Operations and Policy Analyst 2 (System Quality Assurance Analyst)
Human Services-Seniors & People with Disabilities - Salem, OR

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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:
The primary purpose of this position is to assist the Manager of the IT Business Support Unit (ITBSU) in evaluating organizational systems and business procedures to ensure compliance with Aged and Physically Disabled (APD) and Developmentally Disabled (DD) program intent and regulations. This position assists the Manager in planning or designing improvements in operations, and is responsible for completing research and analysis to provide information to Program Area management teams, which assists in overall policy and operational decision-making. This position is directly responsible for using and evaluating data from Client Process Monitoring System (CPMS), Express Payment and Reporting System (eXPRS), Service and TXIX waiver eligibility systems, Client Employed Provider System, Community Based Care System, Oregon Access, and MMIS to ensure contractor and provider compliance with service enrollment and claim submission requirements, and to provide information to the APD and DD programs and to Office of Information Services (OIS) regarding maintenance or update requirements for those systems. This position must perform research and critical analysis functions that ensure DHS captures the greatest level of TXIX match funds possible, while remaining in compliance with Centers for Medicaid and Medicare (CMS) waivered service payment requirements. The work completed by this position also ensures the provision of reliable critical information for the APD and DD Programs which supports the assessment of service population trends, determining budget impact for current and projected service growth, targeting specific training needs to address deficiencies, and assessing service contract compliance. This information is also utilized in determining areas where policy or operational changes may be required. The work of this position, if not completed or if performed incorrectly, could result in a loss of direct service dollars required to support individuals with developmental disabilities throughout the state of Oregon, could result in inaccurate provider payments or payment funding errors, could lead to unnecessary or damaging policy, systems, or operational changes, and could put the Department at risk of non-compliance with CMS directives. Quality Assurance – Monitor, evaluate and take appropriate corrective action based upon the following information:
APD/DD systems provider payment reporting (ensure payments are timely and accurate),
APD/DD service client eligibility coding and reporting (ensure accurate service authorizations). Assess provider and Community Developmental Disabilities Programs (CDDP) compliance with financial and service eligibility reporting requirements.
Title XIX Waiver Level of Care determinations coding and reporting, and MMIS recipient coding (ensure accurate funding)
Service authorization reporting, and provider claim activity reporting (ensure client data entries and service payments have processed correctly to capture maximum TXIX federal match funds). Perform mass claims adjustments when required to address changes in client service eligibility status which may impact federal match funding. Report episodes of non-compliance to the appropriate program office personnel and coordinate in the response. Perform and report upon various analytical tasks, which includes:
Analyzing and interpreting data;
Identifying and resolving problems;
Regularly meeting with various APD/DD unit members to Review and analyze business process, procedures, and outcomes to assess the need for changes;
Assessing and determining internal and external training needs which support contractors in compliance with reporting requirements;
Collaborating with APD/DD Program Management teams, Regional Coordinators, Staley Team, budget analysts and APD/DD Office of Information Services (OIS) reps to determine system operations and support requirements that allow for the standardization of data collection and reporting. Provide specifications to the APD/DD Business Intelligence Unit to format and run various APD/DD systems reports that support APD/DD payments and service eligibility Quality Assurance (QA) work. Technical Assistance/Training – Consult with ITBSU and APD/DD program representatives to provide high-level technical expertise and advice regarding systems/applications usage, customer service issues and payment problems, that will be utilized in the development of training plans by business. Consult with central office business staff to provide guidance and recommendations in the development of training materials and activities to address performance issues or compliance problems related to service eligibility and waiver status coding, provider or contractor claim submissions, Client or Provider Liability issues. Provide updates to central office and field staff and/or providers on payment systems or business process changes. Work with DHS Office of Information Systems staff and APD/DD business analysts to address system or help issues with CPMS, service eligibility systems and eXPRS. Policy Development and support – Provide information for policy or procedural revisions to address recurring problems found in the course of QA activity. This activity includes:
Assist in the development or clarification of policies, and development of program and systems materials required to implement, simplify or improve program operations and outcomes.
Participate in the development and analysis of systems design specifications to assure all APD/DD systems support federal/state program requirements and meet the operational needs of the agency.
Participate in the development of testing criteria for APD/DD systems. Perform on-line testing of systems development. Analyze output specifications to determine if design specifications are met.
Provide the documentation to reflect policy development, systems design and systems testing outcomes. Operational Planning/Execution (Project Management) Develop operating plans to implement new and changed policies addressing the regulatory, training, and workload issues that arise in the conversion from one policy/procedure to another. Evaluate the effectiveness of the changes in meeting the intent. Participate in all phases of business and automated systems projects including planning, risk assessment, design, development, test plan development and execution, training implementation and documentation to ensure the projects meet business requirements. Monitor time lines and task assignments to assure all the aspects of the implementation/conversion (policy, procedural instructions, forms, systems, training, client/provider notices, etc.) are coordinated. Manage small to medium size projects, or components of larger projects. Participate in all staff or unit meetings Other duties as assigned WORKING CONDITIONS The person in this position is expected to perform in a high-pressure setting, resulting from a high volume, mission critical workload with difficult, inflexible timelines. Assignments must be intensely self-monitored, and frequent adjustments are required. The individual must establish work priorities and engage in independent decision-making, keeping the IT Business Support Unit Manager informed of progress and decisions made. The individual must be able to work on multiple projects, and with multiple project teams simultaneously, accommodating or adjusting work as required to meet ever-changing time lines and new or evolving requirements. The person in this position must be able to manage and work closely with groups comprised of individuals representing various stakeholder organizations, multiple state agencies, local program and policy staff, information technology staff, community business partners, contractors, clients and providers, each with differing backgrounds and agendas, for the purpose of effectively gathering information required to complete application development or enhancement projects. Working evenings, weekends, and/or overtime is sometimes necessary to address issues or to meet testing or implementation deadlines.

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.


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 .


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, the Community Developmental Disability Program network, the Adult Support Services Brokerage system and the various Developmental Disability provider groups.

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.


Experience with Client Process Monitoring System (CPMS), Express Payment and Reporting System (eXPRS), Oregon Access and MMIS.
Experience communicating effectively with people over the telephone, in writing and in person to answer questions and explaining information or decisions.
Experience performing analysis for projects or programs involving information research, data collection and reporting of pertinent information.
Experience interpreting complex documents such as policies and procedures, legislative or federal regulation changes and evaluating the impact it has to the program you support.
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.


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


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State of Oregon - 22 months ago - save job