Background Check Specialist

TX-HHSC-DSHS-DFPS • New Braunfels, TX

2d • Onsite

About The Position

The Program Specialist V with the Child Care Regulation (CCR) Centralized Background Check Unit (CBCU) performs a variety of advanced technical, training, research, planning, assessment, and consultative activities involving the assessment, development and advancement of the program and program staff. This position provides technical and consultative assistance to other program staff, government agencies, community organizations and the public. This position thoroughly reviews, analyzes and researches, the varying out-of-state background check processes. This position requires critical thinking, decision-making skills and the ability to independently analyze and assess out-of-state information to ensure CBCU’s internal processes are accurate, current and in compliance with federal and state statutes, minimum standards, policies and procedures. This position serves as a mentor and lead worker to support management and peers by providing training, direction, consultation, and guidance to internal and external stakeholders.

Requirements

• Knowledge of local, state, and federal laws and rules related the regulation of childcare and out-of-state background checks.
• Knowledge of program processes and policies.
• Skill in establishing and maintaining effective working relationships, both internally and externally.
• Skill in identifying measures or indicators of program and individual performance.
• Skill in multi-tasking, prioritizing, and organizing.
• Skill in assessing risk as it pertains to children in various settings.
• Skill in problem solving and critical thinking.
• Skill in effective verbal and written communication.
• Skill in providing direction and guidance to others.
• Ability to analyze out-of-state background check records.
• Ability to take initiative and work independently in a fast-paced environment.
• Ability to research and analyze data from different sources.
• Ability to effectively handle multiple assignments and adapt in a dynamic environment.
• Ability to understand new information effectively and quickly.
• Ability to identify gaps and program needs and devise solutions to identified issues.
• Ability to patiently train and mentor peers and adjust training techniques based on individual learning styles.
• Ability to operate office equipment including computers, phones, fax machines, copiers, scanners, and printers.
• Ability to operate word processing software, such as Outlook, Excel, Word, SharePoint and other computer applications.
• Graduation from an accredited four-year college or university.
• Three years full-time work which must include at least one year with the following: developing or implementing policies and processes for employment-related background checks or conducting risk and safety assessments for a child-care or social services setting.
• Experience in the Child Care Regulation Centralized Background Check Unit is required.

Nice To Haves

• Graduate degree may be substituted for the required experience, with a maximum substitution of two years.
• Experience in mentoring and/or leading peers is preferred.

Responsibilities

• Serves as a mentor responsible for supporting peers and new staff.
• Monitors and analyzes performance reports and data for the program and mentees and conducts reviews to determine the mentee's compliance in carrying out out-of-state background check tasks according to program policies and procedures, statutes, and rules.
• Assesses out-of-state information to recommend corrections and changes to processes and procedures.
• Conducts training and coordinates with the trainee and manager to discuss training progress and development or training needs.
• Uses feedback and observations gathered while leading and training others to analyze program trends and variations in application of program policies.
• Identifies program needs or gaps, develop plans and recommendations to improve program initiatives and resolve operational problems.
• Coordinates with the professional development division to adjust training modules as needed.
• Assists in reviewing out-of-state background check documents for completeness and accuracy, provides direction on complicated out-of-state background checks, and facilitates out-of-state background check consultations with other departments.
• Provides high level advice, support, and counsel through interpreting policies and procedures, rules, regulations, and standards related to the CCR program.
• Collects, organizes, and prepares program materials for requests for program information in partnership with leadership to provide comprehensive and detailed information to stakeholders.
• Monitors program performance reports to determine statistics and identify trends in performance to resolve operational problems and process gaps, identify and share business needs or program gaps and recommend improvements that align with agency goals to resolve issues.
• Completes user acceptance testing during technology projects related to background checks, performs special research projects, and prepares reports with findings.
• Serves as a subject matter expert to assist in the planning and development of program policies and procedures outlined in internal manuals and collaborate with program staff to implement the procedures within the program in accordance with program objectives and goals.
• Assists internal and external stakeholders with understanding out-of-state background checks and provides technical assistance to resolve problems.
• Consults with stakeholders during the out-of-state background check process by providing technical assistance, resources, information, and interpretation of policies, procedures, rules, regulations, and minimum standards, troubleshooting background check issues, and providing counsel and guidance to applicants on completing the background check process and obtaining documentation to resolve their background check.
• Regularly engages with community providers to increase knowledge and understanding of the program and market the program to encourage interest and support.
• Consults with various stakeholders to resolve problems, identify training gaps and needs, and determine program effectiveness.
• Provides guidance and conducts trainings to other program staff on the integration of new or revised policies and procedures and how it relates to the program and processes.
• Maintains program policies, procedures, and standards in accordance with program objectives and goals as required in the Workload Management System (WMS) application and the Out-of-State Resource Guide.
• Regularly researches, validates, and completes workflow updates for accurate and efficient processing of out-of-state background checks.
• Reviews, approves, and completes change requests required to the internal and external out-of-state resource guides as well as the WMS.
• Develop and maintain job aides and resources.
• Collaborates with management and CCR data analyst to troubleshoot systematic errors in the WMS.
• Identifies and prioritizes business needs, ensuring alignment with agency goals.
• Handles sensitive and confidential information and meets required timeframes.
• Reviews functions, tasks and documentation completed by program staff in other areas to ensure the accurate interpretation of out-of-state background check rules, laws and policies.
• Identifies and escalates areas of concern where other program staff do not accurately apply rules or where citations for out-of-state background checks may be warranted.
• Provides guidance to the monitoring program when reviewing out-of-state background checks.
• Maintains a workload to ensure out-of-state background check tasks and functions are completed timely in accordance with statutes, rules, policies, and procedures.
• Resolves out-of-state background checks to ensure a valid eligibility status is issued within the required time frame.
• Conducts research to locate records that contribute to the assessment of the out-of-state background check.
• Attends meetings and trainings as required.
• Performs other duties as required to maintain operations which includes providing coverage and support to peers and supporting management by monitoring workloads and assignments as needed.

Benefits

• comprehensive benefits package includes 100% paid employee health insurance for full-time eligible employees
• defined benefit pension plan
• generous time off benefits
• numerous opportunities for career advancement

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level