Program Support Specialist - Washington, United States - DC State Board of Education

Description

PROGRAM SUPPORT SPECIALIST

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INTRODUCTION
This position is located in the Office of the Ombudsman for Public Education - DC Special Education Hub.

The Office of Ombudsman for Public Education is a neutral and independent office housed within the State Board of Education (SBOE).

The Office of the Ombudsman provides services for all public schools in the District of Columbia.

The PRS is charged with serving as information hub where families of students with disabilities can obtain accurate information about special education laws and policies, support in addressing questions, and support in developing and sustaining partnerships with schools in meeting the needs of students with disabilities.

The work involves identifying and analyzing the needs of the program(s); evaluating current standard operating procedures (SOP); researching program issues, concerns, and complaints; and recommending administrative strategies or changes.

The assignments are average and repetitive in nature and are complicated by the requirement to determine the effect of problems encountered and propose management solutions and recommendations from among several viable alternatives.

MAJOR DUTIES
Participates in analytical studies based on examination of management needs. Identifies researches and analyzes programs issue or problems; and presenting results.

Evaluates current procedures to improve operational efficiency and makes recommendations to improve program(s) activities and services.

Recommends administrative strategies or changes in internal operating procedures to incorporate new requirements, and to improve, expedite and eliminate management problems.

Participates in the development of procedures and guidelines to satisfy the goals of the department or agency.

Devises means of improvement and consolidates and/or standardizes administrative forms and procedures.

Participates in improving effectiveness in meeting schedules, deadlines, priorities, and production goals.

Provides assistance and participates in the coordination of special assignments to coordinate and resolve general management matters and other appropriate issues and projects related to the functional responsibilities of the program(s).

Coordinates and monitors practices and procedures utilized by the program staff to ensure compliance with all applicable regulations and procedures.

As directed by supervisor, handles complaints and problems, non-complex in nature.

Researches and gathers data; conducts fact-finding investigations; and develops results or recommendations.

As requested, obtains, coordinates, and prepares or edits responses for administrative and programmatic information requests. Receives and reviews incoming correspondence, performs required research and prepares appropriate replies.

Generates spreadsheets, charts, summary tables, and statistics used in various reports and presentations.

Provides assistance in tracking data or documents in reference to agency or agency program(s).

Generates internal and external documents or correspondence that assists in the workflow of the program operation.

Collects various program information and data involving documents dealing with agency or departmental program(s), project activities, services, policies, and procedures.

Prepares various reports, analyses, and documents in final form through the use of personal computer (PC). Makes effective use of computers and word processing equipment in writing and related work assignments.

Performs other related duties as assigned.


KNOWLEDGE REQUIRED BY THE POSITION

Knowledge of the mission, function and operational policies and procedures of the agency or department and program(s) to effectively, accurately, and expeditiously complete work assignments in concert with established operational objectives.

Knowledge of administrative concepts and practices to provide programmatic and administrative support to the program staff. Knowledge of pertinent regulatory laws, codes, and practices to resolve issues, and make recommendations.

Ability to communicate with others both orally and in writing to formulate and present report conclusions, explain, and interpret information and ensure cohesive and cooperative efforts.

Ability to exercise tact, discretion, and skill in human relations in dealing with persons from all walks of life and varying socioeconomic levels.

Knowledge of, and proficient in the use of operating a personal computer (PC), utilizing Microsoft Word, Excel, Access, PowerPoint, etc., and a willingness to learn new technology associated with assigned work tasks.

SUPERVISORY CONTROLS

The supervisor makes assignments by defining objectives, priorities, and deadlines and assists the incumbent with unusual situations that do not have clear precedents.

The incumbent plans and carries out the successive steps and handle problems and deviations in the work assignments in accordance with instructions, policies, previous train