Purpose of Position/Summary
This position coordinates the Adult Protective Services (APS) administrative operations and ensures their smooth functioning, including the Adult Guardianship Services (AGS) that are managed through APS. The APS program serves thousands of vulnerable adults across the state, and this position is critical to program success. The position reviews and approves claims, prepares documents for the contracting process, assists with program management, including reporting, document writing, and other programmatic support, and communicates with the APS units on various issues. Additionally, as needed, the position will assist with or lead training efforts, quality control measures, technical program assistance, and other efforts identified by the program team.
Essential Duties/Responsibilities
- Communicate effectively and regularly with the 17 APS and 4 AGS units on operational questions, including questions on claims and contracts.
- Manage and understand the procurement process for the APS & AGS programs, including the interplay with complex federal grant requirements.
- Coordinate the claims process for both programs, including regular claims from operational contracts and grants.
- Monitor and analyze budgets and authorizations of expenditures for the programs.
- Analyze program trends and concerns independently and share them with the program team.
- Collaborate regularly with the program team on program goals and concerns.
- Track, manage, and lead program initiatives as needed, including training efforts, implementing quality control and oversight measures, technical program assistance, and other efforts identified by the program team.
-Seek opportunities for continuous quality improvement in program operations and prepare recommendations for the team.
-Proactively stay current on best practices and trends for APS programs and guardianship issues.
-Draft various reports for federal and state compliance
-Assist with contract development
-Other duties as assigned.
Job Requirements
- A bachelor's degree is required.
- Previous financial, claims or procurement experience is preferred but not required.
- Ability to learn, interpret, understand, and apply relevant program policies and procedures.
- Ability to learn, interpret, understand, and apply relevant program rules, regulations, and requirements, especially around federal grants.
- Ability to identify and analyze business problems and make recommendations to create solutions.
- Identify and solve problems around program needs.
- Communicate effectively verbally and in writing.
- Intermediate financial skills to analyze program procurement, budgeting, and claims process.
- Ability to collect and analyze statistical program data for performance improvement.
- Ability to use and knowledge of common computer programs (including but not limited to Word, Excel, PowerPoint, and Teams).
- Manage multiple tasks and priorities with frequent interruptions.
- Ability to work independently, as well as in a team environment.
- Passion for public service, mainly working with endangered adults.
Supervisory Responsibilities/Direct Reports
This role has no direct reports.
Difficulty of Work
The nature of the work is broad, requiring knowledge of multiple programs and policies affecting a large and diverse population with various needs. The incumbent must be diplomatic in dealing with stakeholders and potentially sensitive issues. The incumbent must also be able to communicate effectively at all times, handle multiple projects, be reliable and organized, and work independently as well as in a team setting.
Responsibility
Incumbents must understand the complexities of the APS and AGS programs and their rules, regulations, and funding requirements. They must also be willing to learn and understand the contracting, claims, and procurement processes for these programs. Generally, Incumbents will be given general instructions on their essential duties with some supervisor oversight; projects will range from giving Incumbents high levels of discretion in their work to specific instructions.
Personal Work Relationships
Interpersonal skills and professional conduct are required to communicate with APS units, AGS units, and the general public. The position works in a team environment and independently.
Physical Effort
Work is largely sedentary; the position may require some lifting or carrying of light equipment or training materials.
Working Conditions
Most of the incumbent's work time is spent in the office. However, as required by their supervisor, the incumbent may be required to travel to meetings around the state.
| Skill | Required / Desired | Amount | of Experience |
| Bachelor's degree in finance or accounting. | Required | | |
| Previous experience collecting and analyzing statistical program data for performance improvement. | Required | 2 | Years |
| Previous budget, grant or procurement experience, preferably in a government setting. | Required | 2 | Years |
| Prior experience with government program reporting and maintaining program compliance. | Required | 2 | Years |
| Strong communication skills, both orally and in writing. | Required | | |
| Public Sector Work experience. | Highly desired | | |
| Prior experience working with or collaborating with Adult Protective Services. | Desired | | |
| Project Management Experience. | Desired | | |