Center for Information and Training Program Specialist VII

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Brief Job Description:

The Program Specialist VII (PS VII) performs highly advanced (senior) level customer service, training development, and technical assistance under the direct supervision of the Manager of the Center for Information and Training (CIT) within the Long-Term Services and Supports (LTSS) section in the Provider Finance Department (PFD). The CIT team provides customer service, training, and stakeholder outreach regarding LTSS rates, cost reports, and other LTSS financial inquiries.  The PS VII serves as the senior analyst and team lead on the CIT team.

The PSVII will design, implement, and deliver effective and engaging virtual training for LTSS Medicaid cost reporting. The position composes, reviews, and edits technical documents, materials, and reports. The PS VII will independently plan, develop, and release timely, accurate, and high-quality documentation and workflows. The PS VII serves as the backup to the CIT Manager for Medicaid and non-Medicaid providers, cost report preparers, and other external stakeholders.  This position contributes to the department’s rate-setting activities by leading public hearing processes and drafting or reviewing/approving communications or other documents. The PS VII may make assignments and prioritize workload for others. The PS VII may monitor the work of others to ensure compliance with project timelines. The position may conduct legislative analysis to identify programmatic issues or concerns and assist with assigned implementation plans for passed legislation.

The PS VII  works under minimal supervision, with extensive latitude for the use of initiative and independent judgment. Establishes short-term, mid-term, and long-term goals and objectives; develops policies and procedures; schedules, priorities, and standards for achieving established goals. Coordinates and evaluates program activities and supports legislative inquiries. Completes performance evaluations and handles human resource matters for staff. Reviews, develops, and implements policies, regulations, guidelines, agency rules, and state plan amendments as needed. Identifies needed areas of change and oversees the development of alternative strategies and recommendations. This position works closely with key internal and external decision-makers, providing timely, accurate, and well-communicated information that is needed to effectively plan, allocate, implement, and control programs, services, and staffing levels to achieve the goals and objectives consistent with the agency's strategic plan.  

ESSENTIAL JOB FUNCTIONS (EJF):

Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.

1. CONTRIBUTES TO LTSS COST REPORTING – Develops, maintains, and reviews LTSS cost reporting instructions, training materials, worksheets, and other materials. Develops, maintains, and oversees mandatory provider webinars or other virtual trainings related to cost reporting; ensures webinar schedule meets department needs. Researches, develops, and disseminates information on techniques for organizing and presenting information. Collaborates with other teams within LTSS PFD, policy/program areas, and regulatory staff to ensure cost reporting templates are updated to reflect current program and service delivery requirements. Collaborate with the cost report system contractor to ensure that the system's back-end edits accurately reflect LTSS PFD’s cost reporting requirements. (30%)
2. DEVELOPMENT OF LTSS PROVIDER COMMUNICATION AND OUTREACH     Interfaces with various PFD staff, Medicaid providers, cost report preparers, provider industry representatives, HHS Enterprise staff, legal staff, advisory committees, workgroups and other interested parties concerning LTSS PFD items including PFD policies, rate enhancement or other add-on rates, current rates and rate determination processes, cost reporting requirements and processes, vendor holds, recoupments and contract terminations. Oversees: responses to provider inquiries through email, phone, in virtual and in-person meetings (as needed); drafts of mass communications, gov delivery notices, and informational letters. Communicates complex information to internal and external parties to provide, exchange, or verify information, answer inquiries, address issues, or resolve problems or complaints. Develops, maintains, and implements communication plans for LTSS PFD; creates and maintains communication templates; develops and maintains frequently asked question document for LTSS providers; adheres to process to track incoming communications; develops and maintains website content (25%)
3. CONTRIBUTES TO TEAM’S OPERATIONAL SUCCESS-  Assigns and prioritizes tasks to peers related to these tasks. Reviews the work of peers and ensures information is correct. Works with other project teams and HHSC areas to determine crossover functions and negotiate priority of projects, communications, and training. Evaluates and proposes improvements to team processes (15%)
4. DOCUMENTS FOR APPROVAL AND PRESENTATION: Oversees the preparation and reviews/approves written communications, briefing documents, and other documents related to the LTSS PFD for decision making by PFD senior leadership and executive staff. Works with the Provider Finance Department Quality Review office staff to ensure documents follow HHSC style guides and are routed for approval within the timelines specified in policy and procedures. Makes presentations to a variety of audiences and HHSC executive staff (15%)
5. SUPPORTS RATE SETTING AND RULE MAKING PROCESSES – contributes to LTSS PFD rate setting and rulemaking activities by ensuring mandatory public notices, web postings and other communications are accurate and timely to meet federal and state requirements; serves as lead for LTSS PFD public rate and rule hearings; summarizes public testimony from hearings; drafts rate authorization notices, information letters, managed care organization notices and other public communications required for rate implementation activities; updates and maintains LTSS fee schedule and ensure accuracy on LTSS website. (10%)
6. OTHER DUTIES: Assists management and/or other section teams with various activities on projects, as needed (5%)
   
   Total: 100%

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

Demonstrated skill in external communications, training, and/or the development of communication plans on the application.

Skill in written and verbal communications.

Skill in interpersonal relationships, establishing and maintaining effective working relationships.

Skills in summarizing or presenting information to executive staff or stakeholders

Ability to manage projects effectively, including setting priorities and planning, organizing, and coordinating the work of others.
Ability to develop, evaluate, implement, and interpret policies, procedures, and rules.
Ability to identify problems, evaluate alternatives, and implement creative solutions.
Ability to exercise independent judgment, set priorities, meet deadlines, and adapt to shifting technical and political developments.

INITIAL SCREENING CRITERIA:

Bachelor's Degree Required. Experience in Provider Finance or an applicable organization may be substituted for education on a one-to-one basis. 

Required 6 months or more of experience as a team lead, or 3 years of experience within PFD.

Demonstrated experience in external stakeholder communications, required.

Demonstrated experience in virtual or in-person training, required.

Experience with the techniques and methods of planning, organizing, and writing various

types of materials; research methodology; and departmental policies, procedures, and

regulations.

Experience with LTSS programs and services, preferred.

Experience with LTSS rate setting and/or cost reporting, preferred.

Experience managing complex projects, preferred.

Registrations, Licensure Requirements or Certifications

None.

Telework

This is a hybrid position; The number of required in-office days per week will be determined by business needs.

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Active Duty, Military, Reservists, Guardsmen, and Veterans:

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.

ADA Accommodations:

In compliance with the Americans with Disabilities Act (ADA), HHSC and DSHS 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 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.

Pre-Employment Checks and Work Eligibility:

Depending on the program area and position requirements, applicants selected for hire may be required to pass background and other due diligence checks.

HHSC uses E-Verify. You must bring your I-9 documentation with you on your first day of work. Download the I-9 Form

Telework Disclaimer:

This position may be eligible for telework.  Please note, all HHS positions are subject to state and agency telework policies in addition to the discretion of the direct supervisor and business needs.