Senior Services Bureau Chief (ALTSD #6349)

New Mexico Aging & Long-Term Services Department; Santa Fe (NM); On-site; USD 50,000 - 70,000; Full time

Job summary

A state government agency in Santa Fe seeks a candidate to manage the Senior Services Bureau. Responsibilities include overseeing contracts, ensuring compliance with federal and state laws, and providing technical assistance. The ideal candidate must have experience in supervision, work well under pressure, and possess a degree in a relevant field. Familiarity with community-based programs for older adults is preferred. This role involves frequent travel and interaction with various stakeholders.

Qualifications

• Ability to work autonomously in a fast-paced environment.
• Experience supervising teams and staff.
• Knowledge of community-based programs for older adults.

Responsibilities

• Manage day-to-day operations of the Senior Services Bureau.
• Oversee contracts with area aging agencies.
• Conduct monitoring and ensure compliance with funding requirements.

Skills

Critical thinking

Effective communication

Customer service

Supervision

Problem-solving

Education

Associate's Degree in relevant field

Tools

MS Word

Excel

PowerPoint

MS Teams

Job description

The role of the NM Aging & Long-Term Services Department is to develop programs and public policies which foster the delivery of integrated programs and services to older persons, persons with disabilities, and caregivers, throughout New Mexico. The Department is charged with creating a seamless, comprehensive, efficient and cost-effective array of programs and services, which emphasize home & community-based long-term care, healthy & productive aging, economic security, protection of rights, and prevention of abuse, neglect and exploitation.

The Aging Network includes national, state, and local organizations that support community living options for older adults and people with disabilities. The Administration for Community Living (ACL) funds networks of organizations, to provide a range of programs to meet the specific needs in their local communities.

Applications submitted without work experience or a resume will not be considered. If attaching a resume, resume must include dates of employment for each job (month & year) and details of work experience/job duties.

Why does the job exist?

This position manages the day-to-day operations of the Senior Services Bureau, including contracts with area agencies on aging, federally sanctioned volunteer programs and other direct contractors, such as NM Senior Olympics. Responsibilities include, but are not limited to, public outreach & education, handling constituent concerns, personnel management, legislative liaison, budget & grants management, program data collection & statistical reporting, contract management & monitoring and provision of technical assistance.

How does it get done?

Business Operations:

1. Program Development & Compliance: Develop and implement effective contract monitoring tools and processes to assess and maintain contract compliance with state and federal laws and regulations annually and prior to any scheduled monitoring to ensure monitoring tools are current and any needed updates are completed.
2. Maintain written policies and procedures annually or as needed. Train new staff within 60 days of hire and existing staff annually regarding policies and procedures compliance.
3. Conduct and/or supervise monitoring of the AAAs, volunteer programs and other contract providers, ensuring completion of monitoring and site visits within required time frames to ensure compliance with funding requirements, deliverables, goals, and objectives.
4. Respond to requests for technical assistance from contractors regarding policies, procedures and budgetary requirements, as well as in other areas as requested or schedule follow-up within 48 hours of request.
5. Reconcile data collected for reporting accuracy within identified due dates to include state and federal reporting for required data periods.
6. Review and analyze program data, reports, and fiscal. Make recommendations for program enhancements, spend-down plans, and/or contract amendments based on mid-year data and fiscal analysis.
7. Complete annual IFF re-evaluation within division contracting period.

Staff Management:

1. Recruit, hire, train, orient and supervise Senior Services staff.
2. Facilitate quarterly team building among SSB staff.
3. Monitor and develop the effectiveness of staff with regard to their job assignments and tasks in compliance with required annual evaluation periods. Complete staff evaluations within HR established deadlines.
4. Ensure SSB staff submits and verifies 100% of monthly reimbursement payments are processed for all invoices within the ASD end of year deadlines.
5. Complete weekly time entry approval for staff within established HR deadline.
6. As needed, coordinate with management and human resources to promptly and effectively resolve personnel-related concerns.

Committees, Boards, and Outreach:

1. Represent the ALTSD on designated committees and boards, including the AAA and Aging Network to include but not limited to annual, quarterly, and advisory council meetings throughout the state, and at the legislature, as requested.
2. Report findings from community relations activities and visits to executive management.
3. Coordinate production of program collateral materials (brochures, fliers and the like) with the ALTSD PIO.
4. Work with the ALTSD External Affairs Bureau to arrange media coverage for programs or respond to media requests.
5. Respond with management approval to questions or concerns from older adult consumers, providers and the general public.
6. Attend or assign SSB staff to attend AAA/provider trainings, volunteer program recognitions, Dept., and network partner as requested.

Trainings, Events, and Workshops:

1. Coordinate and conduct quarterly meetings and trainings with contractors, AAAs, providers, and volunteer programs. Recruit presenters to speak on topics relevant to AAAs, service providers, and older adults.
2. Collaborate and coordinate with staff and Dept. Divisions/Bureaus on Dept. hosted annual trainings (Conference on Aging (COA) and Training for Innovative Possibilities to Serve Seniors (TIPS)), workshops, and events.
3. Complete and ensure supervised staff complete all required annual SPO/Dept. trainings within established deadlines.
4. Determine annual professional development needs of supervised staff.

Ideal Candidate

• The ideal candidate must be able to work autonomously in a fast-paced environment, professional, communicate effectively, quickly adapt to changing priorities, and provide outstanding customer service to a wide range of individuals. The candidate must demonstrate strong critical thinking, working with diverse individuals, working at times outside the office with contractors, providers and the public.
• Candidate must travel, sometimes with short notice, and possibly consecutive overnight stays.
• Experience supervising.
• Experience working in a high workload environment.
• Experience offering guidance and technical assistance to internal and external customers.
• Experience or familiarity working with local and/or statewide home and community-based programs to support older adults.
• Proficient working with MS Word, Excel, PowerPoint, and MS Teams systems.
• Experience writing, revising, and implementing policies and procedures.

Associate's Degree in Social Work, Psychology, Guidance and Counseling, Education, Sociology, Criminal Justice, Criminology, Family Studies/Services, Social Sciences, or Human Services and two (2) years of experience as a social work assistant and/or in social or community coordination, working with communities, working on health or social service related matters, social work/case management experience, and/or behavioral health care. Any combination of education from an accredited college or university in a related field and/or direct experience in this occupation totaling four (4) years may substitute for the required education and experience.

Employment Requirements

Must possess a valid New Mexico driver's license. Must possess and maintain a current Defensive Driving Course Certificate from the State of New Mexico or must pass and receive Defensive Driving Course Certification within 90 days of employment. Candidate must travel, sometimes with short notice, and possibly consecutive overnight stays.

Working Conditions

Work is performed in an office setting with exposure to Visual/Video Display Terminal (VDT) and extensive personal compute and phone usage with extended periods of sitting. Lifting up to twenty-five (25) pounds. Some travel may be required.

Bargaining Unit Position

This position is not covered by a collective bargaining agreement.