Occ. Code 1704710

 

 

 

PROGRAM OPERATIONS SPECIALIST 1, GRADE 18

  1704710

PROGRAM OPERATIONS SPECIALIST 2, GRADE 23

1704720

PROGRAM OPERATIONS SPECIALIST 3, GRADE 25

1704730

PROGRAM OPERATIONS SPECIALIST 4, GRADE 29         

1704740

PROGRAM OPERATIONS SPECIALIST 5, M-5

1704750

 

 

New York State Department of Civil Service

 

Classification Standard

 

 

BRIEF DESCRIPTION OF CLASS SERIES

 

 

Positions in this title series perform professional, administrative, and technical duties to promote the planning, development, implementation, operation, and evaluation of services provided to persons with intellectual and/or developmental disabilities.  Incumbents of these positions plan, develop, evaluate, monitor, and coordinate mental retardation and developmental disabilities services. 

 

These positions are only classified at the Office of Mental Retardation and Developmental Disabilities (OMRDD). 

 

DISTINGUISHING CHARACTERISTICS

 

PROGRAM OPERATIONS SPECIALIST 1:  entry level; under the supervision of a higher level Program Operations Specialist, perform professional, administrative, and technical duties to promote the planning, development, implementation, operation, and evaluation of programs.

 

PROGRAM OPERATIONS SPECIALIST 2:  advanced performance and/or supervisory level; perform duties similar to Program Operations Specialist 1; independently perform program planning, development, implementation, operation, and evaluation activities;  provide guidance and direction to Program Operations Specialists 1; may supervise a subordinate staff. 

 

PROGRAM OPERATIONS SPECIALIST 3:  supervisory level; supervise staff and perform administrative, supervisory, or programmatic responsibilities on a Statewide or regional basis.

 

PROGRAM OPERATIONS SPECIALIST 4:  managerial level; coordinate multiple program areas or services over an extensive geographic territory and operate at a high level and degree of independent responsibility.

 

PROGRAM OPERATIONS SPECIALIST 5:  one position class; responsible for directing and coordinating the activities of all Program Operations Specialists.

 

ILLUSTRATIVE DUTIES

 

PROGRAM OPERATIONS SPECIALIST 1

 

Assist facility staff in resolving problems by interpreting program guidelines and regulations, and provide operational support.

 

·      Conduct research in law, rules, regulations, and program procedures, and prepare draft changes as needed.

·      Provide operational support, programmatic information and assistance to facility staff for their dissemination to community groups, local provider agencies, various citizen groups, etc.

·      Obtain information necessary to fully respond to such inquiries or refers inquiries to staff of other bureaus as appropriate.

·      Assist with budget preparation, human resources, and State aid requests.

·      Review, analyze, and prepare routine reports, letters, and correspondence on most major program areas.

 

Participate in the development of treatment and service delivery plans.

 

·      Administer a program designed to provide diagnostic, treatment, or habilitative services.

·      Participate in system-wide planning processes and agency projects.

·      Provide technical assistance to voluntary providers and/or local government units.

·      Participate in site development.

·      Recruit, screen, and train family care providers.

·      Track incidents.

·      Conduct on-site audits to monitor compliance with regulations.

·      Participate in implementing major agency initiatives.

 

Prepare narrative reports concerning the status of various corrections programs.

 

·      Review federal guidelines and State and federal regulations.

·      Collect, analyze, and summarize program data submitted by outside parties.

·      Describe the progress of programs, expenditure levels, service needs met or unmet, number of cases, applications, complaints, etc.

·      Develop and implement manual and automated processing, review, tracking and record keeping systems.

·      Coordinate participants in the development, preparation or review phases of processing and tracking systems.

 

PROGRAM OPERATIONS SPECIALIST 2

 

May perform all of the same duties and functions as a Program Operations Specialist 1.

 

Advise Services Offices Directors and voluntary agency staff regarding OMRDD policies, procedures, and regulatory compliance.

 

·      Draft policies and procedures for the field to guide local decision making.

·      Conduct reviews of the plans of care, or Individualized Service Plans (ISP).

·      Research and answer inquiries on unique issues that arise from the Services Offices, families, or control agencies.

·      Work with the OMRDD Budget staff to review, investigate, and approve requests that exceed thresholds or that are atypical.

 

Represent OMRDD on interagency committees and in intra-agency work groups developed to improve OMRDD policies and practices.

 

·      Provide feedback to the Associate Commissioner and the Directors of the various Services Offices on the status of new initiatives and placement issues.

·      Work with OMRDD Counsel and the Department of Health (DOH) on issues related to fair hearing rights and the proper notification process.

·      Coordinate with OMRDD Central Office fiscal department on price development, fiscal intermediary assignment, and follow up on billing.

 

Perform professional, administrative, and analytical duties to plan, develop, implement, and operate OMRDD programs.

 

·      Analyze impact of new and innovative service options.

·      Ensure that all mandates are met in accordance with State and federal laws, rules, and regulations.

·      Develop training, formulate projects, disseminate information on available services, respond to inquiries, prepare correspondence, and provide information on useful grants and funding streams.

·      Develop regulations resulting from legislative or administrative actions that require the development of regulations for program implementation and monitoring.

·      Serve as program liaison to a variety of parties including federal, State and local government officials and providers.

·      Prepare written material in the form of reports, correspondence, and other documents related to the program functions.

 

Supervise subordinate staff.

 

·      Provide supervision, guidance, and oversight to subordinate staff, and intervene and resolve problems as necessary.

·      Determine and oversee staff assignments. 

·      Manage and direct program activities by establishing priorities and deadlines.

·      Approve leave and track time and attendance.

·      Review, monitor, and evaluate staff performance. 

·      Complete performance evaluations.

·      Identify training needs and arrange for provision of training.

 

PROGRAM OPERATIONS SPECIALIST 3

 

May perform all of the same duties and functions as a Program Operations Specialist 2.

 

Supervise a unit or assist in performing administrative, supervisory, or programmatic responsibilities on a Statewide or regional basis.

 

·      Supervise staff in the development of OMRDD policy, and implementation of new initiatives, including regulatory programs, surveillance procedures, grants management, and contract administration.

·      Oversight of professional staff in the implementation of contract work plans and budgets.

 

Provide advice and information needed in ongoing administration of OMRDD programs.

 

·      Aid in the development of coordinated delivery systems.

·      Design and implement pilot programs to validate identified service needs and/or to examine the merits of a particular service model prior to implementation Statewide.

·      Research federal initiatives, analyze impact on State programs, and develop recommendations for State response.

·      Implement new legislative initiatives.

 

Coordinate the activities of directly assigned Local Government Units, local providers, and facilities to prevent and resolve operational issues involving the State, local, voluntary, and private service providers.

 

·      Provide technical assistance to both State sponsored and agency sponsored family care program coordinators on programs and policies.

·      Stimulate ongoing cooperative relations among public, voluntary, and private mental retardation and developmental disabilities service providers.

·      Provide linkage with resources available within OMRDD to ensure access by providers to those resources as needed.

 


PROGRAM OPERATIONS SPECIALIST 4

 

May perform all of the same duties and functions as a Program Operations Specialist 3.

 

Provide administrative leadership for a unit or program by managing various fiscal, personnel, policy/procedure development, information and communication systems and other administrative functions. 

 

Function as assistant to the bureau director or equivalent manager or as administrative head of several smaller units.

 

·      Supervise a group of professionals and clerical staff, which may include a variety of professional and technical disciplines.

·      Provide program direction and impetus to coordinate various support activities including budgeting, standards and regulations, and information systems.

·      Supervise a unit within a bureau or office having responsibility for a program or significant portion of a program. 

·      Establishment of unit priorities, direction, and implementation of program policies, procedures and standards.

·      Coordinate with other programs, bureaus, divisions, and agencies.

·      Determine training needs and provide for staff training as required to ensure maximum productivity of the program.

 

Coordinate multiple program areas or services that span an extensive geographic territory and are significantly more complex in structure.

 

·      Initiate the formulation of new policies in diverse program and service areas.

·      Work closely with higher level staff to coordinate major programs and functional assignments.

·      Handle sensitive and complex program issues and act as a high level technical consultant.

·      Initiate and direct planning, development, evaluation, monitoring, and coordination of mental retardation services.

 

Provide operational and technical assistance to Services Offices Directors and Central Office staff.

 

·      Develop plans to address the needs of OMRDD consumers.

·      Review plans and budgets as part of a total Statewide budgeting and planning effort.

·      Advise and assist Central Office and Services Offices staff client programming models; management procedures; property acquisition and maintenance; public information and education programs; resource planning and coordination; funding sources; grant writing; program proposals; relationships with advisory boards, consumer advocacy and community groups, social services, courts, and schools; and agency codes, rules, regulations, policies, and procedures.

 

Monitor and evaluate provision of services.

 

·      Review and analyze management data information systems regarding service levels and fiscal reports.

·      Develop in-depth program evaluation strategies.

·      Monitor and review OMRDD program evaluation strategies.

·      Determine the adequacy of current monitoring and reporting systems.

 

PROGRAM OPERATIONS SPECIALIST 5

 

May perform all of the same duties and functions as a Program Operations Specialist 4.

 

Function as a high level administrator in support of Executive staff, and Division, Center, or Bureau Directors.

 

·      Responsible for the Statewide oversight and management of programs.

·      Participation in public speaking activities, educational workshops and seminars, dialogue groups, etc.

·      Partner with other units, programs, agencies, providers, and advocacy groups to develop and implement corrections policies.

·      Provide backup support for lower-level staff assigned to more complex geographic areas and State facilities.

 

Participate in the development and implementation of departmental policy, procedural guidelines, and standards at the highest level.

 

·      Initiate, respond to, analyze, and summarize requests for information for the purpose of developing, upgrading, interpreting, revising, or clarifying policy directives at OMRDD.

·      Provide guidance, coordination, and implementation of all proposed policy revisions.

·      Make recommendations to executive staff on policy issues.

·      May act as the lead representative on committees and tasks forces charged with formulating new or revised policy drafts.

·      Confer with executives and administrators from State and local agencies in formulating recommendations for program standards and operational guidelines.

·      Monitor implementation of policies, procedures, and standards to ensure compliance in all OMRDD programs.

·      Testify at public hearings to promote adoption of effective regulations and laws governing the provision of quality care to consumers.

 


MINIMUM QUALIFICATIONS

 

PROGRAM OPERATIONS SPECIALIST 1

 

Open Competitive:  a Bachelor's Degree and two years of professional clinical or administrative experience in a federal or State certified MR/DD program agency.  One  year of this experience must have been in a professional administrative position in which a major duty involved planning, coordinating, and/or evaluating a Statewide, regional, or services offices program for people with developmental disabilities. This experience must have included information gathering and analysis.  A Master's Degree in a human services specialty or in public administration, business administration or hospital administration may be used to substitute for up to one year of the non-specific experience.

 

PROGRAM OPERATIONS SPECIALIST 2

 

Promotion:  one year of permanent competitive service as a Program Operations Specialist 1, Health Facility Management Assistant, Mental Hygiene Program Evaluation Specialist 2, Revenue and Reimbursement Program Developmental Specialist 1, Standards Compliance Analyst 1, Utilization Review Coordinator, or Developmental Disabilities Program Specialist 1.

 

PROGRAM OPERATIONS SPECIALIST 3

 

Promotion:  one year of permanent competitive service as a Program Operations Specialist 2, Developmental Disabilities Program Specialist 1, Mental Hygiene Program Evaluation Specialist 3, Mental Retardation Policy Developmental Specialist 2, Resource & Reimbursement Program Developmental Specialist 2, Standards Compliance Analyst 2, or Facilities Planner 2.

 

PROGRAM OPERATIONS SPECIALIST 4

 

Promotion:  one year of permanent competitive service as a Program Operations Specialist 3, Developmental Disabilities Program Specialist 3, Community Developmental Specialist 2 or Mental Retardation Policy Development Specialist 3.

 

PROGRAM OPERATIONS SPECIALIST 5

 

Promotion:  one year of permanent competitive service as a Program Operations Specialist 4.

 

 

Date:  11/09


NOTE: Classification Standards illustrate the nature, extent and scope of duties and responsibilities of the classes they describe.  Standards cannot and do not include all of the work that might be appropriately performed by a class.  The minimum qualifications above are those which were required for appointment at the time the Classification Standard was written.  Please contact the Division of Staffing Services for current information on minimum qualification requirements for appointment or examination.