Contracts Manager and Outreach Specialist
Closing Date: February 17, 2022
EASTERN IDAHO COMMUNITY ACTION PARTNERSHIP
Position Title: Contracts Manager and Outreach Specialist
Department: Senior Services and Area Agency on Aging (AAA)
Position Status: Non-Exempt/Hourly, Regular Full Time (40 hours per week)
Salary Range: $16.00-18.00 per hour DOE
POSITION SUMMARY—CONTRACTS MANAGER
Under the direction of the Senior Services Director, the Contracts Manager assists with the administration of the Area Plan and budget. This includes oversight of contracted services, processing billing and payment to contracted services providers, assisting with Area VI Advisory Council on Aging Meetings, and coordinating Senior Center Site Manager meetings.
In addition, the Contracts Manager is responsible for completing required program monitors for contracted providers and for ensuring compliance with applicable rules and regulations as outlined in the Older American’s Act and by the Idaho Commission on Aging.
The Outreach specialist will be under the direction of the Senior Services Director and will be responsible for coordinating the Senior Medicare Patrol volunteer program. In addition, this person will perform outreach under the guidelines of the Medicare Improvements for Patient and Provider Act scope of work as well as general outreach for the Area VI Agency on Aging.
ESSENTIAL DUTIES AND RESPONSIBILITIES—CONTRACTS MANAGER
- Complete reports required by the Idaho Commission on Aging.
- Participate in and maintain documentation of all required professional development and training activities.
- Maintain proper documentation and records in a timely manner in accordance with all federal/state regulations and program requirements.
- Receive and analyze monthly reports from service providers. Approve all contractor reimbursement requests. Compare budgets for contracted services to actual expenditures to assure no over-expenditure occurs.
- Identify needs and provide training and technical assistance routinely and as needed to improve efficiency and effectiveness of providing services to senior citizens.
- Facilitate the delivery of nutritional services through education and the provision of professional dietary consultation. Monitor service providers in adhering to the requirement of utilization of menu cycles and certified menus.
- Supervise the consulting services of a Registered (licensed in Idaho) Dietitian to ensure compliance with related characteristics of the Older American’s Act, Idaho Commission on Aging, and applicable Idaho sanitation regulations.
- Perform and oversee quality assurance and program monitoring assessments to ensure that services are meeting the needs of senior recipients efficiently and effectively and in accordance with all applicable rules and regulations.
- Assist Senior Services Director with coordinating the Area VI Advisory Council on Aging meetings.
- Coordinate the quarterly Senior Center Site Manager Meetings by notifying Senior Center Site Managers/members of the meeting, preparing the agenda and materials for the meeting, tracking attendance at the meeting, and actively participating in the meetings.
- Teamwork is essential to effective service provision. Conduct oneself in a professional and cooperative manner with customers, co-workers, and other agencies and organizations.
- As an employee of EICAP you will assume the responsibility of understanding your role in accomplishing the strategic goals and performance measures of the Agency.
- Perform other duties as assigned.
ESSENTIAL DUTIES AND RESPONSIBILITIES—OUTREACH SPECIALIST
- Completes all required Senior Medicare Patrol training modules and stays current on any changes or updates to those training modules.
- The SMP volunteer coordinator seeks volunteers who plan to serve 2-4 hours per week. The SMP volunteer coordinator trains each volunteer and assigns the volunteer duties.
- The primary role for which volunteers are sought is SMP group presenter.
- The secondary role for which volunteers are sought is SMP counselor.
- Volunteers can serve in more than one role.
- Prior to training volunteers, makes SMP group presentations, conducts one-to-one counseling sessions, and reports on work performed in SHIBA WebApp and SHIPtalk.
- Complies with the Volunteer Risk and Program Management policies and procedures, which include policies for recruiting, screening, supporting, supervising, managing, and recognizing volunteers.
- Creates and implements an outreach plan to recruit volunteers who educate Medicare beneficiaries and their families about fraud prevention.
- Sets goals with volunteers to meet performance criteria for the agency’s contract with the ICOA.
- Evaluates volunteer performance and provides constructive feedback.
- Ensures confidentiality throughout the SMP program.
- Learns and follows the SMP Attribution and Media Guidance procedure. Utilizes ICOA approved SMP logos, SMP messaging, marketing and educational materials to promote the SMP volunteer program and requests approval for local adaptations.
- Contact local organizations (focus to be determined by ICOA) about becoming host agencies for the Medicare Improvement for Patients and Providers Act (MIPPA). Collect contact information for the MIPPA newsletter.
- Train host agencies on the Medicare Money Savings Program (MSP) and the Low-Income Subsidy (LIS). Provide host agencies with brochures, outreach materials and referral contact information. Follow-up with host agencies after 90 days.
- Inform consumers on where to apply for MSP and LIS programs. Inform beneficiaries about Medicare Part D open enrollment and Medicare Prevention and Wellness Benefits.
- Submits monthly reports using the required forms. Devises and maintains a system for gathering the information to complete the reports.
- Attends and reports during required phone conferences, scheduled technical assistance sessions, and required meetings.
- When practical, encouraged to collaborate with local SHIBA employees and volunteers to deliver presentations and staff community education events.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE:
A high school diploma and a minimum of one year’s employment experience in social work, nursing, public health, geriatrics, administration, community organization or another related field. A Bachelor’s degree is preferred. Previous experience in public relations, non-profit program administration, budget experience, and volunteerism is preferred.
CONDITION OF EMPLOYMENT:
Employee must successfully complete a criminal background check. Employee must have reliable transportation to be used during working hours and ability to travel throughout the nine- county service area. Within 90 days of employment, employee must complete all required training modules for the Senior Medicare Patrol and the Medicare Improvement for Patients and Provider Act programs.
Read, analyze, and interpret documents and information such as general business periodicals, professional journals, technical procedures, operations manuals, governmental regulations, and policy and procedure manuals. Write original reports, business correspondence, and procedure manuals. Effectively present information and respond to questions in one-on-one situations and from groups of managers, customers, and the general public. Communicate effectively in oral and written form in English.
Apply basic concepts of algebra and geometry. Calculate and apply figures and amounts such as fractions, percentages, and proportions to practical situations.
Apply reasonable understanding to carry out instructions furnished in written, oral, or diagram form. Deal with problems and situations involving several concrete variables in standardized situations and develop and implement solutions. Prioritize work time, sequence, and research information to complete work assignments. Interpret different kinds of work situations and make decisions as to next step or draw conclusions. Multi-task projects and duties.
COMPUTER AND EQUIPMENT SKILLS
Proficiency in the use of computer and all common office equipment required. Ability to work with Microsoft Windows, Excel, Office 365, and databases specific to EICAP and the AAA. Adequate typing skills are necessary for this position.
CERTIFICATES, LICENSES, and REGISTRATIONS:
Must have a valid Idaho driver’s license, a good driving record, and proof of current automobile insurance.
PHYSICAL DEMANDS and WORK ENVIRONMENT
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- While performing the duties of this job, the employee is regularly required to sit and talk or hear.
- The employee frequently is required to use hands to handle objects, tools, or controls.
- The employee is occasionally required to stand, walk, and reach with hands and arms; and to stoop, kneel, or climb.
- The employee must occasionally lift and/or move up to 50 pounds.
- Specific vision abilities required by this job include close vision and the ability to adjust focus.
- The noise level in the work environment is usually moderate.
- The employee is regularly required to travel during winter driving conditions.
Eastern Idaho Community Action Partnership is an EEO employer.