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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 50579000 |
Description Activated On: 1/15/2026 8:33:45 AM |
Position Purpose: Describe the primary purpose of this position and how it contributes to the organization’s objectives. Example: Provides clerical and office support within the Division to ensure its operations are conducted efficiently and effectively. This position is responsible for management and oversight of two business areas in the Office of Developmental Programs (ODP). One area is directing, managing and oversight of the design, development, implementation and maintenance of system solutions, budget vs the level of effort, and resource allocation to support successful implementation of Enterprise level and program office focused Information Technology (IT) projects that advance ODP goals and systemically enforce State and Federal regulations and policy. The second area of responsibility includes directing, managing and oversight of operations and staff output and performance in the ODP Contract Management Unit. In the IT space, the incumbent provides project management and support for ODP specific IT projects across systems and functional areas of ODP and for enterprise IT projects that impact ODP. Overall responsibilities of the incumbent include coordination and facilitation of ODP’s IT governance structure, the development of business strategy, project plans and timelines. Collaborates with the Bureau of Information Systems (BIS) to develop business requirements to translate into IT solutions, IT budget projections, project prioritization and selection, impact analysis, change control, risk management and issue remediation and resolution. In the Contract Management space, the incumbent is responsible for providing operational management, oversight, support, and guidance for ODP procurement and post award activities. assessing ODP needs and Emphasis is placed on ensuring that the unit meets specific quality and timeliness standards in performance of duties and provisions of services and that goals and objectives are met. The incumbent serves as the primary contact for the business partners for ODP related contractual issues and is involved in all system enhancements/modifications required to support and expand ODP programs throughout the Commonwealth requiring federal participation. This position serves as the contract manager for all contracts and the systems portion. |
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Description of Duties: Describe in detail the duties and responsibilities assigned to this position. Descriptions should include the major end result of the task. Example: Types correspondence, reports, and other various documents from handwritten drafts for review and signature of the supervisor. Contract Management Direct and manage the staff and operations of the Contract Management Unit functions. Demonstrates a thorough understanding of state and federal laws, rules, regulations and procedures impacting all contract functions. Emphasis is placed on ensuring that the unit meets specific quality and timeliness standards in performance of duties and provisions of services and that goals and objectives are met. Manages, develops, and implements, ODP’s contract management structure and the coordination and adherence to statewide contracting practices and processes to assure consistency and compliance with procurement regulations. This includes, but is not limited to, identifying the agency’s need, procurement options, procurement development, contractual monitoring, invoice pre-audit, invoice processing, internal self-audit, and external audit leadership. Manages implementation of grant programs including the Autism Services, Education Resources and Training (ASERT) and Money Follows the Person (MFP). Leads a team in the development, review, analysis, and evaluation of a wide variety of contractual documents including, but not limited to requests for proposals, Requests for Quotes, Requests for Information, Master Agreements, Intergovernmental Agreements, grant documents, funds commitments, miscellaneous commitments, and settlement agreements. Develops, implements, and manages performance measures, goals, and objectives for specific contracts, ensuring that quality and timeliness standards are met. Serves as an evaluation team member on all evaluation teams to ensure impartiality in the selection process and performs detailed review of request for proposal documents to provide input and recommendations on payment, validation of cost proposals, and other contractual and fiscal issues. Performs other related duties as assigned. IT Management Directs the funding, planning, development and implementation of all ODP IT-related projects, which includes IT projects across the DHS enterprise, ODP specific changes and ancillary system applications and IT-related procurements that support ODP program administration, oversight and monitoring. Coordinates and integrates project activities, as necessary, across organizations, agencies, professional disciplines and business functional areas. Responsible for project management, facilitating/obtaining resources, funding, support and reporting project status to ODP Leadership. Works directly with ODP staff across all functional areas, HHSDC staff, Office of Medical Assistance (OMAP) staff, IT vendors (Deloitte, Gainwell, PCG etc.), end users and other stakeholders to plan, coordinate IT-related project management activities for weekly and quarterly releases. Responsible for IT Annual Scoping project activities that informs the APD, prioritization, allocation of funds across the Department, Implements project management methodologies and standards utilizing project management tools. Other project management duties include estimating, forecasting, planning, establishing timelines, process modeling, requirements gathering and documentation, system design, User Acceptance Testing (UAT), issues/risk management, meeting facilitation, and variance analysis and reporting. Plans, organizes and assigns work, determines work priorities and sets goals. Manages resource allocations and project deliverables. Manages projects from inception through implementation following Commonwealth project management methodology. Confirms that project deliverables are completed and ensures goals and objectives are met. Manages projects to ensure timeliness of completion within defined budget and scope. Ensures appropriate funding is secured and maintained through the project life cycle. Anticipates and identifies deviations from a plan or schedule timely and ensures all participants, stakeholders and ODP Leadership are kept informed. Makes presentations to DHS Exec staff and external stakeholders. Ensures subject matter experts and appropriate stakeholders are engaged in applicable decisions, issues, testing and issue resolution actions and activities. Develops communications and resources for internal and external stakeholders and users as needed. Manage the IT project/system development lifecycle and activities to support ODP’s movement to a new managed care county-based program model. Responsibilities include: • Planning activities, which includes timeline formulation and impact assessment associated with moving to a new program model and the Department’s re-procurement of the MMIS and HCSIS enterprise systems. • Continuous interaction, communication, coordination with ODP Leadership, ODP staff across all functional and program areas and external stakeholders to ensure relevant parties are informed of IT implementation plan, its accompanying phases, transition impacts and expectations associated with moving to a new program model and two new enterprise systems. • Coordination of timelines and IT activities between multiple DHS program offices (OA/BIS, OMAP/BDCM, OA/BIS/HHS Delivery Center) and IT vendors (ITSS Technical Services & ITSS Planning and Consulting Service vendor, and multiple MMIS vendors who will be supporting the new MMIS platform). • Ensuring subject matter experts and appropriate stakeholders are engaged in applicable decisions, issues, testing and issue resolution actions and activities. • Developing communications, resources and workflows for internal/external stakeholders and users, as needed. • Providing input to inform decision making for the definition of new roles and responsibilities that will result from the shift to a new program model and new system architecture for individual support plans, financial, provider management and provider reimbursement. • Daily participation in a high volume of meetings to support overlapping initiatives. Performs project management and ongoing oversight for ODP’s use of the Medicaid Management Information System (MMIS) and the Home and Community Services Information System (HCSIS). Actively engages in daily system development life cycle and maintenance activities for the MMIS, HCSIS and all ancillary interfacing system applications used by the ODP program. Specific responsibilities associated with the MMIS includes: • Creates language for change orders that detail ODP specific business requirements. • Reviews and approves the proposed business design by the IT vendor, test cases and post-production results. • Collaborates with the Bureau of Data and Claims Management (BDCM) and the IT vendor (currently DXC) to discuss future changes to the MMIS, issue remediation and system solutions. • Regularly assesses complex logic in the MMIS to determine if it sufficiently enforces ODP Policy. Creates reference file requests to update system, as needed, and ensures the ODP Regional Field Support Team and ODP Claims Resolution Section staff is kept informed of updates made to the MMIS to support resolution of provider payment and system inquiries and issues. • Represents ODP on the Steering Team for the re-procurement of the MMIS. Specific responsibilities associated with HCSIS include: • Annual Case Management Project Scoping: Facilitates internal planning activities and represents ODP in departmental annual planning and scoping sessions to establish project priorities for the upcoming fiscal year. Solicits internal ODP stakeholder input. Compiles project list, project goals and objectives, project cost savings/efficiencies, business problem project will solve and the documents performance indicators that will be used to measure project outcomes. Presents to ODP Executive Staff for input and approval. Presents project list at Department wide case management scoping meetings. Provides IT vendors with project details and clarification as needed. Approves project estimates by IT vendors. Creates charters for each project. Works with BIS with project planning to establish timelines associated with each phase of the system/project development life cycle. • Oversight, management and engagement in quarterly release of work orders and change requests. Directs the day-to-day management of ODP projects against the approved project plans, budgets and scope to deliver the specified objectives. Delivers detailed project plans, budgets, scoping and resourcing requirements and changes as needed for approval. Monitors progress against the project plans, tracks and manages project issues, reviews project risks and initiates risk minimization actions, escalates any major risks and issues as needed. Ensures business requirements are identified and documented, action items are completed, project requirements and scope are properly documented in a business case and are aligned and captured in the system design. Works with appropriate parties to assure that ODP business requirements are accurately translated into technical solutions and that appropriate and effective system implementation activities are employed. Establishes and maintains project quality metrics and guidelines. Develops and maintains action item tracking procedures that identify, track, and resolve project management action items. Coordinates resources effectively to resolve issues and to maintain project timelines. • Oversight, management and engagement in weekly maintenance work items: Responsible for submitting weekly prioritization items to the HCSIS IT Maintenance Team. Performs weekly user acceptance testing for data fixes. Confirms data fixes pushed to production. Informs appropriate stakeholders when data fixes completed. Represents ODP at the biweekly HCSIS Work Item Review and Prioritization Meeting. • Daily technical assistance and issue resolution activities: Receives and researches inquiries daily regarding a wide variety of complex HCSIS technical issues. Researches issues and either corrects the issue or documents the problem in the appropriate issue tracking system. Informs IT Maintenance Team of documented issues. Keeps stakeholders informed of work items’ status. Ancillary system application responsibilities include ensuring appropriate approvals are obtained from HHSDC, managing any interfacing needs, providing input to statements of work/scope of work requirements and managing/coordinating multiple vendor interactions to ensure appropriate stakeholders are engaged, needs are communicated and translated appropriately into IT design and solutions to meet program goals. Weekly meetings with the Business Relationship Manager for the Health and Human Services Delivery Center. Leads weekly regional field support meetings to inform statewide regional leads of current/future/ongoing system changes, system issues, upcoming IT related releases and projects. Represents ODP on DHS enterprise project teams to support the re-procurement of the MMIS and HCSIS systems and Eligibility Visit Verification (EVV) federal mandate. Represents ODP at the DHS IT Governance Board meeting Participates in all HCSIS work order project meetings including Business Requirements sessions, System Design meetings, review and approval of deliverables, testing and implementation preparation meetings. |
Decision Making: Describe the types of decisions made by the incumbent of this position and the types of decisions referred to others. Identify the problems or issues that can be resolved at the level of this position, versus those that must be referred to the supervisor. Example: In response to a customer inquiry, this work involves researching the status of an activity and preparing a formal response for the supervisor’s signature. Work is performed with a high degree of independence and is reviewed by the achievement of goals through conferences, reports and evaluation of overall effectiveness. Evaluates and recommends information technology and contract management strategy and solutions. Decides how to address and resolve complex challenging issues, risks and changes for both IT and contracts. ODP primary approver for both the MMIS and HCSIS DHS enterprise system projects and enhancements, change estimates, timelines, business requirements, system design, proposed IT solutions, user acceptance test cases for weekly maintenance and quarterly releases, production validation, issue remediation and resolution and resources developed by the Planning and Consulting Services ITSS Vendor for LMS in HCSIS. Identifies and collaborates with appropriate parties to remediate system issues by identifying system solutions and submits modification requests. |
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Requirements Profile: Identify any specific experience or requirements, such as a licensure, registration, or certification, which may be necessary to perform the functions of the position. Position-specific requirements should be consistent with a Special Requirement or other criteria identified in the classification specification covering this position. Example: Experience using Java; Professional Engineer License Experience: Licenses, registrations, or certifications: 1. N/A 2. N/A 3. N/A 4. N/A 5. N/A 6. N/A |
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Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
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