Senior Management Specialist
- Full-Time
- Austin, TX
- Health & Human Services Comm
- Posted 3 years ago – Accepting applications
Job Description
Program Specialist II
The DDS Senior Management Specialist is hired by, reports to and is accountable to the respective Senior Director for Disability Determination Services (DDS) Division i.e., Disability Policy & Program Support (DPPS), Disability Information Systems (DIS), Disability Determination Operations (DDO) and Disability Resource Management (DRM). Performs responsible complex program and support and/or technical program work.
Duties include: team leader, planning, guiding, managing, coordinating DDS program and administrative functions with knowledge to effectively address resolutions; performs complex office management work, to include the assimilation, interpretation and execution of SSA and DDS policy training; coordinating, reviewing and approving correspondence of individuals under the supervision of the Senior Director for DDS (SDDDS) and assisting the SDDDS to carry out DDS’ operational assignments related to both program and administrative functions; coordinating staff support services for contract workforce, preparing highly complex analytical and statistical reports using SSA templates and guidelines, develop and monitor administrative and programmatic workflow processes and provide concise reports and action plans to executive management; manage complex purchasing duties to include the knowledge and expertise of federal purchasing requirements, federal spending plans and the ability to manage, monitor and train on said requirements; training and implementation of state purchasing duties, responsible for both SSA and State property management and inventories for the SDDDS office; monitor, track and coordinate inquiries from Social Security Administration (SSA) to DDS and upon receipt of written and/or orally, explores the issue(s) and delineates the problem; coordinating with the Subject Matter Expert (SME) in the DDS to respond either verbally or in writing and preparing correspondence for signature by the SDDDS and DDS Administrator as appropriate; provides back up support, mentoring, coaching and team leader responsibilities to the respective Operation’s Director’s Units/Departments.
Work is performed under general supervision with moderate latitude for the use of initiative and independent judgment. Performs other duties as assigned and required to maintain the operation of the office of the SDDDS. May be required to work other than normal working hours as needed. Some travel may be required. DDS employees perform all business functions for SSA, using the federal SSA network and equipment. Homeland Security Presidential Directive (HSPD)-12 security clearance is required.
Essential Job Functions:
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.
Functions as the team lead for directorate level staff (Program Supervisors). Provides mentoring, coaching, guidance to assigned staff within Senior Director for DDS, i.e.: DPPS, DIS, DDO, DRM Office (SDDDS). Provides extensive training and oversight to assigned units/departments, etc., related to the DDS workaround for all human resource needs. Prepares,monitors and track responses to all “off line” human resource actions. As part of oversight, performs routine informal audits/reviews to insure the integrity of policy/procedural adherance. Develop and monitor programmatic and administrative workflow processes and action plans. Serves as overall program and administrative problem resolution expert for assigned units/departments/etc. Communicates with members of the DDS Senior and Executive management, SSA Regional Office Executive Officer’s, CAPPS, HHS-HR Stay back Staff, and contract vendors’ management staff to establish goals and meet critical deadlines.
Manages federal, state, local and agency information promulgation procedures for policy changes and uses independent judgment to collect and assess data and develop trend analysis. Using the trend analysis and best practices develops a corrective or implementation course of action for executive management. Coordinates the processing of sensitive inquiries, federal (SSA) regional office contacts, provider issues and resolutions insuring that appropriate and timely responses occur with updates to the SDDDS or DDS Administrator. Coordinates communication and other work activities with the Social Security Administration (SSA) Regional Office executive staff. Manages research projects (i.e.: SSA’s Disability Service Improvement Program, SSA’s spending and work year plans, SSA and DDS Management Information Systems, State HR services, Contract Management, etc.) and presents goals, benchmarks and adjustments of research projects to executive management of SSA and DDS.
Establishes standards for customer-focused communication and coordination within areas of responsibility and with all internal and external associates and customers.
Utilizes and manages highly complex tracking and electronic claimant system (SSA’s Case Management System); Utilizes DDS and HHS internal information technology systems.
Trains Directorate level staff (Program Supervisor) in both Programmatic and Administrative policy, procedures and inititiatives.
Performs inter-agency, intra-agency and federal agency liasion and coordination duties to assist the SDDDS and directorate offices with the functioning of the Division.
Manages and performs special projects.
Coordinates, arranges and facilitates the purchasing of DDS contract workforce support services. Conducts overview briefings of contract staff to include HR, payroll, time and attendance, DDS mission, roles and responsibilities and professional conduct expectations.
Knowledge Skills Abilities:
Knowledge of DDS Claimant Services Programs.
Knowledge of local, state, and federal laws relating to the Social Security Administration and the Disability Determination Services program.
Knowledge of public administration and management techniques.
Knowledge of program planning and implementation.
Skill in the utilization of software packages of Microsoft Office and other Federal and State (DDS) Department supported software. ie:, Case management system, SSA mail system, SSA inquiry stystem, People Soft, HHSAS.
Skill in applying effective leadership and management techniques in the oversight of work performance.
Skill in communicating effectively in writing and orally.
Skill in planning, organizing, prioritizing and coordinating work in an independent manner to achieve goals.
Skill in making decisions and solving problems.
Skill in developing systems, implementing systems and evaluating the effectiveness of systems to manage multiple priorities within time restraints.
Skill in interpreting HR policy and procedures as well as other SSA, DDS, & HHS polices and procedures.
Skill in applying purchasing practices and procedures.
Skill in compiling and preparing accurate reports from statistical or other types of technical information, and performing research and analyses.
Skill in office management and business communications.
Skill in developing and providing individual and/or group training.
Ability to evaluate statistical analysis processes and produce management reports.
Ability to utilize and interpret management information systems data.
Ability to establish and maintain effective working relationships with subordinates, management, other state agencies, national DDS and SSA office's, advocacy groups, service providers, coworkers, staff and others.
Ability to operate with high professional standards.
Ability to work under pressure.
Ability to maintain confidential information.
Ability to coordinate the work of others.
Ability to mentor and utilize adult learning techniques to implement training activities for others.
Registration or Licensure Requirements:
None
Initial Selection Criteria:
2 years experience in a field related to the agency program.
Graduation from an accredited four-year college or university with major course work in a field relevant to the assignment is generally preferred. Experience and education may be substituted for one another.
Exhibits a stable work history
Experience with program planning and implementation.
Experience with establishing and maintaining effective working relationships with subordinates, management, other state agencies, national DDS and SSA office's, advocacy groups, service providers, coworkers, staff and others.
Experience operating with high professional standards.
Experience working under pressure.
Additional Information:
Applicants may not have a history of substantiated fraudulent activity against HHSC or any programs it administers. Applicants who have a non-fraud overpayment with an outstanding balance must agree to repay the overpayment balance as a condition of employment.
Individuals selected for positions with the Disability Determination Service (DDS) will go through a complete federal background investigation. A suitability determination by the Social Security Administration is necessary to determine whether an employee can be issued credentials in order to have access to Social Security disability data, records, and systems. The job offer is contingent upon a full suitability clearance through SSA.
HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work. I-9 Form - Click here to download the I-9 form.
Applicants will be assessed through a panel interview.
Individuals with the same FJD may not apply.
This position occasionally requires work during the weekends, holidays, and before or after normal business hours.
Any employment offer is contingent upon available budgeted funds. The offered salary will be determined in accordance with budgetary limits, follow HHS salary administration policy and guidelines and based on the candidate's qualifications.
Requisition ID: 474332
MOS Code:
Note: There may be no military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position. All active duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position. For more information see the Texas State Auditor’s Military Crosswalk at http://www.hr.sao.state.tx.us/Compensation/JobDescriptions.aspx.
Apply to this Job
The DDS Senior Management Specialist is hired by, reports to and is accountable to the respective Senior Director for Disability Determination Services (DDS) Division i.e., Disability Policy & Program Support (DPPS), Disability Information Systems (DIS), Disability Determination Operations (DDO) and Disability Resource Management (DRM). Performs responsible complex program and support and/or technical program work.
Duties include: team leader, planning, guiding, managing, coordinating DDS program and administrative functions with knowledge to effectively address resolutions; performs complex office management work, to include the assimilation, interpretation and execution of SSA and DDS policy training; coordinating, reviewing and approving correspondence of individuals under the supervision of the Senior Director for DDS (SDDDS) and assisting the SDDDS to carry out DDS’ operational assignments related to both program and administrative functions; coordinating staff support services for contract workforce, preparing highly complex analytical and statistical reports using SSA templates and guidelines, develop and monitor administrative and programmatic workflow processes and provide concise reports and action plans to executive management; manage complex purchasing duties to include the knowledge and expertise of federal purchasing requirements, federal spending plans and the ability to manage, monitor and train on said requirements; training and implementation of state purchasing duties, responsible for both SSA and State property management and inventories for the SDDDS office; monitor, track and coordinate inquiries from Social Security Administration (SSA) to DDS and upon receipt of written and/or orally, explores the issue(s) and delineates the problem; coordinating with the Subject Matter Expert (SME) in the DDS to respond either verbally or in writing and preparing correspondence for signature by the SDDDS and DDS Administrator as appropriate; provides back up support, mentoring, coaching and team leader responsibilities to the respective Operation’s Director’s Units/Departments.
Work is performed under general supervision with moderate latitude for the use of initiative and independent judgment. Performs other duties as assigned and required to maintain the operation of the office of the SDDDS. May be required to work other than normal working hours as needed. Some travel may be required. DDS employees perform all business functions for SSA, using the federal SSA network and equipment. Homeland Security Presidential Directive (HSPD)-12 security clearance is required.
Essential Job Functions:
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.
Functions as the team lead for directorate level staff (Program Supervisors). Provides mentoring, coaching, guidance to assigned staff within Senior Director for DDS, i.e.: DPPS, DIS, DDO, DRM Office (SDDDS). Provides extensive training and oversight to assigned units/departments, etc., related to the DDS workaround for all human resource needs. Prepares,monitors and track responses to all “off line” human resource actions. As part of oversight, performs routine informal audits/reviews to insure the integrity of policy/procedural adherance. Develop and monitor programmatic and administrative workflow processes and action plans. Serves as overall program and administrative problem resolution expert for assigned units/departments/etc. Communicates with members of the DDS Senior and Executive management, SSA Regional Office Executive Officer’s, CAPPS, HHS-HR Stay back Staff, and contract vendors’ management staff to establish goals and meet critical deadlines.
Manages federal, state, local and agency information promulgation procedures for policy changes and uses independent judgment to collect and assess data and develop trend analysis. Using the trend analysis and best practices develops a corrective or implementation course of action for executive management. Coordinates the processing of sensitive inquiries, federal (SSA) regional office contacts, provider issues and resolutions insuring that appropriate and timely responses occur with updates to the SDDDS or DDS Administrator. Coordinates communication and other work activities with the Social Security Administration (SSA) Regional Office executive staff. Manages research projects (i.e.: SSA’s Disability Service Improvement Program, SSA’s spending and work year plans, SSA and DDS Management Information Systems, State HR services, Contract Management, etc.) and presents goals, benchmarks and adjustments of research projects to executive management of SSA and DDS.
Establishes standards for customer-focused communication and coordination within areas of responsibility and with all internal and external associates and customers.
Utilizes and manages highly complex tracking and electronic claimant system (SSA’s Case Management System); Utilizes DDS and HHS internal information technology systems.
Trains Directorate level staff (Program Supervisor) in both Programmatic and Administrative policy, procedures and inititiatives.
Performs inter-agency, intra-agency and federal agency liasion and coordination duties to assist the SDDDS and directorate offices with the functioning of the Division.
Manages and performs special projects.
Coordinates, arranges and facilitates the purchasing of DDS contract workforce support services. Conducts overview briefings of contract staff to include HR, payroll, time and attendance, DDS mission, roles and responsibilities and professional conduct expectations.
Knowledge Skills Abilities:
Knowledge of DDS Claimant Services Programs.
Knowledge of local, state, and federal laws relating to the Social Security Administration and the Disability Determination Services program.
Knowledge of public administration and management techniques.
Knowledge of program planning and implementation.
Skill in the utilization of software packages of Microsoft Office and other Federal and State (DDS) Department supported software. ie:, Case management system, SSA mail system, SSA inquiry stystem, People Soft, HHSAS.
Skill in applying effective leadership and management techniques in the oversight of work performance.
Skill in communicating effectively in writing and orally.
Skill in planning, organizing, prioritizing and coordinating work in an independent manner to achieve goals.
Skill in making decisions and solving problems.
Skill in developing systems, implementing systems and evaluating the effectiveness of systems to manage multiple priorities within time restraints.
Skill in interpreting HR policy and procedures as well as other SSA, DDS, & HHS polices and procedures.
Skill in applying purchasing practices and procedures.
Skill in compiling and preparing accurate reports from statistical or other types of technical information, and performing research and analyses.
Skill in office management and business communications.
Skill in developing and providing individual and/or group training.
Ability to evaluate statistical analysis processes and produce management reports.
Ability to utilize and interpret management information systems data.
Ability to establish and maintain effective working relationships with subordinates, management, other state agencies, national DDS and SSA office's, advocacy groups, service providers, coworkers, staff and others.
Ability to operate with high professional standards.
Ability to work under pressure.
Ability to maintain confidential information.
Ability to coordinate the work of others.
Ability to mentor and utilize adult learning techniques to implement training activities for others.
Registration or Licensure Requirements:
None
Initial Selection Criteria:
2 years experience in a field related to the agency program.
Graduation from an accredited four-year college or university with major course work in a field relevant to the assignment is generally preferred. Experience and education may be substituted for one another.
Exhibits a stable work history
Experience with program planning and implementation.
Experience with establishing and maintaining effective working relationships with subordinates, management, other state agencies, national DDS and SSA office's, advocacy groups, service providers, coworkers, staff and others.
Experience operating with high professional standards.
Experience working under pressure.
Additional Information:
Applicants may not have a history of substantiated fraudulent activity against HHSC or any programs it administers. Applicants who have a non-fraud overpayment with an outstanding balance must agree to repay the overpayment balance as a condition of employment.
Individuals selected for positions with the Disability Determination Service (DDS) will go through a complete federal background investigation. A suitability determination by the Social Security Administration is necessary to determine whether an employee can be issued credentials in order to have access to Social Security disability data, records, and systems. The job offer is contingent upon a full suitability clearance through SSA.
HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work. I-9 Form - Click here to download the I-9 form.
Applicants will be assessed through a panel interview.
Individuals with the same FJD may not apply.
This position occasionally requires work during the weekends, holidays, and before or after normal business hours.
Any employment offer is contingent upon available budgeted funds. The offered salary will be determined in accordance with budgetary limits, follow HHS salary administration policy and guidelines and based on the candidate's qualifications.
Requisition ID: 474332
MOS Code:
Note: There may be no military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position. All active duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position. For more information see the Texas State Auditor’s Military Crosswalk at http://www.hr.sao.state.tx.us/Compensation/JobDescriptions.aspx.
HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.
I-9 Form - Click here to download the I-9 form.
In compliance with the Americans with Disabilities Act (ADA), HHS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.