Benefit Programs Specialist III

L-740-Portsmouth Dept Of Social Services; Portsmouth (VA); On-site; USD 56,000 - 72,000; Full time

Job summary

L-740-Portsmouth Dept Of Social Services in Portsmouth, VA seeks an experienced supervisor to oversee eligibility determinations for public assistance and related services. You will coach Benefit I & II Specialists, review cases, and ensure adherence to program policies and procedures while handling complex cases.

The role involves processing applications, gathering data, maintaining electronic files, and assisting with staff development and hearings.

Qualifications

• Knowledge of local, state and federal laws governing multiple benefit programs.
• Ability to interpret policies and explain them to applicants and the public.
• Experience supervising staff and coordinating daily work activities.

Responsibilities

• Determine eligibility for public assistance programs and services.
• Coach and provide policy clarification to Benefit I & II Programs Specialist.
• Assist with processing applications and collecting data from customers and electronic sources.
• Identify suspected fraud and prepare summaries of facts for fraud/overpayments.
• Represent agency in hearings and court appeals as required.

Skills

Public benefits knowledge

Policy interpretation

Staff supervision

Case management

Fraud detection

Education

Bachelor's degree in sociology, human services or a related field

Tools

VaMCS

SPIDeR

VAMMIS

Job description

Hiring Range: $55,916.38 to $71,985.48

Full Time or Part Time: Full Time

General Statement of the Job & Essential Functions

Under general supervision, is responsible for determining eligibility for public assistance programs and services to include securing and verifying case information. Provides oversight of complex cases, coaching and policy clarification to Benefit I & II Programs Specialist. Is also responsible for administrative duties in multiple benefits programs administered through the Department of Social Services. Reports to the Benefit Programs Supervisor. Responsible for reviewing the daily activities of benefit program specialists and administrative support staff, ensuring adherence to established policies, procedures and standards for multiple benefit programs as administered through Social Services, instructing and advising, as appropriate, and resolving problems as non‑routine situations arise; reviews individual program cases and assists staff in difficult or complicated cases; interprets policy and advises staff, as necessary; and monitor case actions to insure accuracy and timely. Assists in staff development and training, performance management, employee relations, prioritizing and assigning work and related activities. Assists with processing applications by collecting and analyzing data from customers and various electronic sources. Establish and maintain electronic files by utilizing documentary evidence to substantiate case determinations. Assist with identifying suspected fraud cases, preparing summaries of facts for fraud and overpayment, representing the agency in hearings and court appeals and taking appropriate action as required; responds to state, federal and internal case review inquires; and reviews and maintains program and policy manuals and prepares reports as needed. Represents agency on various committees, work groups, and organizations; attends a variety of meetings and conferences and in service training; receives and responds to inquiries from staff members and the community; provides information to public and employees regarding Social Services’ programs, policies and procedures; and performs emergency operations activities to include, but not limited to emergency shelter operations and disaster relief activities as necessary. Make service referrals within the department and to other agencies as needed to resolve customer’s concerns. Performs other duties as assigned. Individual assignments will be determined by supervisor based on current workload and department needs.

Knowledge, Skills & Abilities

Knowledge of Job:Has thorough knowledge of local, State and federal laws, ordinances, rules and regulations governing multiple benefit programs. Has thorough knowledge of the policies, procedures, rules and regulations of multiple benefit programs, as administered through the Social Services programs. Has thorough knowledge of the forms, documents and manuals associated with multiple benefit programs. Has thorough knowledge of the policies, procedures, rules and regulations of multiple benefit programs, as administered through the Social Services programs. Has thorough knowledge of social work principles, techniques and practices and their application to multiple benefit casework problems. Has thorough knowledge of the forms, documents and manuals associated with multiple benefit programs. Has considerable knowledge of other programs administered through the Social Services Department, and through community human services agencies or volunteer groups. H other programs administered through the Social Services Department, and through community human services agencies or volunteer groups. Has considerable knowledge of the social and economic factors in the community. Has considerable knowledge of the principles of supervision, organization and administration. Has general knowledge of the principles, methods, and techniques of public administration. Has thorough knowledge of the literature, trends and developments in the field of human service administration and in multiple benefit programs. Is able to plan, direct and coordinate the work of subordinate employees. Is able to use the Virginia Case Management System (VaMCS), SPIDeR, VAMMIS, and other electronic sources. Is able to compile technical information from a variety of sources and prepare clear and concise reports. Is able to exercise considerable initiative and independent judgment in analyzing and applying standards to a variety of situations. Is able to explain rules, regulations and policies of multiple benefit programs in terms understood by applicants and the general public. Is able to exercise considerable tact, courtesy and discretion in contact with program applicants and customers, and the general public. Is able to exercise considerable discretion in handling confidential files. Is able to establish and maintain effective working relationships as necessitated by work assignments. QualityofWork:Maintainshighstandardsofaccuracyinexercisingdutiesandresponsibilities.Exercisesimmediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains highqualitycommunicationandinteractswithindepartmentanddivision,andwithco-workersandthegeneralpublic. Quantity of Work:Maintains effective and efficient output of all duties and responsibilities as described under"EssentialJob Functions". Dependability:Assumes responsibility for doing assigned work and meeting deadlines. Completes assigned workon or before deadlines in accordance with directives, city policy, standards and prescribed procedures. Acceptsaccountabilityformeetingassignedresponsibilitiesinthe technical,humanandconceptualareas. Attendance:Attends work regularly and adheres to city policies and procedures regarding absences and tardiness.Providesadequate notice to highermanagementwithrespecttovacationtime andtime-offrequests. InitiativeandEnthusiasm:Maintainsanenthusiastic,self-reliantandself-startingapproachtomeetjobresponsibilities and accountabilities. Strives to anticipate work to be done and initiates proper and acceptabledirectionforcompletionof workwith aminimumof supervisionandinstruction. Judgment:Exercises analytical judgment in areas of responsibility. Identifies problems or situations as they occurand specifies decision objectives. Identifies or assists in identifying alternative solutions to problems or situations.Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum oferrors. Seeks expert or experienced advice and researches problems, situations and alternatives before exercisingjudgment. Cooperation:Accepts supervisory instruction and direction and strives to meet the goals and objectives of it.Questionssuchinstructionanddirectionwhenclarificationofresultsorconsequencesisjustified,i.e.,poorcommunications,variancewithcitypolicyorprocedures,etc.Offerssuggestionsandrecommendationstoencourage andimprovecooperationbetweenallstaff personswithinthedepartment. Relationships with Others:Shares knowledge with supervisors and staff for mutual and departmental benefit.Contributes to maintaining high morale among all department employees. Develops and maintains cooperative andcourteous relationships with department employees, staffers and managers in other departments, representativesfrom organizations, and the general public so as to maintain good will toward the department and project a gooddepartmental image. Tactfully and effectively handles requests, suggestions and complaints from other departmentsand persons to maintain good will within the city. Interacts effectively with fellow employees, program customers,Chiefof Benefits,Benefit Programs Supervisor Senior,professionalsandthe public. CoordinationofWork:Plansandorganizesdailyworkroutine.Establishesprioritiesforthecompletionofworkin accordance with sound time-management methodology. Avoids duplication of effort. Estimates expected time ofcompletion of elements of work and establish a personal schedule accordingly.Attends meetings, planning sessionsanddiscussionsontime.Implementsworkactivityinaccordancewithprioritiesandestimatedschedules.Maintainsacalendarformeetings, deadlines andevents. Safety and Housekeeping: Adheresto all safety and housekeeping standards established by the city and variousregulatoryagencies.Seesthatthe standards are notviolated.Maintainsacleanandorderlyworkplace. Planning:Plans, directs anduses information effectivelyin order to enhance activities and production of thedepartment. Knows and understands the expectations of the city regarding the activities of the division and travailandsee that these expectations are met. Designs and formulates ways, means and timing to achieve the goals andobjectives of the department and the division. Within the constraints of city policy, formulates the appropriatestrategyandtacticsforachievingdivisionanddepartmentalobjectives.Organizes,arrangesandallocatesmanpower, financial and other designated resources in an efficient and effective way so as to achieve the goals andobjectivesof thedivisionanddepartment. Organizing:Organizes work and that of subordinate staff well. Ensures that staff members know what results areexpectedofthemandthattheyareregularlyandappropriatelyinformedofallcityanddepartmentmattersaffecting themand/orof concerntothem. Staffing:Workswithotherdepartmentofficialsandmanagementtoselectandrecommendemploymentofpersonnel for the division who are qualified both technically and philosophically to meet the needs of the divisionand the department. Personally directs the development and training of division personnel in order to ensure thattheyareproperly inducted,orientedandtrained. Leading:Providesaworkenvironment,whichencouragesclearandopencommunications.Hasaclearandcomprehensive understanding of the principles of effective leadership and how such principles are to be applied.Provides adequate feedback to staff so that they know whether their performance levels are satisfactory. Commendsandrewardsemployeesforoutstandingperformanceyetdoesnothesitatetotakedisciplinaryactionwhennecessary. Exercises enthusiasm in influencing and guiding others toward the achievement of department goals andobjectives. Controlling:Provides a work environment, which is orderly and controlled. Coordinates, audits, and controlsmanpower and financial resources efficiently and effectively. Coordinates, audits and controls the utilization ofmaterials and equipment efficiently and effectively. Has a clear and comprehensive understanding of city standards,methodsandprocedures. Delegating:Assigns additional duties to staff as necessary and/or appropriate in order to meet division goals,enhance staff abilities, build confidence on the job and assist staff members in personal growth. Has confidence instafftomeetneworadditionalexpectations. Decision Making:Uses discretion and judgment in developing and implementing courses of action affecting thedivision. When a particular policy, procedure or strategy does not appear to be achieving the desired result, movesdecisivelyanddefinitively to develop andimplementalternatives. Creativity:Regularlyseeksnewandimprovedmethodologies,policiesandproceduresforenhancingtheeffectiveness of thedivision and thedepartment. Employsimagination and creativity intheapplication of dutiesandresponsibilities.Is notaversetochange. Human Relations:Strives to develop and maintain good rapport with all staff members. Listens to and considerssuggestionsandcomplaintsandrespondsappropriately.Maintainsthe respectandloyaltyof staff. Policy Implementation:Has clear and comprehensive understanding of city policies regarding the division,department and city function. Adheres to those policies in the discharge of duties and responsibilities and ensuresthe samefromstaff. Policy Formulation:Keeps abreast of changes in operating philosophies and policies of the city and continually reviews division policies in order to ensure that any changes in city philosophy or practice are appropriately incorporated. Also understands the relationship between operating policies and practices and department morale and performance. Works to see that established policies enhance it.

Education, Experience & Special Requirements

Bachelor's degree from an accredited college or university in sociology, human services or a related field, and considerable experience in human servicesprogram benefit programs or case management work; and considerable supervisor or lead experience; or anyequivalentcombinationof educationandexperience providing the required knowledge, skills and abilities.

An acceptable general background check to include a local and state criminal history check and sex offender registry check. Individuals in this position cannot be listed as having a founded child abuse or neglect complaint. A valid driver’s license with an acceptable driving record.

In the event of a declared emergency in the city of Portsmouth, individuals in this position are required to work shelter duty and may be called on to perform duties as required to provide for the safety and care of the citizens of the community.

Physical Demands

Physical Requirements-

Must be physically able to operate a variety of automated office machines, which include computers, calculators, copiers, facsimile machines, etc. Must be able to exert up to 20 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary Work involves sitting most of the time, but may involve walking or standing for extended periods of time.

Data Conception-

Requires the ability to compare and/or judge the readily observable, functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people or things.

Interpersonal Communications-

Requires the ability of speaking and/or signaling people to convey or exchange information. Includes giving instructions, assignments and/or directions to subordinates or assistants.

Language Ability-

Requires the ability to read and interpret a variety of correspondence, reports, records, forms, statistical summaries, policy manuals, etc. Requires the ability to prepare reports, correspondence, records, forms, etc., using prescribed formats and conforming to all rules of punctuation, grammar, diction, and style. Requires the ability to speak before groups of people with poise, voice control and confidence.

Intelligence-

Requires the ability to apply principles of logical or scientific thinking to define problems, collect data, establish facts and draw valid conclusions.

Verbal Aptitude-

Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in a variety of technical or professional languages, including legal, medical and insurance terminology.

Numerical Aptitude-

Requires the ability to utilize mathematical formulas, to add and subtract, multiply and divide. Must be able to utilize decimals and percentages and to compute interest.

Form/Spatial Aptitude-

Requires the ability to inspect items for proper length, width and shape.

Motor Coordination-

Requires the ability to coordinate hands and eyes rapidly and accurately in using automated office equipment.

Manual Dexterity-

Requires the ability to handle a variety of items, office equipment, control knobs, switches, etc. Must have minimal levels of eye/hand/foot coordination.

Color Discrimination-

Does not require the ability to differentiate between colors and shades of color.

Interpersonal Temperament-

Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under minimal levels of stress when confronted with persons acting under stress.

Physical Communication-

Requires the ability to talk and/or hear: (talking - expressing or exchanging ideas by means of spoken words; hearing - perceiving nature of sounds by ear).