Operations and Policy Analyst 2 (DD Program Area Business Analyst)
Human Services-Seniors & People with Disabilities - Salem, OR

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DHS13-0012

The Department of Human Services (DHS) is about safety, health and independence for all Oregonians. We help Oregonians in their own communities achieve well-being and independence through opportunities that protect, empower, respect choice and preserve dignity. We protect children who are abused or neglected. We provide long-term care services to seniors and people with disabilities. We help low-income people along the road to self-sufficiency with health coverage, job preparation, childcare and other supports. Our services are delivered in the least restrictive setting and in partnership with communities. We serve many diverse people and communities across Oregon and are focused on creating an inclusive work environment and on ensuring that the results we achieve for all Oregonians are equitable. We are absolutely committed to ongoing innovation in the delivery of services, and we are committed to recruiting, developing and retaining dedicated employees.
This employment opportunity is with Information Technology Business Supports, which is part of the Department of Human Services. There is one permanent full-time opening located in Salem (Summer Street NE) . This position is represented by a union.

This recruitment announcement will be used to establish a list of qualified candidates to fill the current vacancy and may be used to fill future vacancies as they occur.

Please be aware that due to the economic downturn and subsequent state budget short-fall these positions may be required to take furloughs in the biennium 2011-2013.

Duties & Responsibilities:
Using general direction from Management and Executive Staff, and also from the Application Integration analyst and the lead eXPRS systems analyst, the business analyst provides leadership, functional direction and overall monitoring for systems initiatives and issues that affect the DHS Developmentally Disabled (DD) Program area. This position has the authority and is responsible for interpretation of multiple complex federal, state and local regulations and rules, and is required to either design new implementation policies or business procedures or adapt existing structures to meet changing business need. The decisions made by this position impact expenditures, client services, federal compliance and, ultimately, the success of Aging and People with Disabilities (APD) and DD policies at all levels of the organization and at all DD Program partner agencies and service providers throughout the state of Oregon. The person in this position will ensure that the systems used within DD Programs (Express Payment and Reporting System (eXPRS), Client Process Monitoring System (CPMS), MMIS, DD Service Eligibility, etc.) provide support for Medicaid services within the integrated service delivery model. This position must address ongoing maintenance issues and must lead activities on specific projects as they arise. This position shares leadership for assigned projects with Information Systems staff. The person in this position uses an in-depth knowledge of DD programs, waivers, services, client populations, provider operations and current systems, particularly those related to developmental disability service and waiver eligibility, that support the DD Program in ensuring that all systems development supports the complex business processes and multiple programs and services of the DD Program area. Operational Planning/Change Management Develop processes for systematic organizational improvement, in particular, those related to Developmental Disability service and waiver eligibility. Collaborate with information system staff and DD Program staff to automate business processes, document workflows, and complete decision trees to support these improvements within specified policies. Coordinate operational plans in assigned areas to accomplish objectives. Coordinate transition from existing to new automated business systems. Coordinate or lead planning on operational improvement initiatives for assigned areas, in particular, those related to Developmental Disability service and waiver eligibility. Develop process and procedures for strategic planning. Consult with senior management and program managers on the strategic planning, process and methods. Advise on systematic organizational improvement methods. Lead and facilitate meetings with cross-functional and interdisciplinary teams to identify, prepare, review and analyze specific business process mapping, business needs, governing policies, rules and laws to be utilized in arriving at organizational improvements. Advise managers in methods of formulating performance measures and evaluating data. Participate in the development and implementation of statewide information technology projects and the daily operations for ongoing systems support for the DD Program Area, coordinating with the Office of Information Services (OIS), APD and DD Program Area specialists, regional partner agencies and local area personnel. Support systems technology by partnering in sponsorship, assisting in establishing scope, advocating for resources, and providing business analysis which includes participating in the planning/requirements analysis, design, testing, training and implementation of new systems or improvements to existing systems. Monitor progress and assist in managing changes and scope. Participate in the planning and development of DHS Enterprise level projects and ensuring that DD Program business needs are met. Support the project with business analysis including participating in all phases of systems development/business planning as described above. Coordinate, evaluate and direct DD Program staff participation in DHS Enterprise level projects, for assigned areas. Monitor and report on progress. Develop and carry out computer support plans in assigned areas, in particular, those related to Developmental Disability service and waiver eligibility, for all related policies and initiatives. Meet with the Community Developmental Disability Program Managers, Brokerage Directors, and other business representatives to establish the general requirements and approach for projects. Identify risks and manage the business process/analysis side of systems projects. Participate in the coordination of all phases of the systems development cycle (establish overall plan, develop and approve detail requirements, provide consultation during development, establish test criteria, perform on-line testing, approve batch test results, develop conversion and implementation plans and execute them, support ongoing maintenance). Establish and monitor timelines and task assignments, and report on progress. Design implementation plans that address issues that arise from pilot and statewide deployment. Ensure adequate representation of various business entities throughout the process. Partner with DD Program representatives in the development and delivery of training, to support a successful implementation. Document and maintain records of all Operational planning and Change Management activity. Policy Analysis Interpret and maintain knowledge of relevant federal codes, state administrative rules and regulations, and DD Program Area policies, in particular, those related to Developmental Disability service and waiver eligibility. Review applicable budget packages and evaluate the impact of any new or proposed legislation, statute changes and potential policy initiatives on existing APD and DD Program Area policies and procedures. Identify interdependent DHS policies and systems, and coordinate analysis with DHS business and OIS staff. Analyze the impact of any proposed changes on information systems technology development and business processes, including identifying the staff and funding resources needed to implement the proposed changes. Participate in the preparation of written documentation to be included in the justification for the budget package or as legislative analysis. Coordinate and/or participate as needed in policy development and interpretation; ensure statutory compliance. Participate in planning and development of policies regarding the implementation of initiatives that support the business and technology goals of the DD Program Area and the Department. Research and interpret departmental program rules, regulations and statutes, legislative and executive intent, operating policies, business operations, and business processes to ensure policies are developed within required parameters. Provide leadership for business needs in projects, to ensure that systems are developed in such a manner that they effectively support the programs and services, and also meet the complex business process requirements. Develop design specifications and use cases for the systems to ensure new functions or revised applications support federal and state program requirements, and meet the operational needs of the program. Evaluate ongoing application of DD/APD policies and procedures, provide business analysis and make recommendations to streamline policies and procedures and to incorporate technology to provide better service. Guide business process re-engineering and change-management, through participation on work groups and in task forces consisting of partners both inside and outside state government, such as county program representatives, advocacy groups, Brokerage directors, field staff, providers, and the public. Integrate new business processes and supporting applications with appropriate external systems, internal systems, and sub-systems. Coordinate assigned DD Program Area information technology projects. Attend statewide planning meetings, such as the Information Systems Management (ISM) meetings on behalf of the Department, the Community Developmental Disability Program Managers, and Brokerage Directors, to ensure that the priorities reflect the complex DD Program Area business needs. Provide support to business in presenting IT project requests. Document and maintain records of all Policy Analysis activity. Monitoring and Evaluation Collect and analyze data, identify and resolve problems related to business needs and computer operations, in particular, those supporting Developmental Disability service and waiver eligibility. Assist Provider Payment Unit workers and Quality Assurance (QA) analysts in problem-solving. Identify data gaps, make recommendations, design and oversee the collection of data, provide analysis and recommend operational changes. Monitor Service Desk activity and Quality Control (QC) service tickets. Review problems reported and monitor overall functioning of systems. Act as a resource for the OIS Service Desk by providing high-level technical expert analysis and problem resolution. Evaluate the research and reporting needs of the DD Program Area and assure that sufficient data is collected to allow for comprehensive monitoring of program results. Monitor overall system performance and recommend corrective action on processes for systematic organizational improvement. Identify areas of noncompliance and inappropriate expenditures and recommends corrective action. Monitor and evaluate DD service and Medicaid waiver eligibility and payment information for correct and consistent application of the program at a statewide level, and monitor for compliance with federal funding requirements. Accesses case information, existing statistical reports, and request ad hoc reports as needed. Identify areas for improvement and recommend options for corrective action. Legislative Coordination Research and prepare background information on legislative proposals for use by executive management; provide operational and systems impact analysis including scope and effort/cost estimates. Prepare or review drafts of language for administrative rules, monitors bills affecting fundamental program operation, write comprehensive analyses identifying programmatic and financial impacts, prepare agency position in response to proposed legislative changes for executive staff review and approval. Project Management Develop, maintain and apply knowledge and skills in the core project management areas defined by the Project Management Institute, including project integration, scope, time, cost, and quality. In partnership with the Application Integration Analyst, coordinate assigned project activities with internal units. Identify project scope, training requirements and needed resources. Identify risks and mitigation strategies. Manage assigned areas of projects to ensure team members, subject matter experts and stakeholders participate. Recommend changes to project plan in response to unforeseen changes or unexpected results. Review and verify deliverables that fall within assigned areas of a project. Provide Technical Assistance/Consultation and Documentation Develop and maintain technical expertise in all applicable areas, in particular, those related to Developmental Disability service and waiver eligibility, and provide high-level technical expertise and advice for the DD Program Management Team regarding systems/ applications usage, customer service issues and payment problems. Respond to inquiries from various agencies regarding computer support of DD programs. Participate in establishing policies and procedures for documentation for information systems, as required or necessary to implement, simplify, or improve program operations and results. Activities include the areas of online help, procedure manuals and written materials describing information system usage. Provide subject matter expert advice to the training development teams, and monitor training to ensure accuracy and effectiveness. Research and answer procedural and systems questions from various federal, state and local partner agencies, client advocates, governor’s office, all levels of DHS staff (managers, staff of the OIS-ISE Application Unit, OIS Service Desk, Special Project Units, Provider Payment Units, fiscal/accounting units and local office staff), community organizations, the public and others as needed. Answers may be verbal or written. Other Attend all team and unit meetings. Perform other duties as directed by Supervisor. WORKING CONDITIONS The person in this position is expected to perform in a high-pressure environment resulting from high volume workload and difficult timelines. Priority and scope of projects must be intensely monitored and frequent adjustments are required. Overtime is required during peak periods. Requires occasional travel with overnight stays. Requires a valid driver’s license or other acceptable form of transportation

Qualifications & Desired Attributes:
Your application materials, including your answers to the 'Supplemental Questions' will be reviewed to determine if you meet the minimum qualifications and how you meet the desired attributes for the position to which you have applied. Your answers to the supplemental questions must be reflected in your application.

MINIMUM QUALIFICATIONS A Bachelor’s Degree in Business or Public Administration, Behavioral or Social Sciences, Finance, Political Science or any degree related to Human or Social Services ; AND two years professional-level evaluative, analytical and planning work related to Human or Social Services .

OR;

Any combination of experience and education equivalent to five years of experience professional-level evaluative, analytical and planning work related to Human or Social Services .

Special Qualification:
In addition to the minimum qualifications, this position requires that applicants must have knowledge of Oregon's Developmental Disabilities Program, Policy and Rules.

This knowledge must be clearly described in the answers to your supplemental questions, failure to provide this information will eliminate your application from further consideration.

DESIRED ATTRIBUTES

Experience with Client Process Monitoring System (CPMS), Express Payment and Reporting System (eXPRS), Client Service and TXIX waiver eligibility systems, Client Employed Provider System (CEP), Community Based Care System (CBC), Oregon Access (OA), and Oregon Medicaid Management Information System (MMIS). Experience utilizing the above programs to ensure contractor and provider compliance with service enrollment and claim submission requirements. Experience with information systems development and project management. Experience interpreting complex documents such as policies and procedures and evaluating the impact it has to your working area.
Only the candidates whose experience most closely match the qualifications and desired attributes of this position will be invited to an interview.

Additional Information:
IMPORTANT NOTICE – Email Addresses Now Required

The state of Oregon is now requiring all applications have a valid email address.

If you do not currently have an email address and do not know where to go to get one please refer to our Applicant E-Recruit FAQ's web page. Click on the link below to go directly to question #14 to view several internet providers where you can get a free e-mail account. The state of Oregon does not endorse any particular provider.

Applicant E-Recruit FAQ's

If you are offered employment, the offer will be contingent upon the outcome of an abuse check, criminal records check and driving records check, and the information shall be shared with the DHS, Office of Human Resources (OHR). Any criminal or founded abuse history will be reviewed and could result in the withdrawal of the offer or termination of employment.

DHS will communicate with all applicants via e-mail.

If you need assistance to participate in the application process, you are encouraged to call 503-945-5698 (voice) 8:00 a.m. and 5:00 p.m. (Pacific Time) Monday through Friday. TTY users please use the Oregon Telecommunications Relay Service: 1-800-735-2900.

If you need assistance with adding attachments to your profile or to a specific job posting please go to Adding and Removing Attachments to a Profile and Job Posting for further instructions. This quick help guide can also be found on the State Jobs Page by clicking in the Applicant E-Recruit FAQ's then click on Applicant Profile Maintenance.

PLEASE CONSIDER JOINING US!

The Oregon Department of Human Services is committed to affirmative action, equal employment opportunity and workplace diversity.

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