadlines and specified periods is an integral part of this position.
When work is not completed within required periods, deadlines not met, policy not applied, and programs not properly monitored, eligible applicants and recipients do not receive mandated services to which they are entitled.
This breakdown will result in local and state hearings by clients, actions brought against the agency by client advocacy groups and or legal aid, resulting in deterioration of the agency's integrity and credibility.
Financial sanctions are also possible against the county.
The county is subject to county charge backs as outlined in the Medicaid Medical Manual(s) for failure to process accurately and timely.
3.
Instructions Provided to Employee:
Instructions may be written or oral.
The Director or Deputy Director, as well as regional representatives for various programs may provide instruction.
Letters, memorandums, printouts, numerous articles, and all materials offer suggestions and instructions.
4.
Guides, Regulations, Policies and References Used by Employee:
There are many kinds of guides and resources used by Program Administrator in this position.
DHB Website, Public Assistance Manuals, Fraud Manuals, Personnel Manual, County Director's Letters, Memorandums, Reports, List Serve Messages, Terminal Messages, Printouts and Conferences.
New enhancements due to ongoing implementation of (NC FAST) North Carolina Families Accessing Services Through Technology which includes Learning Gateway, FAST Help, Job Aids, The Virtual Trainer, Weekly Communications and List Serve Messages.
References are used on a daily basis and are necessary for job performance.
This list is not inclusive.
In addition, agency regional and state personnel are available to assist and clarification for confirmation when needed.
5.
Supervision Received by Employee:
Administrator must prepare and participate in individual conference with the Deputy Director who assist in providing supervision for this position.
Conferences may be scheduled or unscheduled as needed.
If there are specific items to be addressed an agenda is submitted in advance.
Agenda items are usually resolved through oral discussion; however, written instructions are received according to Deputy Director's discretion and as needed.
6.
Variety and Purpose of Personal Contacts:
Program Administrator is in contact on a regular basis with the general public, community organizations, social and professional agencies.
Worker may also have contact with attorneys, senators, and or legislators seeking information.
The primary purpose of these contacts is to provide or gain information regarding social service programs, rules, regulations, and available services for other references.
7.
Physical Effort:
The physical requirements of this position are considered as sedentary work with occasional lifting up to 10 pounds.
Work involves sitting most of the time.
8.
Work Environment and Conditions:
Work is performed in a private office.
The office complies with state recommended standards for management office space.
Employee would be subject to potential harmful acts from dissatisfied and or mentally impaired clients when responding to requested staff assistance.
9.
Machines, Tools, Instruments, Equipment, and Materials Used:
Employee uses agency computer, copier, calculator, telephone, and scanner in order to perform duties.
10.
Visual Attention, Mental Concentration, and Manipulative Skills:
Close visual acuity is required to perform activities such as preparing and analyzing data, viewing computer terminal and reviewing reports, and correspondence.
Intense mental concentration is required in planning, developing and implementing strategies dealing with intense public relations areas, personnel counseling and disciplinary actions.
Worker must also be attuned to attitudes and behavior of clients and workers through close observation.
11.
Safety for Others:
Decisions are made daily by agency staff that affects the lives of clients.
The Income Maintenance Program Administrator is responsible for helping ensure that appropriate guidelines are in place and adequate training has been provided to assist staff in making critical decisions in situations that might prove to be harmful.
Worker keeps abreast of any accident and monitors to ensure that forms are completed and disbursed to proper administration for filing etc.
Administrator also takes corrective actions to avoid future accidents.
12.
Dynamics of Work:
This position requires Administrator to perform under constant stress and intense mental concentration.
Day to day performance includes problem solving.
Disciplinary problems of advanced nature are referred to the administrator along with recommended changes that would require adjustment in agency structure.
Worker is required to use good judgement in planning, organizing, monitoring, supporting and managing personnel on a day-to-day basis.
Worker must be able to effectively evaluate staff members in terms of attitude and performance in order to assess their potential for professional advancement.
In addition, confidentiality must be maintained by worker in this position for the protection of staff and clients.
Knowledges, Skills and Abilities Worker should have considerable knowledge of state and federal laws/policy and or be able to read and interpret.
Worker should be able to manage and direct activities of supervisors in a unit.
Worker should also be able to plan, document and present the needs of income maintenance programs to the community.
Worker must be able to practice good judgement, display a sense of fairness, be a good listener and be able to keep confidence.
It is imperative that the worker in this position be flexible, dependable, and able to maintain a positive attitude and most importantly, be able to interact with a variety of people from varied backgrounds.
Worker must be willing and able to perform under pressure and stress.
In addition, the worker must be able to function as part of a team as well as individually.
Desirable Education and Experience 1.
Required Minimum Training:
Two years of supervisory experience, at least one of which must have been in an income maintenance or services program, and preferably with one year of experience in an income maintenance program; or an equivalent combination of training and experience.
2.
Additional Training/
Experience:
Formal education only would not equip worker in this position to perform the required duties and responsibilities effectively.
Several years of experience in a local social services agency in eligibility programs should be required in addition to supervisory experience.
3.
Equivalent Training and
Experience:
In order for a worker to effectively perform the requirements and carry the responsibility of this position, only training and experience in a social services agency should be substituted for formal education.
IV.
License or Certification Required by Statute or Regulation:
A license or certification by statute is not required to perform duties of this position.
.
Estimated Salary: $20 to $28 per hour based on qualifications.
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