PROGRAM MONITOR 2 - 12102024-63906

Job Information

State of Tennessee Job Information

LOCATION OF (1) POSITION(S) TO BE FILLED: DEPARTMENT OF CHILDREN'S SERVICES, ADMINISTRATION DIVISION, KNOX COUNTY

Qualifications

1. All positions in this class require travel. An applicant for this class must be willing to travel to be considered for a position in this class;
2. Possess a valid driver's license if driving is an essential function of the position.

Overview

Responsibilities

1. Writes narrative and detailed observations, conclusions, findings, concerns, and recommendations relevant to the program to increase productivity and effectiveness.
2. Reviews and analyzes applicable documentation while on-site to verify compliance with program standards.
3. Prepares reports to document results of monitoring activities.
4. Collects and compiles pertinent data relating to service delivery prior to on-site visits to facilitate the review process.

1. Determines if a program has achieved stated results and outcomes in the contract or grant agreement.
2. Determines the extent to which the contract agency has achieved compliance with established standards.
3. Reviews and monitors implementation of agency/contractor corrective action plan to ensure compliance.

1. Conducts monitoring of contracted agency services to ensure compliance with policies and procedures.

1. Writes formal reports with detailed findings, justification for findings, and corrective action to provide a formal record for the department and to communicate findings with all parties.
2. Summarizes reports and displays data timely and accurately to contribute to management decision-making.
3. Collects, tracks, and analyzes data from the contract agencies to identify trends.

1. Compares documentation against established standards to determine compliance.

1. Compares reports against existing records to assure completeness and accuracy of program operations.
2. Compares documents, including contracts, leases, and other pertinent records to identify omissions and discrepancies in program operations.
3. Identifies areas that need to be monitored based on contract requirements, complaints received, previous compliance findings, and other pertinent information to ensure compliance with departmental policies and state and federal laws.
4. Monitors to ensure compliance of program policies and procedures and applicable state and federal laws of the contract or grant agreement.
5. Reviews licensing evaluator's documentation of on-site visits to ensure compliance with departmental policies and procedures.

1. Remains up to date on new policies and procedures as they are implemented in order to ensure current standards are being met.

1. Explains departmental policies and procedures, interprets rules and regulations to internal and external customers to ensure consistency of information.
2. Clarifies any questions or concerns pertaining to compliance to inform and interpret the meaning of information for providers and departmental management.

1. Determines if the activities of a program are allowed under particular program regulations, laws and provisions of the contract or grant agreement, and if the program goals, objectives and strategies are being met.
2. Determines compliance with state and federal laws, and any other specific program policies, procedures and performance standards.
3. Tests compliance of allowed and unallowed program activities, Civil Rights, eligibility, and other applicable program areas to ensure all requirements are met according to state and federal law.
4. Determines if program benefit amounts provided to, or on behalf of eligible participants, are calculated in accordance with program requirements and in compliance with state and federal law.
5. Examines staff/client ratio, equipment inventories, business services, and other evidence to verify the contract requirements are met for program operations.
6. Determines if program participants were eligible under applicable eligibility guidelines.
7. Reviews relevant Civil Rights policies and procedures for program compliance.
8. Identifies ratios and trends about program deliverables and business operations that may warrant a finding of non-compliance.

1. Ensures that information collected during the review is supported and documented in work papers and reports.

1. Provides consultation to contract agencies to guarantee compliance with state law and reviews corrective action plans.

1. Discusses program observations, report findings and recommendations with agency management to inform them of required corrective action.
2. Reports results of program review which may include findings, observations, and recommendations for program improvements in an effort to ensure compliance.
3. Discusses pertinent components of the monitoring activities including planning, data collection, monitoring techniques, and communication among agency staff, contractors, clients and local officials to facilitate the review process.
4. Interviews agency personnel and clients to obtain information applicable to the monitoring process.
5. Conducts conferences with contract agency representatives to define the scope of the review and the procedures which will be followed for the on-site visit.

1. Assures that the data collected by entry level staff is documented to ensure the findings, concerns, recommendations, and conclusions are supported.

1. Discusses findings and effectiveness of the program with monitoring staff to provide information that can be used to make changes and improvements to the monitoring process.
2. Reviews supporting documentation and discusses program monitoring with supervisors and peers to ensure established policies and procedures are followed.
3. Identifies improvements in the monitoring process to increase productivity and efficiency.
4. Discusses report recommendations with management to inform them of suggested improvements and program observations.

1. Leads review process by identifying team members and delegating tasks to facilitate review.

1. Obtains contract agencies responses to questions about operations, staffing patterns, and how services are delivered to gather information for monitoring purposes.
2. Obtains reports about monitoring activities for a specified time period in order to monitor compliance.

1. Operates computer hardware and software, scanners, and other equipment to complete reports, document collective data, and to communicate with others to capture and maintain program information.

1. Schedules and coordinates reviews to manage and prioritize workflow.

1. Develops and maintains respectful working relationships to promote mutual trust and cooperation among team members and vendors.

1. Prepares written correspondence to provide information to staff and customers to comply with state and federal laws.
2. Ensures work paper files are maintained so that information is easily located.
3. Prepares time and travel reports in a timely manner through designated computer systems to ensure accurate recording.

1. Determines mileage and travel costs to efficiently manage time and resources.

1. Schedules agency site visits based on site locations, agency hours of operation, and other project conditions to ensure programs are monitored according to policy.

1. Operates state/personal vehicles to conduct required observations to ensure compliance as required by state law.

Competencies (KSA's)

1. Administration and Management
2. Clerical
3. Communication and Media
4. Computer and Electronic Software
5. Customer and Personal Service
6. Economics and Accounting
7. Education and Training
8. Law and Government
9. Mathematics

1. Active Learning
2. Active Listening
3. Critical Thinking
4. Learning Strategies
5. Mathematics
6. Monitoring
7. Reading Comprehension
8. Speaking
9. Writing
10. Coordination
11. Instructing
12. Negotiation
13. Service Orientation
14. Social Perceptiveness
15. Complex Problem Solving
16. Quality Control Analysis
17. Troubleshooting
18. Judgment and Decision Making
19. Systems Evaluation
20. Time Management

1. Deductive Reasoning
2. Flexibility of Closure
3. Fluency of Ideas
4. Inductive Reasoning
5. Information Ordering
6. Mathematical Reasoning
7. Memorization
8. Number Facility
9. Oral Comprehension
10. Oral Expression
11. Originality
12. Perceptual Speed
13. Problem Sensitivity
14. Selective Attention
15. Spatial Orientation
16. Speed of Closure
17. Time Sharing
18. Written Comprehension
19. Written Expression
20. Auditory Attention
21. Speech Clarity
22. Speech Recognition

Tools & Equipment

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.