Deputy Chief Operating Officer

WHY WORK FOR DFPS?

The Texas Department of Family and Protective Services (DFPS) is responsible for protecting the unprotected — children, elderly, and people with disabilities — from abuse, neglect, and exploitation. DFPS accomplishes this responsibility by employing over 12,000 workers who live up to the agency's Mission, Vision, & Values in service to the citizens of Texas. DFPS is not only a qualifying organization for the Public Service Loan Forgiveness Program but also offers excellent health benefits, special discounts on many products and services through the Discount Purchase Program, longevity pay, generous paid leave, access to the Wellness program, lifetime retirement annuity, Texa$aver 401(k) and 457 Programs under the Employees Retirement System of Texas.

Brief Job Description
The Department of Family and Protective Services Deputy Chief Operating Officer (DCOO) performs highly advanced (senior-level) managerial work providing direction and guidance in strategic operations and planning. The DCOO is a primary support to the Chief Operating Officer (COO) and performs various managerial duties for the agency and the division. The divisions within the COO provide various types of operational support to the agency, including purchased client services, contract oversight and support, workforce, records management, operational support services, and business continuity. This position focuses on refining administrative processes and enhancing systems. Focusing on implementing priorities and policies developed at the management level by working with division and agency leaders to align resources, monitor initiatives, and deliver outcomes. Work involves providing strategic direction, establishing goals and objectives; overseeing the development and implementation of policies, procedures, and guidelines; establishing priorities, standards, and measurement tools for determining progress in meeting goals; coordinating and evaluating program activities and/or business functions; and reviewing and approving budgets within a department(s) or division(s). Supervises the work of others. Works under minimal supervision, with extensive latitude for the use of initiative and independent judgment.

Essential Job Functions (EJFs):
Directs program activities and/or business functions within a department(s) or division(s).

Directs, advises, consults, and coordinates DFPS program activities and functions related to special projects for the DFPS Chief Operating Officer.
Serves as the point of contact for consulting, advising and coordination work for the COO in coordination with the agency and division leadership.
Performs root cause analysis to identify and understand factors and causes of challenges and opportunities and proposes projects and leads teams to identify and implement solutions.
Plans and leads high-priority projects related to DFPS programs under the guidance of the Chief Operating Officer.

Oversees and/or prepares a division(s) or department(s) budget and reviews and approves major expenditures; and ensures that requirements of funding sources are met.

Collaborates with the Office of Finance and COO to assess division budgets and oversees the preparation of budget requests for the COO divisions to ensure that requirements of funding sources are met.
Oversees and collaborates with division leadership across the COO programs to identify funding resources and needs to successfully execute special projects.
Reviews major expenditures that impact operations, under the direction of the COO.

Oversees the collection, organization, analysis, and preparation of reports and studies, including management, productivity, and financial reports.

Oversees the collection, organization, analysis and preparation of information and reports for the Commissioner, in collaboration with the COO.
Manages the development and implementation of studies, assessments, and special projects under the direction of the COO to analyze and evaluate program services and operations and provides summary of recommendations to the Commissioner and DFPS executive leadership to monitor progress and proceed with decision making.

Develops and/or oversees the implementation of long-range and short-term plans.

Consults with the COO and other DFPS executive leadership, agency staff and external entities to gather information, ascertain needs, and develop recommendations for the Commissioner to implement long-range and short-term plans and objectives for the agency.
Develops and executes short-term project plans for special projects identified by the COO.

Develops and implements techniques for evaluating program activities and/or business functions; and identifies need for changes.

Consults with the COO to develop and establish intra-agency and external workgroups and committees to review and assess DFPS programmatic strategies and to facilitate business process improvements.
Develops and implements studies, assessments, projects, initiatives, assignments, and other tools to evaluate DFPS business processes and operations to assess division efficiencies, workflow, and productivity measures, and to meet organizational needs and program requirements.
Identifies areas for improvement and consults with DFPS executive leadership to develop and implement solutions on behalf of the COO.

Develops, establishes, and implements goals and objectives consistent with the agency’s strategic plan; and develops standards for achieving those goals.

Develops, establishes, implements, collaborates and consults with DFPS executive leadership to develop, establish, and implement goals and objectives consistent with the DFPS strategic plan and annual plans.

Performs a broad range of functions in support of the Commissioner, including coordinating special projects and providing consultation on various complex issues to develop strategies and standards for achieving agency goals and objectives.

Develops policies, procedures, and guidelines; and monitors compliance.

Develops, implements, analyzes, and reviews policies to identify risks and opportunities, and evaluates business and management practices to ensure compliance.
Makes recommendations for, develops, and implements policies, procedures, and standards for DFPS under the direction of the COO.
Ensures and monitors compliance of policies, procedures, guidelines, best practices, and initiatives by routinely evaluating operations and outcomes in coordination with the COO.
Collaborates with the COO, division leadership, and other DFPS leadership to oversee the review of the impact of proposed federal and state legislative changes on policies and procedures.

Represents the agency at business meetings, hearings, trials, legislative sessions, conferences, and seminars or on boards, panels, and committees.

Represents the agency and the COO, as needed, at business meetings, advisory groups, hearings, legislative sessions and meetings, seminars, conferences, workgroups, court proceedings, task forces and committees.

Reviews results of special investigations, internal audits, research studies, forecasts, and modeling exercises to provide direction and guidance.

Evaluates and analyzes results of large-scale, statewide special investigations, internal audits, research studies, forecasts, and evaluations to provide overall consultation and guidance to the COO on agency policies, processes, goals, strategic direction, improvements and to promote efficient and effective utilization of resources and budgets.

Participates in activities related to the legislative process including responding to legislative requests for information, providing legislative testimony, and oversees the implementation of legislative changes.

Provides oversight on legislative and fiscal matters and operational issues to the COO.
Reviews and consults with COO to address issues and concerns expressed by state and federal officials, legislative staff and members, media, stakeholders, and the public regarding COO programs, in coordination with agency and division leadership and government relations.
Provides consultation to the COO on legislative activities, changes, and assignments that impact the agency program and operations, to ensure implementation is timely and appropriate.
Provides testimony at legislative hearings and legislative meetings on agency initiatives, programs and operations that are implemented for the agency, as directed by the COO.

Plans, develops, and approves schedules, priorities, and standards for achieving goals; and directs evaluation activities.

Provides management and coordination of diverse projects and assignments, organizing work sessions, providing project management, and coordinating responses to internal and external stakeholders.
Plans, develops, and approves schedules, priorities, and standards for resolutions and initiatives to develop innovative solutions to complex problem that impact the agency, in consultation with the COO and division leadership.
Assesses and identifies staffing resources needed to oversee DFPS projects and initiatives and works with program areas to fulfill staffing needs.

Participates in and/or oversees strategic communication efforts.

Participates in taking a broad perspective to develop innovative solutions to complex problems and interacts routinely with agency leadership and staff, various community organizations, other state agencies and elected officials on behalf of the COO, and the agency.

May act as deputy director and/or executive director in their absence.

Supervises the work of others.

Hires, manages, and provides guidance and professional development for division management and staff.
Provides direct reports with work assignments, clear direction and information on responsibilities and work performance expectations.
Develops work performance plans, creates, and maintains position descriptions for direct reports and conducts performance evaluations at least annually.
Provides leadership to employees using a performance management strategy and development process to provide an overall context and framework to encourage employee contribution and includes goal setting, feedback, and performance development planning.
Leads employees to meet the organization's expectations for productivity, quality, and goal accomplishment.

Performs related work as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of local, state, and federal laws and regulations relevant to state government agencies and public social services.

Knowledge of DFPS programs and services.

Knowledge of program planning and implementation.

Knowledge of the principles and practices of public administration and management.

Knowledge of applicable legal and confidentiality requirements.

Knowledge of related state and federal laws, regulations, policies, rules, and requirements.

Knowledge of process improvement and quality assurance systems and methods.

Knowledge of Texas legislative processes, initiatives, and public accountability systems.

Knowledge of strategic planning, budget management, and project management.

Knowledge of the principles of leadership and how to effectively interact with various leadership styles.

Skill in written and verbal communications. 

Skill in developing, revising, and editing written communications.

Skill in supervising staff.

Skill in gathering and analyzing information.

Skill in developing PowerPoint presentations.

Skill in public speaking.

Skilled in demonstrating diplomacy, tact, and discretion.

Skill in identifying problems, evaluating alternatives, and implementing solutions.

Skill in working collaboratively and cooperatively with diverse groups.

Skill in managing multiple projects and competing priorities.

Skill in demonstrating leadership.

Skill in the use of computers, spreadsheets, databases, and Microsoft Office applications.

Skill in program planning and management.

Ability to gather, assemble, correlate, and analyze facts.

Ability to prepare clear and concise reports.

Ability to represent the agency effectively with key stakeholders.

Ability to work independently with minimal supervision.

Ability to organize and build high-performing teams.

Ability to make independent judgments.

Ability to effectively direct the work of others.

Ability to manage resources and establish priorities.

Ability to make decisions and solve problems effectively.

Ability to establish and maintain effective working relationships with all levels of agency staff, legislators and their staffs, and external agencies and organizations.

Ability to develop, implement, communicate, and lead an organizational vision which integrates key state, agency, division and program goals, priorities, and objectives.

Ability to implement and use new technologies and processes to enhance operations and programs. 

Ability to clearly articulate concepts, facts, and ideas.

Ability to negotiate with individuals and groups internally and externally.

Ability to establish program goals and objectives that support an organization’s strategic plan.

Ability to prepare concise reports, studies, and analyses.

Ability to plan, assign, and evaluate the work of others.

Ability to effectively manage and motivate staff.

REGISTRATION, CERTIFICATION, OR LICENSURE
N/A

Initial Selection Criteria:

Bachelor’s degree from an accredited college or university in a related field. Experience and education may be substituted for one another.
A minimum of five years-full time supervisory experience, including a minimum of three years of managing staff who supervise.
Experience working with senior management to resolve complex operational issues and implement large scale initiatives, which impact multiple programs and staff.
Experience leading process improvement activities.
Experience with the legislative process at a Texas state agency, such as developing bill analyses, cost estimates, bill implementation and developing legislative appropriations requests.
Experience providing strategic direction and guidance on financial planning and budget management.
Experience interpreting and communicating complex and technical information to a variety of groups.

Review our Tips for Success when applying for jobs at DFPS, DSHS and HHSC.

Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited to those listed in this posting. All active-duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position. For more information please see the Texas State Auditor’s Job Descriptions, Military Crosswalk and Military Crosswalk Guide at Texas State Auditor's Office - Job Descriptions. You may also contact the DFPS Military Liaison at dfpsmilvets@dfps.texas.gov with additional questions.

Applicants selected for hire must pass a background check and if applicable a driver’s record check.

As a state agency, DFPS is required by Texas Administrative Code (TAC 206 and 213) to ensure all Electronic Information Resources (EIR) follow accessibility standards. The staff must be familiar with the WCAG 2.1 AA and Section 508 to create accessible content including but not limited to; Microsoft Office documents, Adobe PDFs, webpages, software, training guides, video, and audio files. 

DFPS uses E-Verify. You must bring your I-9 documentation with you on your first day of work. Employees must provide documentation to DFPS to show their identity and authorization to work in the US. Please review the following link for authorized documents: https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents .

In compliance with the Americans with Disabilities Act (ADA), HHS/DFPS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the on-line application, contact the HHS/DFPS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.