ALTC Planner/Contracts Manager

J  o  b    D  e  s  c  r  i  p  t  i  o  n

JOB INFORMATION

Approved Date:

8/8/2023 5:16:45 PM

Working Title:

ALTC Planner/Contracts Manager

Job Family:

Program

Classification:

Program Supervisor

ORGANIZATION

Department:

Human Services

Cost Center/Program:

1902 - Area Agency on Aging - Administration

Exemption Status:

Exempt

Union:

Not Represented

JOB SUMMARY

The responsibilities of this classification include managing a program and performing supervision of program staff or program contractors, who are performing work in support of the assigned program.  Incumbents are responsible for planning, developing, implementing and coordinating service delivery within one or more County programs including serving in a lead capacity over diverse programs or professional staff and providing input to management regarding goals, policies, and procedures for the program.  Performs professional or technical programmatic duties and responds to difficult service delivery issues.

A program is a specialized area with specific complex components and discrete tasks which distinguish it from the main body of an organization. A program is specific to a particular subject. The specialized tasks involve interpretation of policies, procedures and regulations, budget coordination/administration, independent functioning and typically, public contact. Duties are not of a general support nature transferable from one program to another. Performance of clerical duties is in support of incumbent's performance of specialized tasks.

Distinguishing Characteristics

This is the fifth level within a seven level Programs series. Incumbents manage a very specific program and provide directions to staff and/or contractors, provide technical assistance, conduct quality assurance reviews, monitor and audit performance, conduct performance evaluations, and implement disciplinary actions.

Incumbents are knowledgeable in the area of responsibility and work directly with customers to resolve problems and complaints. Incumbents may assess program and/or participants' needs and develop specialized services and training unique to the program and are responsive to those needs.

This classification is distinguished from the Program Analyst by responsibility and oversight over entry level supervisory staff, professional, technical and other personnel. They are responsible for the planning, developing, and administering program services and related processes and procedures; performing professional or technical programmatic duties in addition to supervisory responsibilities; and providing recommendations and solutions for program issues to County or community managers, directors and officials. Work is performed under established policies and procedures with decision-making authority limited to program operational matters.

Under the direction of the assigned manager, the incumbent oversees planning and manages subcontracts for the Division, including state Medicaid Waivered, Older Americans Act Area Agency on Aging, WA Cares, Medicaid health-related social needs and state nutrition contracts and services. This includes execution of these econtracts and subcontracts; monitoring; special projects; and lead staff on the Area Plan activities.  

This classification will provide training, guidance, and supervision to professional and support staff and will work with the public and the staff to assist with meeting contract requirements. Work assignments are received with general and limited technical instruction, limited direction, and require considerable independence in the selection of courses of action and resolution of complex or unique problems within the framework of legislation, state program policies and County policies and procedures.  Work is reviewed by supervisor for the effective development, implementation, and/or evaluation of programs and evaluated through meetings, monitoring and reports.

JOB FUNCTIONS

Contracts. Negotiate subcontracts, maintain on-going policy and program development. Implement new programs and policies. Review contract applications, process and sign waiver contracts, provide technical assistance to applicants and subcontractors, administer service contracts, ensure program compliance and oversight of corrective action plans.  Supervise contracts team responsible for managing subcontracts, econtracts process, accounts payable, contract program reporting, and SharePoint Project Center.

40%

Contract Monitoring. Evaluate subcontractors for program compliance, including development of risk assessment and monitoring tools, monitoring schedule, correspondence, collection of documents, evaluating requirements, analyzing feedback and problem-solving concerns, reviewing staff work, writing reports, facilitating meetings and approving submitted corrective action plans.   

30%

Planning. Develop comprehensive short and long range program plans, goals and objectives; required Area Plan activities and associated community outreach.

20%

Special projects and programs. Research and analysis of program issues and provide technical assistance. Prepare reports and statistical information for planning activities. Compile data from reports and analyze program issues, needs assessments, trends and future planning.

10%

•

Performs other duties as assigned

•

Complies with all policies and standards

This Job is Essential

☐

QUALIFICATIONS

Bachelor's Degree

in a field closely related to the program, from a college or university accredited by an agency recognized by the US Department of Education

Required

Master's Degree

may be preferred or required in some programs.

Preferred

In Social Sciences

Master's Degree

At least one year in area of assignment

Preferred

4 years

of progressively responsible experience related to the program assignment

Required

including

1 year

supervisory experience

Required

2 years

Of progressively responsible professional experience in service program planning and administration

Required

and

1 year

Previous work experience in social services program financing, grant writing/reporting and administration and contract management.

Preferred

and

DL NUMBER - Driver License, Valid and in State

Does not operate County-owned vehicles.

Relevant work experience demonstrating required knowledge, skills, and abilities may substitute for educational requirements.  Work experience is essential and cannot be replaced by additional education.

Knowledge, Skills and Abilities

Appear for scheduled work and complete assigned tasks within a reasonable period of time.

Establish and maintain effective working relationships with others using tact, courtesy and good judgment.

Maintain confidentiality and adhere to policy and procedures of the county and department.

Communicate effectively orally and in writing.

Utilize various computer applications specific to the department including databases, word processing, document imaging, spreadsheets, and web-based systems for entering, retrieving and researching data and records.

Physically perform assigned duties and essential functions of the position.

Knowledge of practices, procedures, techniques, legislation, and other requirements of the program supervised.

Medium

Knowledge of workload planning and scheduling

High

Knowledge of systems and resources in the community relative to program

Medium

Knowledge of leadership and supervisory principles and practices

High

Knowledge of research methods

Low

Knowledge of relevant agencies and systems

Medium

Knowledge of County, State, and Federal laws and regulations pertaining to the program

High

Knowledge of contract management principles and techniques

High

Knowledge of rules of grammar, spelling and punctuation used in professional report writing

High

Knowledge of terminology, laws, rules, codes and regulations governing area of assignment

High

Knowledge of principles and methods associated with public information dissemination

Low

Knowledge of methods of community resource development and communication.

Low

Skill in coordinating work unit activities and handling multiple tasks

High

Skill in program development and monitoring

High

Skill in budget analysis and monitoring of fiscal performance per contract management

High

Skill in gathering, manipulating and using data utilizing a computer and other tools

High

Skill in program evaluation, advocacy and promotion

Medium

Ability to apply project management techniques and coordinate work unit activities

High

Ability to compile, prepare, tabulate and report on data, statements, and summaries

Medium

Ability to interpret and implement policy, procedures, and laws related to program

High

Ability to develop and implement long and short range programs

High

Time Management

Uses their time effectively and efficiently; values time; concentrates their efforts on the more important priorities; gets more done in less time than others; can attend to a broader range of activities.

Drive for Results

Can be counted on to exceed goals successfully; is constantly and consistently one of the top performers; very bottom-line oriented; steadfastly pushes self and others for results.

Customer Focus

Is dedicated to meeting the expectations and requirements of internal and external customers; gets first-hand customer information and uses it for improvements in products and services; acts with customers in mind; establishes and maintains effective relationships with customers and gains their trust and respect.

Remote Employment

Remote Employment Type:

Remote Employment Text:

Weight Bearing (Standing & Walking)

Weight Bearing Standing

Weight Bearing - Walking

Walking on Uneven Terrain

Occasionally: 11-33% - Occurs 31 minutes to 2.5 hours per shift.

remote sites or field work

Running

Jumping

Climbing

Ladder, stairs, stools

Seldom/Infrequent: 1-10% - May occur, but not on a daily basis or less than 30 minutes per shift.

may periodically climb stairs

Balancing

Seldom/Infrequent: 1-10% - May occur, but not on a daily basis or less than 30 minutes per shift.

to access low filing cabinets/shelves

Bending at the waist

Seldom/Infrequent: 1-10% - May occur, but not on a daily basis or less than 30 minutes per shift.

accessing files, office supplies, and equipment

Twisting at the waist

Seldom/Infrequent: 1-10% - May occur, but not on a daily basis or less than 30 minutes per shift.

to access low filing cabinets/shelves

Stooping

Slight bend at knees

Squatting

Continuously: 67%+ - Occurs more than 5.6 hours per shift.

Sitting

Continuously: 67%+ - Occurs more than 5.6 hours per shift.

Kneeling

One or both knees

Crawling

On hands and knees

Lying Down

Back, side or stomach

Lifting/Carry/Push/Pull

Lifting

   0-10 lbs

Occasionally: 11-33% - Occurs 31 minutes to 2.5 hours per shift.

Office supplies, paperwork and files

Lifting

  11-20 lbs

Seldom/Infrequent: 1-10% - May occur, but not on a daily basis or less than 30 minutes per shift.

Office supplies, paperwork and files

Lifting

  21-35 lbs

Seldom/Infrequent: 1-10% - May occur, but not on a daily basis or less than 30 minutes per shift.

Office supplies, paperwork and files

Lifting

  36-50 lbs

Never: 0% - Does not occur ever, or may not ever occur for some incumbent.

Lifting

  50 + lbs

Never: 0% - Does not occur ever, or may not ever occur for some incumbent.

Carry

   0-10 lbs

Occasionally: 11-33% - Occurs 31 minutes to 2.5 hours per shift.

Office supplies, paperwork and files

Carry

  11-20 lbs

Seldom/Infrequent: 1-10% - May occur, but not on a daily basis or less than 30 minutes per shift.

Office supplies, paperwork and files

Carry

  21-35 lbs

Seldom/Infrequent: 1-10% - May occur, but not on a daily basis or less than 30 minutes per shift.

Office supplies, paperwork and files

Carry

  36-50 lbs

Never: 0% - Does not occur ever, or may not ever occur for some incumbent.

Never: 0% - Does not occur ever, or may not ever occur for some incumbent.

Pushing

   0-10 lbs

Seldom/Infrequent: 1-10% - May occur, but not on a daily basis or less than 30 minutes per shift.

file drawers, office equipment, files

Pushing

  11-20 lbs

Seldom/Infrequent: 1-10% - May occur, but not on a daily basis or less than 30 minutes per shift.

file drawers, office equipment, files

Pushing

  21-35 lbs

Never: 0% - Does not occur ever, or may not ever occur for some incumbent.

Pushing

  36-50 lbs

Never: 0% - Does not occur ever, or may not ever occur for some incumbent.

Never: 0% - Does not occur ever, or may not ever occur for some incumbent.

Pulling

   0-10 lbs

Seldom/Infrequent: 1-10% - May occur, but not on a daily basis or less than 30 minutes per shift.

file drawers, office equipment, files

Pulling

  11-20 lbs

Seldom/Infrequent: 1-10% - May occur, but not on a daily basis or less than 30 minutes per shift.

file drawers, office equipment, files

Pulling

  21-35 lbs

Never: 0% - Does not occur ever, or may not ever occur for some incumbent.

Pulling

  36-50 lbs

Never: 0% - Does not occur ever, or may not ever occur for some incumbent.

Never: 0% - Does not occur ever, or may not ever occur for some incumbent.

Reaching Above shoulder level

Seldom/Infrequent: 1-10% - May occur, but not on a daily basis or less than 30 minutes per shift.

Seldom/Infrequent: 1-10% - May occur, but not on a daily basis or less than 30 minutes per shift.

accessing files, office supplies, and equipment

Reaching at shoulder level

Seldom/Infrequent: 1-10% - May occur, but not on a daily basis or less than 30 minutes per shift.

Seldom/Infrequent: 1-10% - May occur, but not on a daily basis or less than 30 minutes per shift.

accessing files, office supplies, and equipment

Reaching below shoulder level

Seldom/Infrequent: 1-10% - May occur, but not on a daily basis or less than 30 minutes per shift.

Seldom/Infrequent: 1-10% - May occur, but not on a daily basis or less than 30 minutes per shift.

accessing files, office supplies, and equipment

Steering Equipment, Vehicles

Fine Manipulation

Keyboarding/Typing

Simple Grasp

Seldom/Infrequent: 1-10% - May occur, but not on a daily basis or less than 30 minutes per shift.

Seldom/Infrequent: 1-10% - May occur, but not on a daily basis or less than 30 minutes per shift.

office supplies, equipment, phone

Up & Down Flexion of Wrist

Side to Side Motion of Wrist

Turning/Rotation of wrist/hand

Gross Manipulation

Powerful Grasp/Tight Grasp

Seldom/Infrequent: 1-10% - May occur, but not on a daily basis or less than 30 minutes per shift.

Seldom/Infrequent: 1-10% - May occur, but not on a daily basis or less than 30 minutes per shift.

office supplies, equipment, phone

Hand Controls

Repetitive Motion

Sight: Distinguish objects, depth perception, field of vision, color identification, near and far acuity necessary to operate equipment, machinery, etc.

Continuously: 67%+ - Occurs more than 5.6 hours per shift.

documents computer screen, files may be color coded

Hearing: Comprehend oral language and sounds and react appropriately. Follow oral directions.

Continuously: 67%+ - Occurs more than 5.6 hours per shift.

Speaking: Orally communicate information and ideas with comprehension

Continuously: 67%+ - Occurs more than 5.6 hours per shift.

Reading: Comprehend and retain the written word.

Continuously: 67%+ - Occurs more than 5.6 hours per shift.

documents computer screen

Writing: Composing communications in writing

Math: Compute a series of numeric variables, measurements

Uneven Ground

Never: 0% - Does not occur ever, or may not ever occur for some incumbent.

Exposure to Bloodborne Pathogens

Work Outside

Never: 0% - Does not occur ever, or may not ever occur for some incumbent.

Customer/Public Contact

Work Inside

Continuously: 67%+ - Occurs more than 5.6 hours per shift.

office enviornment

High Elevations

Never: 0% - Does not occur ever, or may not ever occur for some incumbent.

Moving Objects

Never: 0% - Does not occur ever, or may not ever occur for some incumbent.

Slippery Surface

Never: 0% - Does not occur ever, or may not ever occur for some incumbent.

Wetness

Never: 0% - Does not occur ever, or may not ever occur for some incumbent.

Temp.Humid/ Extremes

Never: 0% - Does not occur ever, or may not ever occur for some incumbent.

Temp. Cold Temp

Never: 0% - Does not occur ever, or may not ever occur for some incumbent.

Confined Spaces

Never: 0% - Does not occur ever, or may not ever occur for some incumbent.

Special Clothing

Continuously: 67%+ - Occurs more than 5.6 hours per shift.

semi-professional attire

Vibration

Never: 0% - Does not occur ever, or may not ever occur for some incumbent.

Use of Solvents

Never: 0% - Does not occur ever, or may not ever occur for some incumbent.

Use of Detergent

Never: 0% - Does not occur ever, or may not ever occur for some incumbent.

Chemical Contact

Never: 0% - Does not occur ever, or may not ever occur for some incumbent.

Chemical Vapors

Never: 0% - Does not occur ever, or may not ever occur for some incumbent.

Dust or Particles

Seldom/Infrequent: 1-10% - May occur, but not on a daily basis or less than 30 minutes per shift.

Toxic Substances

Explosives

Radiation

Electricity

Noise intensity