Program Supervisor

Arizona Department of Administration•Phoenix, AZ

13d•$71,500•Onsite

About The Position

Under the direction of the Program Administrator, the Service Approval Supervisor leads the operations, coordination, and performance of the Service Approval Unit, ensuring the delivery of timely, accurate, and high-quality work. The role requires close collaboration with Placement Administration, service providers, the Payment Processing Unit, field staff, and community partners. The supervisor is responsible for managing staff performance and operations, including approving leave, ensuring adequate staffing coverage, completing performance evaluations, and addressing personnel matters. This position leads efforts to standardize practices to improve accuracy and enhance operational effectiveness in the processing of out-of-home service approvals. The position also provides support to the Service Referral Units as needed.

Requirements

Knowledge of Federal and State Laws and statutes governing contractual agreements
Knowledge of Federal and State funding rules and regulations
Knowledge of Fundamentals of budget development and expenditure controls
Knowledge of Community resources available to meet needs of program clientele
Knowledge of Contemporary service programs and delivery systems in public agencies
Knowledge of Federal laws governing assigned program areas
Knowledge of Policies and procedures established for the work system
Knowledge of Principles and practices of work leadership and management
Knowledge of Conflict resolution techniques
Knowledge of Microsoft Office (Word, Excel, PowerPoint)
Knowledge of Guardian Business processes as it relates to Services and Payments
Skills in Concept design, planning, development and maintenance of documents, forms and service specifications
Skills in Maintaining interpersonal relationships
Skills in Interpreting and analyzing information pertaining to contracts and programs and evaluating programmatic and fiscal data
Skills in Negotiations, problem resolution, decision making, listening, and logical and creative reasoning
Skills in Contractual data development, analysis and evaluation
Skills in Complex automated record keeping and tracking systems
Skills in Presenting information
Skills in Verbal and written communication
Skills in Writing and developing documents
Skills in Attention to detail
Skills in Supervision techniques
Skills in Eliciting and gathering information
Skills in De-escalating situations
Skills in Managing own time and arranging work
Skills in Interpretation of laws, rules, regulations pertaining to the work system
Ability to Apply the principles and practices of work leadership and management
Ability to Work independently and collectively with colleagues and team members and train staff
Ability to Contribute to discussions and offer ideas and solutions
Ability to Multi-task; prioritize and organize large quantities of work
Ability to Coordinate and organize work projects
Ability to Lead state-wide meetings and change priorities on short notice
Ability to Maintain working relationships with contracted and governmental agency representatives and citizen advocacy groups
Ability to Negotiate and train while explaining various concepts
Ability to Exercise considerable discretionary judgment
Ability to Be detail oriented
Ability to Maintain professional boundaries
Ability to Accept responsibility for work product and outcomes
A valid Arizona driver's license is required.
Must be proficient in computer applications, including Microsoft Word, Excel, Outlook, Internet Explorer, and the Guardian system, as well as in customer service and service approval processes.

Nice To Haves

At least one year of experience in a related role, with background in procurement, contracting, or DCS field operations.

Responsibilities

Supervises staff responsible for processing service approvals for out-of-home placements, including, but not limited to, kinship, foster homes, therapeutic foster homes, group homes, DDD foster homes, and shelters.
Monitors unit dashboard, assigns work to staff, conducts audits and reviews logs to ensure work is completed timely and accurately.
Reviews and approves staff work products, leave requests, and time-sheets; completes performance evaluations; and ensures adequate unit coverage.
Provides guidance and support to staff, addressing performance issues as needed.
Evaluates reports for accuracy and quality, offering feedback, making corrections, and approving or returning items as appropriate.
Maintains team service logs and compiles weekly metrics to produce huddle board metrics.
Provides support to field staff, caregivers, and service providers via in-person, phone, TEAMS, or email communications.
Plans, facilitates, and leads unit or section trainings and meetings.
Develops and updates training materials to guide and support field staff in the service approval process.
Serves as a liaison for the Service Approval Unit, addressing inquiries and resolving issues from field staff, the Payment Processing Unit, community partners, and service providers.
Assists with the expiring service approvals for out-of-home placements.
Collaborates with field staff and the referral unit to ensure timely updates, provide follow-up, and escalate issues as needed.
Provides oversight, guidance, and supervisory support to the Service Referral Unit, ensuring effective operations and alignment with organizational priorities.
Cross-trained in Referral Unit operations, processing both contracted and non-contracted caregiver and child services across multiple counties and service levels.
Partner with the Office of Contracts and Procurement to support contract development and implementation.
Other duties as assigned as related to the position.