INTELLECTUAL AND DEVELOPMENTAL DISABILITIES PROGRAM SPECIALIST 3 - 02042025-65116

Job Information

LOCATION OF (1) POSITION(S) TO BE FILLED: DEPARTMENT OF DISABILITY AND AGING (DDA), ADMINISTRATION DIVISION, SHELBY COUNTY

This position requires a criminal background check. Therefore, you may be required to provide information about your criminal history in order to be considered for this position.

For more information, visit the link below:
https://www.tn.gov/content/dam/tn/disability-and-aging/documents/about-us/work-with-dda/Hyperlink DDA Job Flyer- Program Specialist 3.pdf

This position may be eligible for a remote/hybrid work schedule.

Qualifications

Education and Experience: Graduation from an accredited college or university with a bachelor's degree in special education, education, rehabilitation or therapeutic health, nursing, sociology, social work, or any behavioral science field and experience equivalent to two years of working with persons with disabilities and/or mental health work.

Substitution of Education for Experience: Additional graduate coursework in special education, rehabilitation or therapeutic health, nursing, sociology, social work, or any behavioral science field may be substituted for the required experience on a year-for-year basis to a maximum of one year.

Substitution of Experience for Education: Qualifying professional developmental disabilities or mental health work may substitute for the required education on a year-for-year basis to a maximum of four years.

OR

Education and Experience: Graduation from an accredited college or university with a bachelor's degree and experience equivalent to three years of working with persons with disabilities and/or mental health work.

OR

Education and Experience: Graduation from an accredited college or university with a bachelor's degree and completion of an internship with the Department of Disability and Aging.

Necessary Special Qualifications: A valid driver's license may be required for some positions.

Examination Method: Education and Experience, 100%, for Preferred Service positions.

Overview

Summary: Under general supervision, is responsible for professional intellectual and developmental disabilities staff advisory and coordinative work of considerable difficulty and/or supervisory work of average difficulty; and performs related work as required.

Distinguishing Features: This is the highest class in the IDD Program Specialist sub-series. An employee in this class supervises professional staff and/or performs intellectual and developmental disabilities program work of considerable scope and complexity. An employee may be assigned to the central or a regional office or to a developmental facility where the individual independently or through professional employees provides technical assistance to program providers, monitors program compliance, gathers and disseminates information, and/or performs other functions relating to intellectual and developmental disabilities program administration. This class differs from IDD Program Specialist 2 in that an incumbent of the latter performs at the working level.

Responsibilities

Getting Information:

1. Interviews persons served, families, clinicians, agencies, and staff for reporting and reviewing services and supports to determine cause and effect.
2. Gathers information from persons served, agencies, families, documentation, clinicians, and staff to develop/review a plan for services needed.
3. Gathers information from persons served, agencies, families, documentation, clinicians, and staff to provide technical assistance to contracted agencies.
4. Interviews persons served, families, clinicians, agencies, and staff for possible initiation/changes to services needed and received.

Monitor Processes, Materials, or Surroundings:

1. Monitors services as it relates to ICFID, quality assurance standards, state/federal/provider policies, and basic assurance measures through Council on Quality and Leadership (CQL).
2. Monitors data, documentation, and implementation of the Individual Support Plan (ISP) and other formal plans for persons served.
3. Reviews documentation from billed services to determine agency compliance for reimbursement.
4. Monitors grant monies to be utilized for family supports.

Identifying Objects, Actions, and Events:

1. Identifies the need to refer for under reporting audit through risk management.
2. Recognizes differences of services provided versus services billed.

Inspecting Equipment, Structures, or Material:

1. Inspects materials and equipment to promote health and safety measures.
2. Inspects service sites and environment to maintain safety measures.

Judging the Qualities of Things, Services, or People:

1. Reviews ISP's, person centered programs, and assessments to determine trends, strengths and weaknesses of services and supports provided.
2. Develops and implements family satisfaction surveys to identify weaknesses and gaps for improvement of services.

Processing Information:

1. Compiles reports for senior management and shares recommendations with relative staff.
2. Audits information in ISP's for coding, calculating, and entering into service authorization database.
3. Verifies information and data for incident reporting.
4. Verifies services and supports relative to compliance standards.

Evaluating Information to Determine Compliance with Standards:

1. Reviews documentation to determine compliance with departmental/ICFID regulations.
2. Reviews documentation to determine if requested services meet waiver definitions and protocols.

Analyzing Data or Information:

1. Identifies the underlying principles, reasons, or facts by breaking down information or data into separate parts for
2. Determining trends and system strengths or weaknesses.

Making Decision and Solving Problems:

1. Analyzes and evaluates information to determine systemic and individual process recommendations toward resolution.

Updating and Using Relevant Knowledge:

2. Keeps up-to-date on all relevant state databases, policy changes, training, and shares knowledge with others.

Developing Objectives and Strategies:

3. Creates objectives and strategies to promote efficiency, develop partnerships, and improve service delivery.
4. Creates outcomes and action steps for people supported in departmental and ICF programs.

Scheduling Work and Activities:

1. Schedules and conducts meetings, focus reviews, presentations, training, and interviews.

Organizing, Planning, and Prioritizing Work:

2. Prioritizes activities to insure approved data are entered according to designated cut-off dates.
3. Prioritizes requests for information and submits by due date.
4. Coordinates activities related to job functions and completes tasks within the designated time frames.

Operating Vehicles, Mechanized Devices, or Equipment:

1. Uses state or personal vehicles according to internal operating guidelines or policies.

Interacting With Computers:

1. Enters data and processes information into statewide developed databases and reviews for accuracy as needed.

Documenting/Recording Information:

1. Documents and maintains any and all information relative to departmental service delivery.

Interpreting the Meaning of Information for Others:

1. Conveys accurate information to stakeholders to comply with current departmental standards and practices.

Communicating with Supervisors, Peers, or Subordinates:

1. Maintains open lines of communication with supervisors and co-workers by telephone, written form, e-mail, or in person.

Communicating with Persons Outside the Organization:

1. Maintains open lines of communication with people served, contracted providers, outside agencies, other state agencies, families, conservators, other stakeholders, and customers by telephone, written form, e-mail, or in person while complying with state and federal guidelines.

Establishing and Maintaining Interpersonal Relationships:

1. Develops constructive and cooperative working relationships with others while remaining customer focused.

Resolving Conflicts and Negotiating with Others:

1. Resolves complaints, grievances, and conflicts or refers to appropriate supervisory staff or unit.

Developing and Building Teams:

1. Builds mutual trust, respect, and cooperation among team members.

Guiding, Directing, and Motivating Subordinates:

1. Provides guidance and direction to subordinates if applicable, to include setting performance standards and monitoring performance.

Provide Consultation and Advice to Others:

1. Shares knowledge and skills related to state/federal standards and departmental requirements.

Performing Administrative Activities:

1. Performs day-to-day administrative tasks such as maintaining files and processing paperwork.

Monitoring and Controlling Resources:

1. Manages and monitors services and supports to remain within required budgetary guidelines as applicable.

Competencies (KSA's)

Competencies:

1. Decision Quality
2. Problem Solving
3. Organizing
4. Developing Direct Reports and Others
5. Conflict Management
6. Confronting Direct Reports
7. Action Oriented
8. Organizational Agility
9. Customer Focus
10. Ethics and Values

Knowledge:

1. Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.
2. Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.
3. Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
4. Knowledge of the structure and content of language including the meaning and spelling of words, rules of composition, and grammar.
5. Knowledge of laws, legal codes, court procedures, precedents, government regulations, executive orders, agency rules, and the democratic political process.
6. Knowledge of arithmetic and its application.
7. Knowledge of human behavior and performance; individual differences in ability, personality, and interests; learning and motivation; psychological research methods; and the assessment and treatment of behavioral and affective disorders.
8. Knowledge of group behavior and dynamics, societal trends and influences, human migrations, ethnicity, cultures and their history and origins.

Skills:

1. Understanding the implications of new information for both current and future problem-solving and decision-making.
2. Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
3. Using mathematics to solve problems.
4. Monitoring/assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.
5. Understanding written sentences and paragraphs in work related documents.
6. Talking to others to convey information effectively.
7. Communicating effectively in writing as appropriate for the needs of the audience.
8. Teaching others how to do something.
9. Actively looking for ways to help people.
10. Being aware of others' reactions and understanding why they react as they do.
11. Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions.
12. Conducting tests and inspections of products, services, or processes to evaluate quality or performance.
13. Determining causes of operating errors and deciding what to do about it.
14. Considering the relative costs and benefits of potential actions to choose the most appropriate one.
15. Determining how a system should work and how changes in conditions, operations, and the environment will affect outcomes.
16. Identifying measures or indicators of system performance and the actions needed to improve or correct performance, relative to the goals of the system.
17. Motivating, developing, and directing people as they work, identifying the best people for the job.
18. Managing one's own time and the time of others.

Abilities:

1. The ability to apply general rules to specific problems to produce answers that make sense.
2. The ability to identify or detect a known pattern (a figure, object, word, or sound) that is hidden in other distracting material.
3. The ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
4. The ability to remember information such as words, numbers, pictures, and procedures.
5. The ability to add, subtract, multiply, or divide quickly and correctly.
6. The ability to listen to and understand information and ideas presented through spoken words and sentences.
7. The ability to communicate information and ideas in speaking so others will understand.
8. The ability to quickly and accurately compare similarities and differences among sets of letters, numbers, objects, pictures, or patterns. The things to be compared may be presented at the same time or one after the other. This ability also includes comparing a presented object with a remembered object.
9. The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.
10. The ability to quickly make sense of, combine, and organize information into meaningful patterns.
11. The ability to shift back and forth between two or more activities or sources of information (such as speech, sounds, touch, or other sources).
12. The ability to read and understand information and ideas presented in writing.
13. The ability to communicate information and ideas in writing so others will understand.

Tools & Equipment

1. Personal Computer
2. Telephone
3. Fax Machine
4. Printer
5. Calculator
6. Copy Machine