Administrator, Bureau of Policy & Planning, Allegheny County                             L0237

Definition:

This is managerial professional work directing the policy and planning activities of the Allegheny County Department of Human Services (DHS) to ensure the effective and efficient provision of program services to individuals, families and organizations.

The employee in this class is responsible for directing the policy and planning activities of the Allegheny County Department of Human Services to ensure the effectiveness of programs in meeting established goals and objectives.

Work involves administering the formulation maintenance and implementation of DHS policies and procedures; directing the planning process with the coordination and collaboration of the Director of Human Services, Deputy Directors and their Planning Coordinators; serving as liaison for the Department of Human Services regarding policies , procedures and planning of services; coordinating the implementation of subcontracts for

services; preparing information for reporting, decision making and providing information to DHS staff regarding policies and procedures, legal issues, and planning of services and programs; participating in implementing an internal quality assurance program for policy and planning; and participating as a member of the Administration and Management Team in the development and implementation of goals, objectives, policies, procedures, quality assurance programs, information systems and budgets.

Work is accomplished through subordinate supervisors involved in planning and organizing work, assigning work, determining work priority, reviewing/evaluating work performance, receiving and answering grievances, and approving leave requests. Work is performed with considerable independence of action and is reviewed by the Deputy Director, Office of Policy, Information, Planning, Evaluation, and Research (PIPER) through conferences, evaluation of reports and recommendations, and results attained.

Examples of Work:

Administers the formulation, maintenance and implementation of DHS policies and procedures by identifying or receiving a request for a needed or required policy or procedure; developing or assigning the development of needed or required policies for the Department; reviewing for and forwarding any policy or procedures with legal concerns; requesting and receiving feedback regarding new or changes in policies or procedures; and recommending corrections to policies and procedures regarding any legal concerns.

Coordinates, publishes and distributes an Executive Director's approved handbook of DHS policies and procedures; requests and receives feedback regarding new or changes in compliance and enforcement standards; identifies and responds to problems, compliance issues and enforcement concerns through appropriate channels; and resolves problems and discrepancies relating to staff.

Directs the planning process with the coordination and collaboration of the Executive Deputy Director, the Deputy Director, Office of Administration, the Deputy Directors for the Office of Children, Youth and Families, Behavioral Health, Intellectual Disabilities, Community Services, and their Planning Coordinators by facilitating the development and implementation of the planning process for the Department.

Ensures that the planning process solicits input from citizens, community advocate groups, community health and social service agencies, components of county and state government, contract services agencies and state facilities; reviews information obtained for coordination, correlation, organization and accuracy; participates in organizing and/or attending planning committees meetings, assessment of needs, agency coordination meetings and public hearings; and participating in various structured DPW, County and local agency planning activities.

Directs the preparation of the Annual Plan and Budget Estimate which incorporates the operations of Children and Youth Services, Juvenile Court and Juvenile Court Detention Homes which are eligible for funding under the provisions of Act 148.

Works extensively with community agencies regarding sensitive and difficult issues in planning and implementation of the proposals and contracts; reviews and coordinates the recommendation for approval and disapproval of proposals and requests for funded services based on program issues and budgetary resources; approves, develops and assists in the implementation of agency and departmental policies and procedures to follow in the planning process and in ensuring necessary and required equipment, supplies and staff are available for the planning process and the Planning section.

Approves the Policy & Planning Bureau's budget and expenditures based on the Department's approved budget and allowable expenditure's policies and procedures; resolves problems and discrepancies related to the planning process and staff.

Serves as liaison for the Department regarding policies and procedures and planning of services and programs by attending meetings with government agencies contracted agencies, community groups, staff and clients to exchange information, voice concerns and resolve issues; responds to inquiries and complaints; and consults with Department staff to resolve issues on policies and procedures.

Coordinates the implementation of subcontracts for services with the assistance of the Administrator, Bureau of Budget & Contract Compliance, recommending initiation, renewal, non-renewal or cancellation of contracts with providers to the Deputy Director, PIPER.

Reconciles licensing problems with provider agencies; refers any unresolved licensing problems and impasse situations to the Deputy Director, PIPER; identifies and discusses contract legal issues which impact on the County and/or DHS programs with the Executive Director and County Solicitor; and recommends and implements approved strategies for correcting the problems/concerns or reducing County and DHS liabilities.

Approves annual plans, budgets and amendments of all DHS provider agencies within applicable guidelines for accuracy, completeness and for efficiency; approves the development and implementation of monitoring manuals by service type to include policies and procedures for formal evaluation and for written recommendation regarding programs, fiscal, facilities, general administration and personnel areas; reviews the quarterly evaluation of provider agencies using the monitoring manual to complete the evaluation; interprets and ensures compliance of applicable state and federal programs' and agency's policies and procedures for staff and contract agencies; and approves and establishes minimum productivity and performance standards in the areas of programs and general administration for contracted agencies.

Negotiates with contracted agency Executive Directors and boards interagency issues which are not resolved at a staff level; and recommends and develops, with assistance, new corporations to provide DHS services; initiates and submits requests for approval of actions needed from the Board of Commissioners, Executive Director, and the Deputy Director, PIPER.

Reviews and approves all grants requests; interprets Department of Public Welfare (DPW), DHS regulations and County Office policies to contractors; approves, develops and assists in the implementation of agency and Departmental policies and procedures to follow in the contract monitoring and quality assurance processes.

Prepares information for reporting, decision making and providing information to Deputy Directors, the Executive Director and outside sources by maintaining information and data regarding policies and procedures, legal issues, and planning of services and programs; analyzes data and information from computer reports and agency records; develops and calculates necessary or required information and data; recommends improvements in policies and procedures, legal issues, planning of services; and generates reports as scheduled or requested.

Participates in implementing an internal quality assurance program for policy and planning to ensure accurate information and appropriate recommendations for decision making regarding policies and procedures, legal issues, and planning of services and programs by establishing and implementing appropriate policies, procedures and practices; complying with the agency's and government's policies, procedures, mandates and regulations; and utilizing established principles, practices and techniques for developing, evaluating and implementing policies and procedures, legal issues, planning of services and programs and contract monitoring.

Participates, as a member of the Administration and Management Team, in the development and implementation of goals, objectives, policies, procedures, quality assurance programs, information systems and budgets, by providing information and suggestions at meetings and as requested; supporting and implementing goals, objectives, policies, procedures and programs as approved by the Executive Director; attending and participating in meetings when scheduled or requested; representing the Deputy Director, PIPER when requested; planning, coordinating and directing daily activities through sectional managers and in accordance with established guidelines, policies and procedures; and conducting regular and as needed meetings with managers to inform and guide in the accomplishment of goals, objectives, policies, procedures, quality assurance programs, information systems and budgets.

Supervises Bureau of Policy & Planning staff by orienting new staff, giving direction and assistance to staff, evaluating work performance, and providing training as needed; assists with initiating and implementing personnel actions, procedures and policies; and assists the Personnel Office in interviewing and selecting Bureau of Policy & Planning candidates when vacancies occur.

Performs related work as required.

Required Knowledges, Skills and Abilities:

Knowledge of the principles of planning as applied to the administration of governmental programs.

Knowledge of the practices and objectives of local, regional, and state planning.

Knowledge of the organization and administration o governmental programs and the major influences impacting on governmental decision-making and program development.

Knowledge of the factors involved in local, regional and state plan development.

Knowledge of the available data sources pertaining to planning and development review, evaluation, coordination and implementation of plans and policies.

Knowledge of component parts of a plan and how these are interrelated in the development of plans for managerial decision-making.

Knowledge of the applicable local, state and federal regulations and bargaining unit contracts applicable to the organizational unit.

Skill in directing the planning efforts of subordinates.

Skill in expressing the technical and practical factors involved in planning to subordinates and the public.

Ability to present data in graphic and narrative form.

Ability to develop, review, evaluate, coordinate, and implement plans and policies.

Ability to apply the principles and practices of safety applicable to the work performed by the unit.

Ability to supervise employees effectively.

Ability to express ideas clearly and concisely, both orally and in writing.

Ability to establish and maintain effective working relationships with associates, subordinates, public officials and the general public.

Minimum Experience and Training:

Five years of progressively responsible professional experience in the field of policy or planning, including three years in an administrative or supervisory capacity in a human services agency, and a master's degree;

Or

Any equivalent combination of experience and training.

Commonwealth Equivalent PSG ST09