Program Specialist VI (Compliance and Training Program Coordinator)

Job Title
Program Specialist VI (Compliance and Training Program Coordinator)
Job Number
00018407

Job Posting:
#00018407

Opened:
10/13/2021

Closes:
Open Until Filled

Position Title:
Program Specialist VI
(Compliance and Training Program Coordinator)

Class/Group:
1575/B23

Military Occupation Specialty Code:
Navy-641X; Air Force-86M0, 88B0

FLSA:
Exempt

Number of Vacancies:
1

Division/Section:
Chief Financial Office / Chief of Staff

Salary Range:
$5000.00-$6065.75

Duration:
Regular

Hours Worked Weekly:
40

Shift:
Days

Travel:
Limited

Agency Address:
300 W. 15th St, Austin, TX 78701

Web site:
www.dir.texas.gov

Refer Inquiries to:
Human Resources

Telephone:
(512) 463-5920 or (512) 475-4612

HOW TO APPLY:

  • Select “Apply Online” to apply for the job at https://capps.taleo.net/careersection/ex/jobsearch.ftl?lang=en
  • You must create a CAPPS Career Section candidate profile or be logged in to apply
  • Update your profile and apply for the job by navigating through the pages and steps
  • Once ready, select “Submit” on the “Review and Submit” page.
  • If you have problems accessing the CAPPS Career Section, please email the CAPPS Recruiting Help Desk at capps.recruiting@cpa.texas.gov

SPECIAL INSTRUCTIONS:

  • Applicants must provide in-depth information in the EXPERIENCE & CREDENTIALS section to demonstrate how they meet the position qualifications. Incomplete applications may result in disqualification.
  • Resumes may be uploaded as an attachment but are not accepted in lieu of the information required in the EXPERIENCE & CREDENTIALS section of the application.

Interview Place/Time:
Candidates will be notified for appointments as determined by the selection committee.

Notice:
Section 651.005 of the Government Code requires males, ages 18 through 25 years, to provide proof of their Selective Service registration or proof of their exemption from the requirement as a condition of state employment.

EQUAL OPPORTUNITY EMPLOYER
The Department of Information Resources does not exclude anyone from consideration for recruitment, selection, appointment, training, promotion, retention, or any other personnel action, or deny any benefits or participation in programs or activities, which it sponsors on the grounds of race, color, national origin, sex, religion, age or disability.  Please call 512-463-5920 to request reasonable accommodations.

THE OPPORTUNITY
The Texas Department of Information Resources is the state agency charged with protecting the state’s data and critical technology infrastructure, managing a multi-million dollar cooperative contracts program, and providing strategic technology leadership, solutions, and innovation to all levels of Texas government.  DIR is a fast-paced and collaborative environment with highly motivated and engaged employees dedicated to achieving the best value for the state. 
Performs highly advanced (senior-level) consultative services and technical assistance with compliance and training programs. Work involves developing, documenting, implementing, and tracking the agency’s standard operating procedures, policies, and training programs in compliance with all applicable state, federal, and agency-related requirements. Responsible for identifying, leading, and implementing a wide variety of agency-wide continuous improvement initiatives to enhance effectiveness and compliance. Serves as a monitor for all agency policies providing regular updates to executive management. May serve as a lead worker providing direction to others. Works under the minimal supervision of DIR’s Chief Compliance and Risk Officer and Director of People and Culture, with considerable latitude for the use of initiative and independent judgment.

WHAT WE DO
The ideal candidate will have the ability to highlight their strengths in the following functions:

  • Participates in agency projects focused on the improvement of existing standard operating procedures, policies, and training programs that will develop an agency culture of learning, compliance, and continuous improvement; ensures that DIR complies with applicable statutory, state, federal, and agency-related requirements.  
  • Designs, plans, prioritizes, and coordinates a variety of training, research, planning, policy, program assessments, and administrative activities for assigned program(s) including overseeing the reporting and delivery of learning and development programs; provides high-level technical assistance for a program; and creates efficiencies where opportunities occur. 
  • Establishes relationships at all levels of the organization, and identifies, leads, and implements a wide variety of continuous improvement initiatives to enhance effectiveness and efficiency of operations.
  • Provides oversight of DIR’s document repository and the policies, procedures, etc., residing in the system.
  • Identifies and resolves escalations with a strong emphasis on associated patterns, trends, and root cause analysis.
  • Provides input for compliance evaluations, risk assessments, knowledge gaps, leadership gaps, and coordinates with both the Chief Compliance and Risk Officer and Director of People and Culture to design proposals or programs to mitigate risks. 
  • Delivers virtual and face-to-face led programs supporting customer service initiatives to required departmental standards.
  • Serves as a liaison with the executive management, supervisors, and employees to create annual training plans.
  • Tracks and ensures employees comply with and maintain annual certification requirements as outlined in legislative statute or job requirements. 
  • Leads, develops, coordinates, and implements training schedules, tracks completion statutes and sends reminders to ensure employees are compliant with mandatory training requirements.
  • Assists DIR’s Information Security Officer with miscellaneous projects, training, and compliance support as needed.
  • Performs related duties as assigned.

EDUCATION

  • Graduation from an accredited four-year college or university with major course in business, training, communications, journalism.

EXPERIENCE & TRAINING REQUIRED

  • Five (5) years of experience drafting business communications, policies, and Standard Operating Procedures (SOP).
  • Five (5) years of experience providing program or project management support to division/departmental staff or experience supporting administrative program or project functions and the application of administrative procedures. 
  • Five (5) years of experience communicating and working collaboratively with all levels staff and management.
  • Three (3) years of experience analyzing processes and gathering requirements; includes creating “as is” and “to be” process maps.
  • One (1) year of experience training small or large groups of technical and non-technical professionals.

EXPERIENCE & TRAINING PREFERRED

  • Experience supporting a human resource or compliance and risk department.
  • Experience coordinating the logistics for training or speaking events.
  • Experience with translating legislative statutes into policies.
  • Experience working in a technology environment.

KNOWLEDGE, SKILLS & ABILITIES

  • Knowledge of program management processes and techniques.
  • Working knowledge in technology planning and general technology terms and trends.
  • Skill in identifying measures or indicators of program performance.
  • Skill influencing others across the organization to take ownership for process improvement.
  • Skill in finding solutions for or to deal proactively with work-related problems.
  • Excellent communication skills – presentation, written, verbal; ability to communicate concepts both verbally and in writing in a clear and concise manner with vendors, management, technical and non-technical staff.
  • Skill in using creative systems and strategic thinking to solve problems; in using logic and reasoning to identify the strengths and weaknesses of alternative approaches to problems; and leading and facilitating meetings.
  • Ability to identify and document business needs through research, facilitation, and analysis.
  • Orientation toward action and demonstrated ability to effectively plan, implement, and direct projects and activities while supporting DIR's strategic plan, core values, mission, and vision statements.
  • Ability to manage projects; to establish goals and objectives; to devise solutions to administrative problems; to develop and evaluate policies and procedures; to prepare reports; and to plan, assign, and supervise the work of others.
  • Ability to effectively communicate with people of diverse backgrounds and organizational levels 
  • Demonstrated ability to work on concurrent tasks while effectively organizing, prioritizing, and coordinating work assignments.
  • Ability to exercise sound judgment and discretion in handling and maintaining the security of confidential information.
  • Ability to act calmly under stress and work under pressure and exacting schedules to complete assigned tasks.
  • Ability to establish and maintain effective and cordial working relationships at all organizational levels, including agency management, direct supervisors, co-workers, internal and external customers.
  • Ability to understand, follow and convey brief oral and/or written instructions.
  • Ability to work independently and as part of a team, and to support and contribute to a cohesive team environment.
  • Ability to get along well with a variety of personalities and individuals.
  • Ability to effectively interpret policies, procedures, and regulations.
  • Ability to work a flexible schedule to meet required deadlines.
  • Ability to exercise courtesy, tact, and diplomacy in all communications.
  • Ability to comply with all agency policies and applicable laws.
  • Ability to comply with all applicable safety rules, regulations, and standards.

COMPUTER SKILLS

  • Proficiency in the use of a personal computer and applicable software necessary to perform work assignments e.g., word processing, spreadsheets (Microsoft Office preferred).

OTHER REQUIREMENTS

  • Regular and punctual attendance. 
  • Criminal background check.

WORK ENVIRONMENT

  • Frequent use of a personal computer, copiers, printers, and telephones.
  • Frequent work under stress, as a team member, and in direct contact with others.
  • Frequent standing, walking, sitting, listening, and talking.
  • Occasional bending and stooping.
  • Occasional lifting and climbing.

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