Project Management Specialist III

TX-HHSC-DSHS-DFPS-posted 13 days ago
Full-time • Mid Level
Taylor, TX
1,001-5,000 employees
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The Texas Department of Family and Protective Services (DFPS) works to build on strengths of families and communities to keep children and vulnerable adults safe, so they thrive. We do this through investigations, services, and referrals. What You Get Beyond Your Paycheck When you join the State of Texas, your monthly paycheck is just one part of your real income. Our benefits provide extra value that many private employers simply don’t match—often adding hundreds of dollars each month to what you take home or save. You also might qualify for Public Service Loan Forgiveness, which could help you pay off federal student loans faster. You can see all the details here: ERS recruitment brochure Brief Job Description: Performs advanced (senior level) project management specialist work in the areas of scheduling and estimating. Work involves overseeing schedules and/or estimates of projects at various levels of completion; monitoring the progress and schedule for projects; and communicating with project stakeholders, management, and other relevant parties. May supervise the work of others. Works under limited supervision, with considerable latitude for the use of initiative and independent judgment.

  • Oversees and/or develops project schedules, resource requirements, and cost estimates and projections.
  • Gathers quantitative and qualitative data on employee performance, productivity levels, work methods, and organizational procedures. Analyzing this data to identify trends, inefficiencies, and areas for improvement.
  • Analyze job roles, responsibilities, and staffing levels to ensure they align with organization needs.
  • Gather data from various sources, including employee surveys, performance metrics, and customer feedback, to understand the scope and impact of the issues.
  • Design, evaluate, recommend, and approve changes to forms and reports.
  • Gather and analyze data related to case performance, including metrics on productivity, quality, and resource utilization, to identify trends and patters.
  • Collaborate with stakeholders, including other DFPS departments, to gather input, validate findings, and ensure recommendations align with organization goals.
  • Consults with internal DFPS divisions and external stakeholders to identify and coordinate mutually beneficial meetings and training.
  • Monitors and updates project schedules and cost estimates; and assesses the effect of adjustments.
  • Monitors and reviews current organizational, procedural, and operational systems for effectiveness, efficiency, and conformance to established guidelines.
  • Monitors and analyzes current policy and practice trends within the Child Protective Investigations division to identify innovative approaches that could benefit the region or program area.
  • Coordinating and monitoring CPI related studies, projects, and evaluations and identifying issues, with the plan and reporting progress to leadership.
  • Review comprehensive technical records and reports that present and interpret data, identify alternatives, and make and justify recommendations.
  • Oversees and/or compiles and distributes project information, status reports, and project budget expenditures.
  • Gathers relevant data from various sources, including historical records, current operational data, and projected trends, to create a comprehensive dataset for analysis.
  • Research new or improved business and management practices for application to agency programs or operations.
  • Oversees the timely preparation of and response to correspondence, inquiries, reports, and other time sensitive items.
  • Provides guidance, coordination and support regarding the preparation, publication and dissemination of reports, studies and information relating to program actions, policies, and procedures.
  • Conducts studies of employee or organizational efficiency and productivity and recommends changes or improvements in organization, staffing, work methods, and procedures.
  • Coordinate, plan, and direct organizational studies and evaluations.
  • Conduct readiness assessments for change initiatives, analyze results, and report findings to management.
  • Analyze quantitative and qualitative data related to Investigations, Special Investigations, and Alternative Response cases to assess overall readiness, identifying trends, patterns, and potential obstacles.
  • Conduct training on new methods and procedures.
  • Facilitate meetings with stakeholders from all areas and levels of the agency to gather necessary information for guidance documents.
  • Communicates or presents information to stakeholders upon request.
  • Oversees the documentation of project plans, project procedures, and project change orders.
  • Develops and directs the implementation of studies, assessments, projects, and other tools to evaluate program strengths and identify areas for improvement.
  • Provides guidance to CPI regional leadership on program policy, procedural, and action issues.
  • Assist with the development of implementation plans based on studies, projects, evaluations recommendations.
  • Develop new or modify existing operational program policies, procedures, goals, and objectives.
  • Research best practices to assist with the development or modification of policies, procedures, goals, and objects related to the CPI program.
  • Collaborate with other agency departments to ensure new or modified policies and procedures are integrated across the agency and do not conflict with existing practices.
  • Develop a comprehensive strategy that defines the solution’s objectives, scope, expected outcomes, and how it aligns with the organization’s long-term goals.
  • Assist with implementing recommended changes by providing data-driven insights that guide the change process.
  • Assists in the preparation of Requests for Proposals (RFPs) and participating in the vendor selection process, including evaluating proposals, conducting interviews, and negotiating terms.
  • Ensures that project schedules comply with department policies, practices, and procedures.
  • Ensures that all aspects of the work meet the required quality standards, including accuracy, relevance, and completeness.
  • Prepare comprehensive reports detailing findings, recommendations, any concerns for the division.
  • Develop procedures that outline steps required to implement new policies, procedures, and best practices.
  • Manages and/or contributes to the successful implementation of special and routine projects and reports related to legislative initiatives, tracking completion of tasks and activities related to the federal lawsuit, and policy and practice compliance.
  • Provide management with reports on the changes made, user adoption, feedback, and any further recommendations.
  • Ensure, with the assistance of legal guidance, any proposed contract CPI enters comply with all relevant laws, regulations, and agency policies, and collaborating with legal teams to draft contracts that protect the agency’s interests.
  • Assesses and reports actual project progress compared with planned progress to determine trends and variances.
  • Monitors agency policy and training compliance and key performance measures related to field casework and their progress towards meeting performance outcomes and provides oversight of the successful completion on an ongoing and consistent basis.
  • Analyzes new or proposed legislation or regulations to determine their effect on program operations and management.
  • Provide guidance and support for pilot programs within the CPI Division.
  • Consults with project managers to establish feasible project schedules and cost estimates.
  • Consults with management to initiate studies; identify priorities; and define study scope, purpose, objectives, time frames, and resource requirements.
  • Consults with internal agency divisions to ensure CPI program compliance with applicable requirements, regulations, policies, and procedures.
  • Collaborate with subject matter experts, leadership, and other stakeholders to gather feedback on draft reports and incorporate input into final documents.
  • Provide ongoing support to regional leadership and field staff as they implement new procedures.
  • Work with leadership and stakeholders to define project objectives, deliverables, timeline, and scope.
  • Advises and consults with DFPS management and staff to ensure policies, procedures and processes follow DFPS policy, practice guidelines, and legislative mandates.
  • Consults with State Office Leadership, Regional Leadership, program specialists, and field staff related to agency studies on policy and practice implementation.
  • Acts as a primary liaison to internal and external stakeholders to ensure appropriate coordination and collaboration efforts.
  • Creates project schedules and scheduling components for all phases of a project.
  • Develops tracking procedures and prepares reports regarding regional or program outcomes for CPI.
  • Prepare final reports upon completion that summarize project outcomes and recommendations to improve efficiency and success of future projects.
  • Engage with state office, regional leadership, and staff to understand their needs, challenges, and specific requirements for forms and reports.
  • Analyze trends in data collected through forms and reports to identify any further improvements needed for data capture or reporting accuracy.
  • Promotes a culture of continuous improvement by regularly reviewing program performance and making further recommendations as needed to main efficiency and effectiveness.
  • Evaluate industry developments and make recommendations for possible agency application.
  • Creates, organizes, and maintains detailed project cost estimates to model a project’s final cost.
  • Reviews, monitors, and track inquiries and reports recommendations from numerous sources to meet regional or program goals and mission.
  • Provides research and data to CPI Regional Directors, State Office Deputy Directors, and Leadership to assist with responses to legislative and external inquiries.
  • Develops and contributes to the preparation of concise, organized, consistent, and accurate documents and work product (e.g., reports, audits, information/action memoranda, procurement and contract documents, summaries).
  • Collaborate with other departments and external stakeholders to gather insights on industry trends to make recommendations for CPI Division to meet goals.
  • Prepares detailed project cost estimates using descriptive information to model and display project financial status.
  • Analyzes agency functions and activities being considered for conversion to contract operations.
  • Reviews, and edits documents for leadership and recommends revisions or changes in scope, format, and content in support of the overall effectiveness of the programs’ goals and objectives.
  • Gather relevant data from various sources, databases, surveys, field observations, etc. and organize data in a systemic way to facilitate analysis and reporting.
  • Prepare and present findings in a clear, concise format, to communicate effectively to management.
  • Investigate underlying causes of system inefficiencies to ensure that recommendations address source of issues.
  • Provides project management consultative services and technical assistance to improve project management delivery skills using appropriate scheduling tools.
  • Reviews current program practices to identify gaps and opportunities for improvement. Assess feasibility of implementing new practices by considering cost, resource availability, and alignment with region or program goals.
  • Prepare comprehensive technical records and reports to present and interpret data, identify alternatives, and make and justify recommendations.
  • Work in conjunction with CPI Leadership & Staff Development team and TXDFPS Learning and Development to identify the specific skills and knowledge gaps that training should address.
  • Performs risk assessments and contingency estimates for project schedules and cost estimates.
  • Assists with analyzing legislative bills to assess program and fiscal impacts, implementation plans for staff across the state, and works with leadership to improve training for all levels of staff.
  • Assess the gaps between current and desired states of readiness, identifying areas needing intervention.
  • Provide feedback from field to create clear, engaging, and practical training materials such as manuals, guides, e-learning modules, and handouts.
  • Ensure recommendations aligns with division and agency strategic goals, objectives, and mission.
  • Analyze data related to CPI to uncover trends, patterns, and insights. Interpret results to understand the implications to the division.
  • Performs related work as assigned.
  • Collects and analyzes historical project data to maintain a basis for future project planning and forecasting.
  • Collects and analyzes performance data and information provided by Data and Analytics with varying frequency (daily, weekly, monthly, quarterly, yearly), and staffing and organizations structure across the state.
  • Collects, organizes, analyzes and/or prepares materials in response to requests for program information and reports.
  • Research historical, current, and projected data to identify problems, causes, and areas for which procedural or system changes are indicated.
  • Develops and disseminates workforce and productivity reports and data to communicate results and submits recommendations for changes or program improvements.
  • Monitor and track completion of key milestone, ensuring that all tasks are progressing according to plan.
  • Facilitate the approval process by preparing presentations or reports for key decision-makers, explaining the rationale behind proposed changes.
  • Interpret historical, current, and projected data to identify problems, causes, and areas for which procedural or system changes are indicated.
  • Identify and gather relevant historical, current, and predictive data from internal systems, databases, and external sources as needed.
  • Examine historical and current data to identify patterns, trends, and anomalies over time.
  • Recommends and/or develops policies for project management scheduling and budgeting, and reviews policies, practices, and procedures.
  • Consults with management regarding relevant data gathered from various resources and analyzes to identify trends, issues, or areas of improvement.
  • Develops recommendations for improvement and corrective action to standardize or improve organizational systems.
  • Develop solutions to organizational issues and concerns, develop organizational change strategies and plans, and/or conduct training for implementation of organizational solutions, strategies, and plans.
  • Gather feedback from employees and stakeholders on the implementation process to identify any challenges or areas for improvement while maintaining detailed documentation of all changes made, including new processes, roles, or policies, to ensure transparency and consistency.
  • Implements quality control and quality assurance project management best practices, supporting project managers.
  • Review and evaluate new or improved business and management practices.
  • Develops reports detailing resource capacity and/or use, including forecasts of resource requirements.
  • Assists in the development of timelines for studies, assesses complexity of tasks, availability of resources, and potential risks. Prepares detailed documentation of the study’s scope, purpose, objectives, time frames, and resource requirements for approval by management.
  • Prepares detailed documentation of the research process, findings, and recommendations to support decision-making for future process improvements.
  • Develops, reviews, updates, and monitors the region or program’s biennial budget to manage resources, needs and priorities. Assesses and helps make determinations regarding budget requests and expenditures.
  • Assist in the development of implementation plans for recommended changes, including timeless, resource allocation, and responsibilities.
  • Develops partnerships with other DFPS divisions, field staff, regional leadership, families, advocacy groups, professional associations, and the general public to constantly improve communication, responsiveness, and continued cross-divisional support.
  • Identify gaps between current practices and desired outcomes, helping to focus on practices that address specific organizational needs.
  • Review and edit reports to ensure accuracy, clarity, and consistency. This includes proofreading for grammatical errors, verifying data, and ensuring recommendations are well-supported.
  • Maintain organized records of all CPI reports, data sources, and supporting material for future reference and accountability.
  • Develop CPI performance metrics and benchmarks that can be used to evaluate the effectiveness of operations within the program area.
  • Reviews and analyzes construction documents and other technical documents.
  • Analyzes data to identify trends, patterns, or anomalies that may indicate underlying issues or potential areas for improvements.
  • Reviews, provides consultation and guidance on legislative bills that impact CPI.
  • Initiates reviews of internal data for compliance, clarity, and adherence to current policy and statute.
  • Review industry developments and make recommendations for possible agency application.
  • Advise management on agency studies.
  • Review and evaluate recommendations for improvement and corrective action to standardize or improve organizational systems.
  • Evaluate agency functions and activities being considered for conversion to contract operations.
  • Develop and present recommendations for initiatives that align with the agency’s goals and operational needs.
  • Trains staff in the use of project management scheduling tools and provides ongoing technical assistance to users.
  • Collects and analyzes data in areas such as workload, operational, business, and managerial practices; staff utilization; organizational structure and development; and space utilization.
  • Assists with the development of policy and procedural implementation related to CPI business process functions and all areas of functional responsibility including those established by HR, position control, and budget.
  • Create details reports that include insights, applications, and actionable recommendations and present findings and recommendations to management detailing any potential impacts.
  • Verifies that project schedule controls are properly implemented and maintained.
  • Establishes ongoing monitoring process to track the effectiveness of implemented changes and identify any new or emerging issues.
  • Reviews external data provided to the public for accuracy and compliance.
  • Regularly monitor key metrics to ensure the new practice continues to deliver value and remains aligned with organizational goals.
  • Track the impact of implemented recommendations, gathering data to evaluate effectiveness.
  • Knowledge of organizational development and management practices as applied to the analysis, evaluation, development, and implementation of programs, policies, and procedures; of methods and procedures analysis techniques; of work simplification methods; of forms and records design and control procedures; and of statistical analysis.
  • Skill in the use of a computer and applicable software.
  • Ability to evaluate problems, to develop alternative solutions, to coordinate studies, to develop and interpret policies and procedures, to design programs or training, to implement policies and procedures, to prepare concise reports, to communicate effectively, and to supervise the work of others.
  • Graduation from an accredited four-year college or university with major coursework in a field relevant to assignment is generally preferred. Experience and education may be substituted for one another.
  • Five years DFPS experience to include two years in Child Protective Investigations
  • A minimum of one year supervisory experience in Child Protective Investigations
  • Five years’ experience in program management in relevant areas of assignment.
  • 100% paid health insurance for you, and 50% paid for eligible family members—saving you hundreds every month in out-of-pocket medical costs
  • Retirement plans with lifetime monthly payments after five years of state service, plus options to save even more with 401(k) and 457 plans
  • Paid vacation, holidays, and sick leave so you can recharge and take care of life outside work (that’s time off you’re actually paid for)
  • Optional dental, vision, and life insurance—at rates much lower than most private plans
  • Flexible spending accounts for added tax savings on health and dependent care
  • Employee discounts on things like gym memberships, electronics, and entertainment
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