Management Analyst IV

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.

GENERAL DESCRIPTION:

ADCO Management Analyst IV – The Department of Family and Protective Services (DFPS) Management Analyst IV position reports to the Senior Advisor to the Assistant Deputy Commissioner of Operations (ADCO) and works to support the ADCO team by performing highly advanced (senior-level) professional organizational, program, and policy analysis and oversight work, conducting organizational studies and evaluations, analyzing systems and procedures, conducting work simplification studies, developing and conducting program activities, and preparing operations and procedures manuals to assist management in operating more efficiently and effectively. The Management Analyst IV works under minimal supervision, with extensive latitude for the use of initiative and independent judgment. This position interacts routinely with the Assistant Deputy Commissioner of Operations and other leadership.

ESSENTIAL JOB FUNCTIONS:

Collects and analyzes data in areas such as workload, operational, business, and managerial practices; staff utilization; organizational structure and development; and space utilization.

• Oversees, plans and conducts reviews of reports, forms, internal documents, webpages, collaboration sites and sensitive personnel documents in support of assigned program.
• Oversees the research and analysis of policy and operational materials and clearly interprets subject matter research to diverse groups.

Monitors and reviews current organizational, procedural, and operational systems for effectiveness, efficiency, and conformance to established guidelines.

• Collaborates with division management to plan and evaluate internal functions, program activities, business development strategies, and technical processes to ensure business needs are met.

Consults with management to initiate studies; identify priorities; and define study scope, purpose, objectives, time frames, and resource requirements.

• Collaborates with division management to define program priorities, project resources, and deadlines to align with division business goals.

Research historical, current, and projected data to identify problems, causes, and areas for which procedural or system changes are indicated.

• Oversees and conducts analysis and consultation to division leadership on key business, program and technology issues affecting the agency and guides research and evaluation of new technologies and solutions for implementation.

Research new or improved business and management practices for application to agency programs or operations

• Attends conferences, consults with counterparts at other agencies, conducts research online, and follows emerging trends to ensure that business practices are efficient, effective, and contemporary, meeting current industry standards.
• Evaluates business operations, identifies opportunities for improvement, and designs and recommends solutions to improve business operations through policy development and revision, proposals, and reviews with division leadership.

Analyzes new or proposed legislation or regulations to determine their effect on program operations and management.

• Conducts research, interprets trends, analyzes legislation, and determines division and agency impact, and proposes mitigation activities to reduce the effects on the department’s programs, ensuring regulatory compliance in meeting business requirements.
• Participates in providing input and consultation related to area of expertise to analyze and track legislation and drive the development of fiscal notes.

Analyzes agency functions and activities being considered for conversion to contract operations.

• Guides and conducts the review and response preparation of project and program deliverables, open records requests, cost/benefit analyses and reports to federal and state entities and agency leadership.

Develops recommendations for improvement and corrective action to standardize or improve organizational systems.

• Performs quality checks, presents issue findings and recommends the appropriate corrective actions to improve the efficiency and effectiveness within the organizational management systems.
• Develops and analyzes program metrics, data and reporting to establish trends and effective problem resolution in support of division management.

Conducts studies of employee or organizational efficiency and productivity and recommends changes or improvements in organization, staffing, work methods, and procedures.

• Oversees and conducts research and program studies to discover opportunities to improve the efficiency and effectiveness of current business, program or technical operations and to address and mitigate risk and areas of challenge on quality organizational systems.

Prepares comprehensive technical records and reports to present and interpret data, identify alternatives, and make and justify recommendations.

• Develops technical and program documentation, analyzing data, and presenting recommendations for initiating process improvements, changes to program initiatives and implementation.
• Interprets complex information, policies and data and provides written and oral reports in a concise manner, ensuring compliance with standard Agency reporting formats.

Conducts readiness assessments for change initiatives, analyze results, and report

findings to management.

• Provides professional analysis to leadership of emerging trends and industry standards in area of expertise to develop business requirements, implementation plans and reporting.

Conducts training on new methods and procedures.

• Collaborates with users and team members to understand and document business processes and provide training on business solutions, applying change management principles.

Conducts special projects.

• Leads and conducts the planning, implementation and delivery of project tasks and activities.

Reviews industry developments and make recommendations for possible agency

application.

• Conducts research and analysis to ensure business practices for program activities meet or exceed industry standards, ensuring compliance of state rules, regulations and agency policies.

Develops new or modify existing operational program policies, procedures, goals, and

objectives.

• Oversees, monitors and analyzes current operational systems and processes and guides the revision of standards, procedures, and requirements.

Develops solutions to organizational issues and concerns, develops organizational change

strategies and plans, and/or conducts training for implementation of organizational

solutions, strategies, and plans.

• Participates and provides input in business, technology, organizational and strategic planning activities.

Designs, evaluates, recommends, and approves changes to forms and reports.

• Assists with identification of forms and other electronic media that are not compliant with accessibility standards or require changes and collaborates with accessibility coordinator for compliance review. 

Interprets historical, current, and projected data to identify problems, causes, and areas

for which procedural or system changes are indicated.

• Recommends and implements changes to current processes, standards and procedures and ensures documents are amended.

Facilitates meetings with stakeholders from all areas and levels of the agency to gather

necessary information for guidance documents.

• Schedules and facilitates program, project and strategy planning meetings with business stakeholders and division management.

Oversees, plans, and directs organizational studies of work problems; ensure change

initiatives meet objectives.

• Provides team leadership to assigned staff to support initiatives and changes based on requirements, including implementation, preparation, documentation, coordination, and monitoring.

Helps implement change management plans.

• Develops technical and program documentation, analyzing data, and presenting recommendations for initiating process improvements, changes to program initiatives and implementation.

Performs related work as assigned.

• Acts as Team Lead assigning and monitoring the work of assigned staff and provides team leadership through coaching, providing guidance and mentorship.
• Assists with screening, scheduling, interview and selection process for potential team new hires and contractors.
• Mentors assigned staff to ensure division processes for delivering project and program support work are clearly communicated and expectations are defined.
• Coaches and guides assigned staff to address performance standards and expectations and provides feedback to division leadership, as requested.

KNOWLEDGE SKILLS ABILITIES:

• Knowledge of business process analysis and quality improvement.
• Knowledge of technical and business writing, planning and execution of documentation requirements for technology or business projects.
• Knowledge of auditing methods and systems and the ability to monitor, audit and remediate issues.
• Knowledge of office productivity software including Microsoft Word, Excel, PowerPoint, SharePoint, and Visio.
• Skill in preparing technical documents and maintaining accurate versions of documents.
• Skill in managing multiple and competing priorities.
• Skill in problem solving, critical thinking and detecting potential issues and working to avoid delays and issues with all assignments.

• Ability to establish goals, objectives, and timelines, to direct and organize tasks and projects and to analyze information comprehensively and accurately.
• Ability to build, establish, and maintain effective working relationships and coalitions and communicating effectively in person, by phone and by email.
• Ability to interpret and explain governmental and agency regulations, policies, and procedures, and make recommendations for process improvement.
• Ability to obtain support and commitment from team members, including monitoring team assignments and seeking approvals on documents.
• Ability to respond to customer (legal, budget, program, executive) inquiries and monitor and report on assignment status.
• Ability to resolve customer issues with a focus on customer satisfaction.
• Ability to coordinate and review the entry of information into databases and tracking logs and ensure information is accurate and up to date.

REGISTRATIONS, LICENSURE REQUIREMENTS OR CERTIFICATIONS:       

N/A

Initial Screening Criteria:

• Graduation from high school or equivalent.
  
  
• Minimum of 5 years’ experience managing short and long-term projects and communicating with internal and external stakeholders.

• Minimum of 2 years working at a state agency.

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.