Program Specialist IV

TX-HHSC-DSHS-DFPS • Austin, TX

1d • Hybrid

About The Position

Works independently under the general direction of the Immunization Unit Operations Group Manager. Performs highly complex, senior level consultative services and technical assistance work. Plans, develops, and implements programmatic work related to Immunization Unit contracts. Provides consultative services and technical assistance to Public Health Region Immunization Program Managers and contractors to ensure contract requirements are clear and complied with. Coordinates programmatic pieces of contracts and requests for proposals. Monitors contractors for compliance with contracts. Coordinates activities with the Contract Management Section and Procurement and Contracting Services. Assists in the planning, coordinating, and monitoring of cooperative agreement/grant related activities and monitoring expenditures associated with the cooperative agreement/grant. Works on special projects as directed by the Immunization Unit Director or Operations Group Manager. Works under minimal supervision with considerable latitude for the use of initiative and independent judgment.

Requirements

• Knowledge of immunization program and essential public health services.
• Knowledge of state and federal laws, regulations, policies, procedures, and/or processes relating to contracts administration, payment, and accounting.
• Knowledge of public administration and management techniques.
• Knowledge of contracts, policies, and procedures.
• Knowledge of data analysis, program planning, and implementation.
• Skill in developing measures or indicators of program performance, problem solving techniques, and procedures to monitor and evaluate progress.
• Skill in contract development and monitoring.
• Skill in using personal computer application software such as Microsoft Office applications (e.g., Outlook, Word, Excel, Teams, and Access) or similar programs.
• Skill in written and oral communication, including the ability to make public presentations and write technical information in an understandable format.
• Ability to devise solutions to problems.
• Ability to interpret legal documents such as contracts.
• Ability to develop, research, interpret, and evaluate policies and procedures.
• Ability to research, assemble, correlate, and analyze facts and data.
• Ability to prepare concise reports.
• Ability to assess and manage priorities and meet deadlines.
• Ability to effectively work with individuals, groups, and stakeholders.
• Ability to communicate effectively.
• Graduation with a bachelor’s degree from an accredited four-year college or university.
• Professional experience in contract or grant development, contract or grant management, contract or grant monitoring, or evaluation work.
• Valid driver’s license.

Responsibilities

• Provides advanced, complex consultative services and technical assistance to Public Health Regions (PHR), local health departments (LHD), Federally Qualified Health Centers (FQHC), and other contractors for reimbursements approvals and reconciles amount invoiced against contract amounts.
• Assists with financial and programmatic language for contracts and requests for proposals in coordination with the appropriate Immunization Unit program area with input from stakeholders.
• Works closely with Contract Management Section (CMS) and operations financial team to monitor awarded amount against reimbursement requests to ensure reimbursement requests are not over approved contract amount.
• Review reimbursements request to ensure items are within the approved contract for each entity’s agreement.
• Provides guidance to staff in the development and integration of new contract purchase orders encumbrances and payment process documentation as they are implemented.
• Consults with PHRs, LHDs, FQHCs, and Immunization Unit staff to plan and implement effective programs and services and to ensure consistency statewide.
• Conducts all work related to contracting as assigned by the Operations Group Manager and the Contracts and Grants Team Leader, and CMS.
• Develops performance measures and review criteria.
• Develops statements of work for contractors.
• Working with Immunization Unit subject-matter experts (SMEs), develops work plans for some contractors.
• Serves as a subject matter expert for Immunization Unit contracts.
• May plan and present at statewide technical assistance meetings.
• Documents standard operating procedures related to contracts.
• Oversees and conducts reviews to determine contractor compliance with contracts reimbursement requests are reconciled.
• May conduct contractor compliance reviews (including on-site reviews).
• Provides technical assistance to Public Health Regions for contractor compliance reviews.
• Oversees the completion of required contractor performance reports and ensures that information is communicated to contractors for quality improvement.
• Reviews contractor vouchers and monitors contract expenditures on a monthly basis.
• Recommends appropriate changes and actions based on contractor performance monitoring and reviews.
• Works with Immunization Unit SMEs and Public Health Regions to identify and resolve problems related to contracts.
• Develops and updates policy and procedure manuals, develops standard operating procedures, develops reports for contractors and for program use, and develops evaluation and other tools related to Immunization Unit contracts.
• Develops evaluation techniques and tools for monitoring contractor compliance and the delivery of immunization services.
• Conducts reviews to ensure compliance with laws, regulations, policies, and procedures.
• Analyzes operations and makes appropriate recommendations for improvement.
• Organizes, analyzes, and reports data related to contracts using Microsoft Outlook, Word, Excel, Teams, and Access.
• Evaluates findings from across the state, reviews and evaluates information on service delivery systems and activities, identifies gaps in resources, and recommends improvements.
• Works with contractors, PHR staff, Immunization Unit SMEs, and CMS to develop action plans for improvement.
• Working with the Immunization Unit Operations Group Manager, the Contracts and Grants Team Leader, and the CDC Public Health Advisors, assists in the development, management, and monitoring of immunization cooperative agreements PO encumbrances and expended amounts and other administrative grants tasks as assigned.
• May assist with creating performance measures and targets; preparing budget justifications; developing work plans, goals, objectives, and activities; testing new procedures for efficient reviews, summaries, and tracking procedures; developing supporting documentation required for the cooperative agreement/grants; coordinating and tracking the development, review, completion, and submission of required cooperative agreement/grant reports, including the Mid-Year and Annual Reports; tracking progress toward performance measures and other deliverables; tracking grant budget expenditures; and collecting and analyzing performance measure, deliverable, budget, and other data related to grants for tracking purposes and process improvement.
• Other duties as assigned that relate to contracts and monitoring of contractors.
• Makes presentations related to contracting and other duties of the Immunization Business Operations, Grants, and Policy Unit.
• Performs other duties as assigned, including but not limited to actively participating and/or serving in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location.

Benefits

• DSHS offers insurance coverage and other benefits available through the State of Texas Group Benefits Plan administered by the Employee Retirement System of Texas (ERS).

What This Job Offers

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