2913 Program Specialist - Project Program Specialist - HSA CAAP

Recruitment #TEX-2913-904500

Introduction

*ANNOUNCEMENT UPDATED 7/28/2021 TO REFLECT NEW CONDITION OF EMPLOYMENT*

CONDITION OF EMPLOYMENT:  All City and County of San Francisco employees are required to be vaccinated against COVID-19 as a condition of employment.  For details on how it is applicable to your employment, please click here.

Appointment Type: 

This is a Temporary-Exempt (TEX) Category 18 Appointment and is limited to three (3) years. Temporary Exempt Appointments from Civil Service rules pursuant to San Francisco Charter Section 10.104-18: “Appointments, which shall not exceed two years and shall not be renewable, as substitutes for civil service employees on leave.” Per CSC Rule 114, Article VIII, Sec. 114.25: “Any person occupying a position under exempt appointment shall not be subject to civil service selection, appointment, and removal procedures and shall serve at the pleasure of the appointing officer.”  

 

Who We Are: 

San Francisco's Human Services Agency (HSA) is a centralized resource which delivers public assistance, child welfare, and aging and disability services to residents of San Francisco. Its mission is to promote well-being and self-sufficiency among individuals, families, and communities in San Francisco. HSA was formed in 2004 with the merger of two previously existing City departments – Department of Benefits and Family Supports (BFS), formerly known as the Department of Human Services and the Department of Disability and Aging Services (DAS). The office of Early Childhood Education (OECE) joined the Agency in 2014.  

 

What We Do:

We provide a safety net for individuals and families by offering income support, community-based living supports, and assistance getting food, housing, and health coverage. We offer programs and services that ensure the protection and safety of children, older people, and those living with disability. We help people secure employment through training, job search, and childcare assistance.    

 

POSITION DESCRIPTION

Under direction, the Project Program Specialist in this position will provide support in managing projects related to Economic Support and Self-Sufficiency (ESSS) strategic planning efforts and transitioning from CalWin to CalSAWS.  Specifically, this position will assist with getting over 100 forms entered into a database that can upload them to CalSAWS when that system launches in October 2023. Currently, the project is managed by three Program Specialists (2913s) working 20-30 hours a week, with a slated to complete in September 2021.  This position will assist in offloading much of that work the current staff are doing. The final completion date for this project is set for December 2021 by the CalSAWS program.  This position will also provide support to ESSS strategic planning efforts such as universal intake with San Francisco Benefits Net (SFBN) staff combining carrying and intake functions and adjusting to a “new normal” post pandemic environment.  This includes developing and implementing new QA/QC functions, developing new protocols and training materials, and reorganizing our internal computer drives and intranet for easier access.

The specific deliverables for this project include: entering in over 100 forms into the Extream database so they can be uploaded into CalSAWS when that system goes live; a re-organized internal computer drive and Intranet for easier access; new QA/QC protocol related to combining Eligibility Worker (EW) functions; training material for EWs in CAAP and SFBN in launching a universal intake form and launching combined functions in CAAP; developing training material and representing CAAP regarding CalSAWS implementation.

In the first six (6) months of the project, this position will be mainly focused on entering CAAP forms into the Extream database. After that project is completed, this position will assist in managing the project of combining EW functions which will include implementing a new management structure, procedures related to EW and supervisor functions, and new QC/QA functions.  In year 2, this position will focus on reorganizing our internal O drive and Intranet for easier worker access.  In year 3, the position will focus on transitioning from CalWin to CalSAWS, developing and implementing trainings and new protocols for a slated launch of October 2023.  The position will be needed post CalSAWS for 6-12 months to assist with monitoring the successful launch of CalSAWS, providing any updated training materials and procedures as needed.

The anticipated duration of the project will be 3 years.  The time spent will be doing the following: upload forms into Extream database, assist transition to generic CAAP EW work, organizing O drive and Intranet, and transitioning program from using CalWin to CalSAWS. 

 

ESSENTIAL DUTIES

  1. Review, verify and evaluate clients’ case information for possible errors, inconsistencies and discrepancies.
  2. Review and monitor Department compliance with County, Federal and State regulations as related to public assistance programs; review guidelines related to the processing of public assistance applications; verify eligibility, correctness of payment decisions and appropriateness of the services provided.
  3. Perform research into program and quality control regulations and procedures; prepare reports on findings; identify problems of non-compliance; recommend corrective action regarding discrepancies.
  4. Conduct and verify investigations of cases in which the client has appealed a departmental decision regarding eligibility or amount of grant; verify, review and analyze case records and other pertinent documents; investigate by telephone, correspondence and personal interview all factors relating to client eligibility for assistance.
  5. Develop, revise and update Department policies and procedures by providing policy interpretation in assigned program area.
  6. Facilitate and contribute to short and long-term projects and workgroups.
  7. Organize and prepare written material for use in various formats including hard copy memos, manuals, and reports, interactive online resources, and presentation media.
  8. Determine training needs, develop and evaluate training courses; coordinate and conduct a variety of training programs and maintain curriculum and training modules to reflect current laws, rules and regulations.
  9. May supervise clerical staff.

Minimum Qualifications

Experience: Three (3) years of experience in the Social Services field performing duties in the area of eligibility determination, case management, data management, employment services or training.

 

Note: Data management experience refers to high-level and large scale data management activities using software programs dealing with large sets of data. Administrative record-keeping experience is not considered qualifying.

 

Special Requirements:

Essential duties involve the following physical skill and work environment:

Ability to work in a typical office environment; most positions involve the physical activities of sitting, standing, and lifting 5-10 lbs., and the ability to travel to different sites and conduct home visits. May require hand-eye coordination and manual dexterity for data entry and extensive VDT exposure.

 

Applicants must meet the Minimum Qualification requirements by the final filing date unless otherwise noted.

VERIFICATION OF EXPERIENCE AND/OR EDUCATION: Applicants may be required to submit verification of qualifying education and experience at any point during the recruitment and selection process. If education verification is required, information on how to verify education requirements, including verifying foreign education credits or degree equivalency, can be found at http://sfdhr.org/index.aspx?page=456

Note: Falsifying one’s education, training, or work experience or attempted deception on the application may result in disqualification for this and future job opportunities with the City and County of San Francisco. 

How To Apply

Applications for City and County of San Francisco jobs are only accepted through an online process. Visit www.jobaps.com/sf to register an account (if you have not already done so) and begin the application process.

· Select the desired job announcement

· Select “Apply” and read and acknowledge the information

· Select either “I am a New User” if you have not previously registered, or “I have Registered Previously”

· Follow instructions on the screen

 

In line with the Official Public Health Order to slow the spread of COVID-19, “shelter-in-place” has been issued for all San Francisco residents that is expected to be in effect until further notice.  As a result, Department of Human Resources (DHR)’s office (located at 1 South Van Ness Avenue, 4th Floor, and San Francisco, CA 94103) is currently closed to the general public. If you have any questions, please feel free to email the Human Resources Analyst listed on this announcement.

Applicants may be contacted by email about this announcement and, therefore, it is their responsibility to ensure that their registered email address is accurate and kept up-to-date.  Also, applicants must ensure that email from CCSF is not blocked on their computer by a spam filter.  To prevent blocking, applicants should set up their email to accept CCSF mail from the following addresses (@sfgov.org, @sfdpw.org, @sfport.com, @flysfo.com, @sfwater.org, @sfdph.org, @asianart.org, @sfmta.com, @sfpl.org, @dcyf.org, @first5sf.org).

Applicants will receive a confirmation email that their online application has been received in response to every announcement for which they file. Applicants should retain this confirmation email for their records. Failure to receive this email means that the online application was not submitted or received.

All work experience, education, training and other information substantiating how you meet the minimum qualifications must be included on your application by the filing deadline.  Information submitted after the filing deadline will not be considered in determining whether you meet the minimum qualifications.

Applications completed improperly may be cause for ineligibility, disqualification or may lead to lower scores.

If you have any questions regarding this recruitment or application process, please contact the exam analyst Ivy Yeung by telephone at 415-557-6205 or by email at ivy.yeung@sfgov.org.

Selection Procedures

The department may implement screening mechanisms in order to determine applicants’ qualifications for this position. Applicants meeting the minimum qualifications are not guaranteed advancement through all steps in the selection process. Only applicants most closely meeting the needs of the department will be invited to continue in the selection process.   

Conviction History

As a selected candidate for a job, you will be fingerprinted, and your fingerprints will be sent to the California Department of Justice (DOJ) and the Federal Bureau of Investigation (FBI). The resulting report of your conviction history (if any) will be used to determine whether the nature of your conviction (or arrest, in limited circumstances) conflicts with the specific duties and responsibilities of the job for which you are a selected candidate. If a conflict exists, you will be asked to present any evidence of rehabilitation that may mitigate the conflict, except when federal or state regulations bar employment in specific circumstances, such as:

  • Candidates for positions with the Unified School District and the Community College District may be disqualified from consideration should their conviction history not meet the standards established under the California Education Code.
  • Candidates for positions with the Recreation and Park Department may be disqualified from consideration should their conviction history not meet the standards established under California Public Resources Code 5164.

 

Having a conviction history does not automatically preclude you from a job with the City.

 

If you are a selected candidate, the hiring department will contact you to schedule a fingerprinting appointment.

Disaster Service Workers

All City and County of San Francisco employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the City requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency.

Conclusion

Terms of Announcement:
Applicants must be guided solely by the provisions of this announcement, including requirements, time periods and other particulars, except when superseded by federal, state or local laws, rules or regulations. Clerical errors may be corrected by the posting the correction on the Department of Human Resources website at www.jobaps.com/sf.

The terms of this announcement may be appealed under Civil Service Rule 111A.35.1. The standard for the review of such appeals is ‘abuse of discretion’ or ‘no rational basis’ for establishing the position description, the minimum qualifications and/or the certification rule.  Appeals must include a written statement of the item(s) being contested and the specific reason(s) why the cited item(s) constitute(s) abuse of discretion by the Human Resources Director.  Appeals must be submitted directly to the Executive Officer of the Civil Service Commission within five business days of the announcement issuance date.

 

Requests:
Applicants with disabilities who meet the minimum eligibility requirements for this job announcement can find information on requesting a reasonable ADA Accommodation at: 
http://sfdhr.org/information-about-hiring-process#applicantswithdisabilities

General Information concerning City and County of San Francisco Employment Policies and Procedures:
Important Employment Information for the City and County of San Francisco can be obtained at http://sfdhr.org/information-about-hiring-process or hard copy at 1 South Van Ness Avenue, 4th Floor.

Copies of Application Documents:
Applicants should keep copies of all documents submitted, as these will not be returned.

Right to Work:
All persons entering the City and County of San Francisco workforce are required to provide verification of authorization to work in the United States.

Clerical Errors: May be corrected by the posting of the correction on the Department of Human Resources website at: http://www.sfdhr.org/index.aspx?page=20#announcementsdefinitions

General Information: Concerning City and County of San Francisco Employment Policies and Procedures: http://www.sfdhr.org/index.aspx?page=20

Driver’s License requirement: Most positions require a valid California’s driver’s license: http://www.sfdhr.org/index.aspx?page=20#license

Exam Type:  TEX
Issued: July 23, 2021
Carol Isen, Human Resources Director
Department of Human Resources
Recruitment ID Number: TEX-2913-904500
HSA/IY 415-557-6205

Benefits

All employees hired on or after January 10, 2009 will be required (pursuant to San Francisco Charter Section A8.432) to contribute 2% of pre-tax compensation to fund retiree healthcare. In addition, most employees are required to make a member contribution towards retirement, ranging from 7.5%-13.25% of compensation. For more information on these provisions, please contact the personnel office of the hiring agency.

For more information about benefits, please click here.

 



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