PROGRAM MONITOR 2- 08182021-21028



Government , HR, Office & Administrative Support

Position Description / Responsibilities

Summary: An employee in this class monitors programs of contract agencies receiving public funds from the State.

Processing Information:

  1. Writes narrative and detailed observations, conclusions, findings, concerns, and recommendations relevant to the program to increase productivity and effectiveness.
  2. Reviews and analyzes applicable documentation while on-site to verify compliance with program standards.
  3. Prepares reports to document results of monitoring activities.
  4. Collects and compiles pertinent data relating to service delivery prior to on-site visits to facilitate the review process.

Judging the Qualities of Things, Services, or People:

  1. Determines if a program has achieved stated results and outcomes in the contract or grant agreement.
  2. Determines the extent to which the contract agency has achieved compliance with established standards.
  3. Reviews and monitors implementation of agency/contractor corrective action plan to ensure compliance.

Monitoring and Controlling Resources:

  1. Conducts monitoring of contracted agency services to ensure compliance with policies and procedures.

Analyzing Data or Information:

  1. Writes formal reports with detailed findings, justification for findings, and corrective action to provide a formal record for the department and to communicate findings with all parties.
  2. Summarizes reports and displays data timely and accurately to contribute to management decision-making.
  3. Collects, tracks, and analyzes data from the contract agencies to identify trends.

Making Decisions and Solving Problems:

  1. Compares documentation against established standards to determine compliance.

Monitors Processes, Materials, or Surroundings:

  1. Compares reports against existing records to assure completeness and accuracy of program operations.
  2. Compares documents, including contracts, leases, and other pertinent records to identify omissions and discrepancies in program operations.
  3. Identifies areas that need to be monitored based on contract requirements, complaints received, previous compliance findings, and other pertinent information to ensure compliance with departmental policies and state and federal laws.
  4. Monitors to ensure compliance of program policies and procedures and applicable state and federal laws of the contract or grant agreement.
  5. Reviews licensing evaluator's documentation of on-site visits to ensure compliance with departmental policies and procedures.

Updating and Using Relevant Knowledge:

  1. Remains up to date on new policies and procedures as they are implemented in order to ensure current standards are being met.

Interpreting the Meaning of Information for Others:

  1. Explains departmental policies and procedures, interprets rules and regulations to internal and external customers to ensure consistency of information.
  2. Clarifies any questions or concerns pertaining to compliance to inform and interpret the meaning of information for providers and departmental management.

Evaluating Information to Determine Compliance with Standards:

  1. Determines if the activities of a program are allowed under particular program regulations, laws and provisions of the contract or grant agreement, and if the program goals, objectives and strategies are being met.
  2. Determines compliance with state and federal laws, and any other specific program policies, procedures and performance standards.
  3. Tests compliance of allowed and unallowed program activities, Civil Rights, eligibility, and other applicable program areas to ensure all requirements are met according to state and federal law.
  4. Determines if program benefit amounts provided to, or on behalf of eligible participants, are calculated in accordance with program requirements and in compliance with state and federal law.
  5. Examines staff/client ratio, equipment inventories, business services, and other evidence to verify the contract requirements are met for program operations.
  6. Determines if program participants were eligible under applicable eligibility guidelines.
  7. Reviews relevant Civil Rights policies and procedures for program compliance.
  8. Identifies ratios and trends about program deliverables and business operations that may warrant a finding of non-compliance.

Documenting/Recording Information:

  1. Ensures that information collected during the review is supported and documented in work papers and reports.

Provide Consultation and Advice to Others:

  1. Provides consultation to contract agencies to guarantee compliance with state law and reviews corrective action plans.

Communicating with Persons outside the Organization:

  1. Discusses program observations, report findings and recommendations with agency management to inform them of required corrective action.
  2. Reports results of program review which may include findings, observations, and recommendations for program improvements in an effort to ensure compliance.
  3. Discusses pertinent components of the monitoring activities including planning, data collection, monitoring techniques, and communication among agency staff, contractors, clients and local officials to facilitate the review process.
  4. Interviews agency personnel and clients to obtain information applicable to the monitoring process.
  5. Conducts conferences with contract agency representatives to define the scope of the review and the procedures which will be followed for the on-site visit.

Coaching and Developing Others:

  1. Assures that the data collected by entry level staff is documented to ensure the findings, concerns, recommendations, and conclusions are supported.

Communicating with Supervisors, Peers, or Subordinates:

  1. Discusses findings and effectiveness of the program with monitoring staff to provide information that can be used to make changes and improvements to the monitoring process.
  2. Reviews supporting documentation and discusses program monitoring with supervisors and peers to ensure established policies and procedures are followed.
  3. Identifies improvements in the monitoring process to increase productivity and efficiency.
  4. Discusses report recommendations with management to inform them of suggested improvements and program observations.

Coordinating the Work and Activities of Others:

  1. Leads review process by identifying team members and delegating tasks to facilitate review.

Getting Information:

  1. Obtains contract agencies responses to questions about operations, staffing patterns, and how services are delivered to gather information for monitoring purposes.
  2. Obtains reports about monitoring activities for a specified time period in order to monitor compliance.

Interacting With Computers:

  1. Operates computer hardware and software, scanners, and other equipment to complete reports, document collective data, and to communicate with others to capture and maintain program information.

Organizing, Planning, and Prioritizing Work:

  1. Schedules and coordinates reviews to manage and prioritize workflow.

Establishing and Maintaining Interpersonal Relationships:

  1. Develops and maintains respectful working relationships to promote mutual trust and cooperation among team members and vendors.

Performing Administrative Activities:

  1. Prepares written correspondence to provide information to staff and customers to comply with state and federal laws.
  2. Ensures work paper files are maintained so that information is easily located.
  3. Prepares time and travel reports in a timely manner through designated computer systems to ensure accurate recording.

Estimating the Quantifiable Characteristics of Products, Events, or Information:

  1. Determines mileage and travel costs to efficiently manage time and resources.

Scheduling Work and Activities:

  1. Schedules agency site visits based on site locations, agency hours of operation, and other project conditions to ensure programs are monitored according to policy.

Operating Vehicles, Mechanized Devices, or Equipment:

  1. Operates state/personal vehicles to conduct required observations to ensure compliance as required by state law.

Position Requirements

Education and Experience: Graduation from an accredited college or university with a bachelor's degree and one year of full-time professional experience monitoring, developing, or implementing accounting systems or programs with services or related outcomes covered by organizational rules, regulations, or related standards.

Substitution of Education for Experience: Additional graduate coursework from an accredited college or university may substitute for the required experience on a year for year basis to a maximum of one year.

Application Instructions

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