Job Description: JOB SUMMARY:
Under the supervision of the District Office Manager, Health Facilities Evaluator Manager II (HFEM II), the Associate Governmental Program Analyst performs a wide range of complex, technical and analytical tasks related to the support of the district office. Responsible for the coordination, review, and analysis of survey and complaint data required by Federal and State mandates. Responsible for gathering, sorting, analyzing and monitoring information related to complaints and enforcement activities and in preparing monthly summary reports based on the results of the above analysis. Acts as liaison to Headquarters and field office personnel.
30% Independently responsible for gathering, sorting, and analyzing a variety of complex reports generated from the Online Survey Certification and Report (OSCAR), the Electronic Licensing Management Systems (ELMS), the Automatic Survey Processing Environment (ASPEN) and other internal systems for presentation and interpretation to the District Manager and supervisory personnel. Reports to be analyzed contain complex technical information regarding facility’s compliance history with regulations, profile of each resident residing in the facility, dates facility was surveyed, man hours required for each survey, number of complaints received each month, etc.
Develops internal logs to maintain tracking and facilitate analysis of workload priorities and office systems to streamline workload processing and paperwork related to the above systems. Assists the District Manager with the analysis of CMS 670 data (survey time keeping), monthly complaint workload and yearly workload forecasts.
Upon completion of analysis, responsible for the preparation of monthly office workload performance summary reports showing the length of time between surveys, survey hours expended, number of evaluators required, complaint workload completed for the month. Correlates findings with established program performance and required Federal and State task requirements. Interprets data from these summary reports for measurement to evaluate if the district office is meeting workload standards and provides verbal and written reports to the District Manager. Prepares mandated report of district office work performance to the District Manager, Branch Chief, Chief of Field Operations and Deputy Director by identifying problem performance and production areas to the District Manager along with recommendations for corrective action for District Manager and supervisors' consideration.
30% Coordinates, monitors and tracks all activities related to the survey enforcement regulations and procedures and ensures that all timeframes for notices, letters, plans of corrections and follow-up surveys are met. Coordinates with district office supervisors to ensure all surveys and follow up surveys are scheduled within federally mandated timeframes. Coordinates with the Life Safety Code Unit (LSC) supervisory staff to ensure the LSC survey process is completed in conjunction with the office Health Safety Surveys and that the LSC information is matched to the Health survey and uploaded into the National system. Tracks the survey process from when it should be done, when it is actually initiated, when the team exits, need for follow up surveys and all other enforcement activities by maintaining tracking logs in EXCEL for the District Manager and supervisory personnel.
Responsible for accuracy, meeting mandated time frames, and maintaining an excellent understanding of ASPEN Suites so that once all paperwork and enforcement appeals are completed and the survey is finalized, the data can be transferred from the local office to the National data base. Responsible for monitoring, coordinating, drafting and tracking all steps of the informal appeals process, including enforcement letters, plan of correction notices, and Informal Dispute Resolution requests and responses.
25% Monitors and tracks all surveys relative to timelines and timeframes to ensure completed casework, including requests of Intermediate Care Facilities for Mentally Retarded (ICFMR) as needed. Reviews various program applications, to include, but not limited to, initials, changes of ownership (CHOWS) and management agreements.
Interfaces with applicant provider administrative personnel to ensure initial application packets and processes are completed for Home Health Agency, End Stage Renal Dialysis, and Rural Health Clinic health care facilities and reviews all applicant packages for accuracy once received from the central application unit for Skilled Nursing Facilities. Reviews all materials in the packets for accuracy and completeness. Ensures this is completed prior to any INITIAL Survey, and tracks timeline of application through final approval. Reviews CHOWS packets received from the Central Applications Unit for accuracy and completeness and tracks the 855 CMS and fiscal intermediary notification and approval document. Tracks and monitors all ICFMR facilities to ensure that all activities are completed within time limited agreements (TLA) dates. Must maintain a working knowledge and expertise on all office computer systems related to above workload.
5% Works directly with the District Manager to coordinate, track and facilitate the hiring of new personnel. Ensures that all initial applicant paperwork, including justification for hire and confidential full medicals are forwarded to L&C Headquarters Personnel Liaison. Processes all initial offer and rejection letters.
5% Prepares responses to all inquiries on all State Fire Marshal activities, including enforcement, Informal dispute resolution procedures and complaint appeals for the District Office. Ensures that strictly mandated time frames are met when responding to the appellant facility. Update ASPEN with all data and information regarding the appeal.
5% Develops and updates monthly spreadsheet for overtime reporting for the program. Coordinates with supervisory personnel and prepares the district office work schedules related to field surveys, hearing and legal activities. Maintains files of District Office Memos, Survey and Certification Transmittals, All Facility Letters, etc. Other duties as assigned by the District Manager to ensure ongoing operations of the district office.
STATEMENT OF QUALIFICATIONS:
Your Statement of Qualifications (SOQ) must address the above desirable qualifications. Your SOQ will be considered the first interview for this position. If your qualifications are competitive, you will be invited to come in for an on-site interview. When completing the SOQ, please include all relevant experience, education, and training for each desirable qualification, give specific examples, and explain your answers thoroughly. Please include;
1) Places of employment .
2) Pertinent dates.
3) Duties performed.
A notation or reference to other materials such as resumes or the applications will not be considered. Incomplete or missing responses to the information requested may negatively impact the assessment of your qualifications. Responses should be no longer than two pages, single spaced, with 11 pt. font and 1 inch margins.
Please Note: Resumes, letters, and other materials will not be evaluated or considered as responses to the SOQ.
What skills do you believe are most critical to be successful in this position? Please describe your experience in using those skills.
Describe the types of documents you have written. How did you organize what you wrote?
Describe a problem or a task that required mathematical reasoning. What did you do to solve the problem or perform the task and what tools did you use?
Describe a decision(s) you have been responsible for. Who was affected? And what were the results?
**Faxed, emailed and hand delivered applications will not be accepted**
**A 60 day candidate pool will be established for subsequent vacancies**
If you are not a current or former State employee, you must first take an examination to obtain list eligibility. This does not apply to Student Assistant vacancies.
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The State of California is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation.