Field Supervisor 1 - 04202023-45326

Job Information

LOCATION OF (1) POSITION TO BE FILLED: DEPARTMENT OF HUMAN SERVICES, ADULT AND FAMILY SERVICES DIVISION, CHESTER COUNTY
Onsite

Minimum Qualifications

Education and Experience: Graduation from an accredited college or university with a bachelor's degree AND experience equivalent to three years of professional social services work.

Substitution of Graduate Course Work for Experience: Additional graduate course work credit received from an accredited college or university in any social and/or behavioral science may substitute for the required experience on a month-for-month basis, to a maximum of two years (e.g. 36 graduate quarter hours in one or a combination of the above listed fields may substitute for one year of the required experience).

OR

Three years of professional social services work with the State of Tennessee.

Other Requirements

Necessary Special Qualifications: Applicants for this class may be required to:

• Complete a criminal history disclosure form in a manner approved by the appointing authority;
• Possess a valid driver's license if driving is an essential function of the position.
• Supply a fingerprint sample in a manner prescribed by the TBI for a fingerprint based criminal history records check;
• Submit to a review of their status on the Department of Health's vulnerable persons registry;
• Agree to release all records involving their criminal history to the appointing authority;

Examination Method: Education and Experience, 100%, for Preferred Service positions.

Job Overview

Summary: Under general supervision, is responsible for professional field supervisory work of average difficulty; and performs related work as required.
Distinguishing Features: An employee in this class supervises a small staff providing professional social or vocational rehabilitation counseling services, or determining clients' eligibility for social services monetary benefits. This class differs from Field Supervisor 2 in that an incumbent of the latter supervises a moderate-sized vocational rehabilitation counseling, instructional, training center or residential support staff.

Work Activities

Resolving Conflicts and Negotiating with Others:

• Investigates, responds, and resolves complaints and other disputes among staff, customers, and other sources to provide the most effective use of program resources and positive outcomes through mediation, discussions, or other problem solving techniques deemed appropriate.

Processing Information:

• Oversees workflow and processing of paperwork within unit to ensure effective and quality services are delivered to clients.

Guiding, Directing, and Motivating Subordinates:

• Conducts the employee evaluation process to review and provide feedback to the employee regarding their job performance in order to confirm effective service delivery, compliance with state law, and understanding of policies and procedures.
• Motivates staff through goal-setting to increase performance and improve client outcomes.
• Provides guidance to staff about assigned work to guarantee proper service delivery.

Interpreting the Meaning of Information for Others:

• Interprets rules, regulations, and laws for programs and the public in an effort to provide clarity.

Documenting/Recording Information:

• Documents all relevant records and actions related to services provided as an official record for the department.

Analyzing Data or Information:

• Analyzes, interprets, and provides feedback on performance data to improve program outcomes and staff effectiveness.

Organizing, Planning, and Prioritizing Work:

• Ensures appropriate office and field coverage within the regional area to meet client needs.
• Distributes staff assignments based on review of program needs to equalize workload.
• Provides coverage for staff vacancies by creating staff rotations or by taking on additional job responsibilities to ensure clients' needs are met.

Coaching and Developing Others:

• Provides positive feedback to employees by recognizing goals and achievements to increase morale and performance.
• Coaches employees through formal and informal discussions and feedback to develop and improve job performance.

Making Decisions and Solving Problems:

• Advises staff regarding complex problems including developing plans of action, case determinations, and other issues to ensure compliance with policy, law, and effective service delivery.

Evaluating Information to Determine Compliance with Standards:

• Oversees the workflow and processing of all assigned work in a children's or human services program within an assigned region: reviews daily, weekly, and monthly reports and records submitted by staff for accuracy, progress and compliance with state and federal law.
• Communicates with the state's attorney to provide information and records regarding the case; ensures paperwork is filed in a timely manner; may provide testimony in court concerning a case.
• Identifies training needs by reviewing documented staff issues and identifying errors in records.
• Ensures that children's or human services' legal interventions and administrative review actions meet state and federal law by conferring with staff and reviewing case records and supporting documents.
• Evaluates staff training needs by reviewing performance evaluations and examining records for timeliness and accuracy.

Staffing Organizational Units:

• Discusses new hire recommendations with management to select the most qualified candidate for the position.
• Conducts interviews with applicants and reviews resumes to identify relevant skills and work experience to select the most qualified candidate for the position.
• Reads existing job plans to identify appropriate skills in order to select the most qualified candidate.

Developing and Building Teams:

• Conducts teambuilding exercises and other group activities to promote positive interaction among staff.

Updating and Using Relevant Knowledge:

• Researches, gathers, and applies relevant information to ensure clients receive effective services.

Interacting With Computers:

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

Establishing and Maintaining Interpersonal Relationships:

• Develops constructive and cooperative working relationships with partnering agencies, co-workers, supervisors, other employees, and local governmental agencies through meetings and other positive interactions to ensure quality and timely services.

Training and Teaching Others:

• Reviews, revises, and delivers existing training materials to staff and customers in order to ascertain accuracy of information.
• Provides on-going technical assistance to staff for computer operations (e.g., instructions for accessing specific databases) in order to complete tasks in a timely manner.
• Provides on-going formal and informal training to employees, contracted staff, and customers (e.g., child care providers) to educate and inform them of program policies and procedures.
• Provides orientation to new employees through review of policies, procedures and job functions to establish clear expectations.

Getting Information:

• Gathers information from all available resources to disseminate to customers, staff, and vendors to ensure effective service delivery.

Communicating with Supervisors, Peers, or Subordinates:

• Communicates or consults with supervisor, staff, and co-workers by telephone, in written form, email or in-person to ensure effective service delivery.

Scheduling Work and Activities:

• Schedules appointments for staff to manage the workflow within the unit, to provide timely service delivery, and to comply with state and federal law.
• Schedules meetings and trainings to inform and update staff and customers regarding program changes and other relevant information.

Provide Consultation and Advice to Others:

• Reviews and approves corrective action plans and disciplinary actions for providers to guarantee compliance with state law.
• Develops corrective action plans for the unsatisfactory job performance of staff and makes recommendations for disciplinary actions to improve performance and service delivery.
• Explains services and other resources to staff and customers through a variety of means (i.e., discussions) to resolve issues.
• Assists employees to coordinate the required services of other agencies needed to license facilities such as child/ adult day care centers.
• Conducts mentoring sessions with staff in order to address problems and provide support; discusses stress management techniques; and provides information on the Employee Assistance Program (EAP).

Performing Administrative Activities:

• Prepares written correspondence to provide information to staff, customers, and the public to comply with state and federal laws.
• Approves staff leave, travel, and timesheets through the designated system to guarantee employees are compensated for time worked.
• Ensures staff and provider files are maintained and updated through a periodic review so that information can be easily located.

Communicating with Persons Outside Organization:

• Communicates with community service providers to ensure effective service delivery to clients.
• Assists public relations representatives in addressing public concerns about program actions or activities to ensure customer satisfaction and accuracy of information.
• Promotes children's or human services programs to the general public, outside organizations, advisory boards and committees through dissemination of current information to inform the public of available services.

Thinking Creatively:

• Works with staff through brainstorming sessions and other discussions to formulate creative ideas and find solutions to problems in an effort to promote and improve service delivery.

Operating Vehicles, Mechanized Devices, or Equipment:

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

Monitoring and Controlling Resources:

• Approves and reviews unit expenditures; reviews and manages unit budget; and requests additional unit funding as needed to guarantee timely and effective use of available resources.
• Ensures staff has appropriate resources and materials and tools to complete their job responsibilities by monitoring available supplies and approving supply orders.
• Monitors employee overtime usage through reports and time sheets to guarantee staff remains within their budgeted allotment.
• Conducts monitoring of vendor provided services to ensure compliance with policies and procedures.

Inspecting Equipment, Structures, or Material:

• Conducts on-site observations of child/ adult day care facilities, before/ after school and community based programs, special education programs, and early childhood education programs as required by law.
• Examines facilities and grounds to determine if indoor and outdoor equipment and age-appropriate toys are adequate in quantity and variety; children with disabilities are provided equal opportunities in activities; and minimum square footage standards are met for indoor and outdoor play, naps, and classes.
• Examines physical structures of child/ adult day cares on-site for accessibility and safety and ensures equipment/furnishings are in good repair and are age-appropriate to determine compliance with rules and regulations.

Performing General Physical Activities:

• Performs physical activities to assess, measure, and inspect facilities to ensure compliance.

Competencies (KSA'S)

Competencies:

• Problem Solving
• Building Effective Teams
• Conflict Management
• Time Management
• Delegation
• Written Communications
• Directing Others
• Decision Quality
• Approachability
• Motivating Others
• Fairness to Direct Reports

Knowledge:

• Knowledge of communication methods and dissemination techniques of program information
• Knowledge of administration and management
• Knowledge of human behavior, performance, learning, and motivation
• Basic computer skills including typing
• Knowledge of principles and processes for providing customer service

Skills:

• Critical thinking skills
• Time management skills
• Basic mathematical skills
• Reading comprehension skills
• Complex problem solving skills
• Active listening
• Active learning
• Persuading others to change their minds or behavior
• Talking to others to convey information effectively
• Communicating and comprehending effectively in writing as appropriate for the needs of the audience

Abilities:

• Oral comprehension and expression abilities
• Deductive reasoning abilities
• Multi-tasking ability

Tools and Equipment Used

• Motor Vehicle
• Printer/Scanner
• Global Positioning System
• Digital Camera
• Wireless Internet Cards
• Measuring Tools
• Personal Computer/Laptop
• Fax Machine
• Telephone/Cellular Phones

Other Office Related Equipment as Required