PROGRAM OPERATIONS ADMINISTRATOR-SES - 65000263

Requisition No: 859783 

Agency: Elder Affairs

Working Title: PROGRAM OPERATIONS ADMINISTRATOR-SES - 65000263

 Pay Plan: SES

Position Number: 65000263 

Salary:  $3,972.34-$5,171.17 MONTHLY 

Posting Closing Date: 09/04/2025 

Total Compensation Estimator Tool

DEPARTMENT OF ELDER AFFAIRS

CARES 9A

*****OPEN COMPETITIVE*****

POSITION OVERVIEW AND RESPONSIBILITIES:

This is a highly responsible supervisory position that provides comprehensive oversight of a CARES field office under the guidance of the Regional Program Supervisor (RPS) to ensure effective and efficient utilization of all assigned resources through monitoring, training, and quality improvement activities.

PAY:

Salary will be commensurate with experience and qualifications, ranging from $47,668.08 to $62,054.04, annually.

DUTIES AND RESPONSIBILITIES:

Duties include but are not limited to the following:

• Supervises, coordinates, and monitors the activities of CARES Assessor Supervisors, Senior CARES Assessors/CARES Assessors, Registered Nurse Supervisor, Registered Nurse Specialists, Administrative Support staff, and Physician Consultants. Monitors case files on a regular basis to ensure compliance with policies and procedures. Monitors case file reviews conducted by CARES Assessor Supervisors and Registered Nurse Supervisors. Ensures confidentiality of client data is maintained according to applicable rules and laws.
• Assigns or designates assignment of each Senior CARES Assessor/CARES Assessor and Registered Nurse Specialist’s field, office, and staffing schedule, and meets with individuals or teams as necessary to discuss cases and resolve problems that may arise. Communicates on a regular basis with employees, both individually and in staff meetings. Schedules and conducts unit meetings weekly, monthly, and/or as needed.
• Plans staff workloads, workflows, deadlines, work objectives, and time utilization. Directs the work of employees to ensure maximum efficiency of time and resources. Motivates employees to improve the quality and quantity of work performed. Ensures all staff provide quality customer service to consumers.
• Provides training on functions, goals, and assessment procedures and policies in accordance with the Department’s goals/mission.  Provides training in methods for performing tasks in an effective and efficient manner.
• Identifies staffing/equipment needs; Monitors expense and OPS budgets to ensure that overspending does not occur.
• Hires new employees and, arranges for orientation and appropriate training. Approves timesheets within Department deadlines.  Notifies Human Resources if an employee may be eligible for leave under the Family and Medical Leave Act (FMLA), or if an employee may need an accommodation under the Americans with Disabilities Act Amendments Act.
• Evaluates employees based on established criteria. Meets regularly with employees to ensure the established criteria are met.  Ensures employees are professional and courteous and maintains cooperative working relationships with the public and staff. Institutes disciplinary actions as appropriate in consultation with DOEA Central Office and Human Resources.
• Ensures that the Preadmission Screening and Resident Review (PASRR) process is completed before a Level of Care is issued when a request is received from a state mental hospital, a psychiatric hospital, or a psychiatric hospital unit.
• Coordinates and directs interdisciplinary case planning (staffing) for individuals referred to determine client’s needs and service goals, with emphasis on abating the need for institutional placement whenever possible. Provides technical assistance and inter-program coordination of Medicaid waiver programs as they relate to Level of Care determination and placement recommendation. Coordinates with public and private agencies to develop new relationships, continue existing relationships, and permit integrated delivery of existing community services.
• Has direct responsibility for preparation of statistical reports, as requested, relative to CARES activities and daily monitoring, as well as ensuring that data is forwarded to central office as required. Required compliance (and monitoring compliance, when applicable) to the mandatory requirements in Section 215.422, F.S. and Chapter 59-G, F.A.C.
• Participates in workgroups/activities to enhance service delivery and community relations, remains up-to-date on preadmission assessment trends in other states, and maintains and improves professional knowledge concerning long-term care. Conducts or supervises in-service training sessions to area hospitals, nursing facilities, and case management agencies.
• Maintains a high level of professional CARES knowledge, including an understanding of State and Federal rules and laws governing the activities performed by CARES. Improves/enhances professional knowledge, skills and abilities through education courses, seminars, workshops, review of policies and procedures, etc.
• Participates in pilot/special projects, which involves collaborative efforts to improve assessment and delivery of services.
• Participates in disaster recovery efforts throughout the State of Florida. Reports to Special Needs Shelters to assist with discharge planning during a hurricane-related or other type of emergency situation.
• Performs other duties as assigned.
• Attendance is an essential function of this position.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of Level of Care rules and regulations, knowledge of CARES policies and procedures, knowledge of the aging process and the effects of chronic illness, knowledge of interviewing techniques, knowledge of community resources, as they relate to elders and disabled adults, ability to work with clients with a variety of physical and emotional problems.
• Knowledge of nursing home pre-admission assessment and ongoing utilization control process in long-term care facilities. Knowledge of community services as related to alternative care of individuals needing long-term care. Ability to interpret and apply Federal, State, and local laws, regulations, and policies.
• Ability to determine work priorities, organize, assign and coordinate work, and ensure proper completion of work assignments. Ability to follow written and oral directions and instructions. Problem-solving skills, work well with individuals and groups; multi-task, manage multiple assignments and deadlines. Plan and organize to ensure work is completed in accordance with regulations relating to eligibility and timeliness.
• Ability to communicate, express ideas and information, effectively orally and in writing. Ability to communicate with others to obtain and verify information concerning eligibility.
• Ability to demonstrate a professional and courteous demeanor to establish and maintain cooperative working relationships with the public and staff.
• Possess strong written and oral communication skills, including correct grammar, punctuation, and spelling.  Be detail oriented and able to enter data accurately into a computerized system. Navigate multiple computer screens and applications. Proficiency in Microsoft Windows Operating environments and Office Suite products to include Word, Excel, Outlook, OneDrive, Power Point, and SharePoint. Prepare clear, concise, and accurate records and other documentation in a logical format.
• Ability to apply the policies, procedures, and programs governing the agency. Read, understand and apply complicated and detailed regulations, and policy directives.
• Analyze and interpret written, numerical, and verbal data from various sources. Type and prepare reports and memorandums accurately and timely.
• Ability to evaluate service delivery to enhance program development. Ability to provide in-service training and program consultation.
• Ability to work in a large, open office environment. Maintain confidentiality as required.
• Ability to lift and carry a laptop and associated documents (up to ten pounds).

REQUIREMENTS:

• Must have a bachelor’s degree or higher from an accredited college or university with a major in a related field or a combination of education and professional experience totaling four (4) or more years in a related field.
• Must have at least three (1) years of supervisory experience.
• Travel is required. Operates own private motor vehicle for routine travel within the assigned office's planning and service area. All applicable State and local driving laws and insurance regulations must be strictly adhered to in the operation of the private vehicle while performing State business. Must possess a valid driver license. Overnight travel may be required.

THE BENEFITS OF WORKING FOR THE STATE OF FLORIDA:

Working for the State of Florida is more than a paycheck. The State’s total compensation package for employees features a highly competitive employee benefits including:

• State Group Health Insurance Coverage;
• $25,000 Life Insurance Policy (100% paid by employer);
• Dental, vision, and other supplemental insurance options available;
• Annual and Sick Leave benefits,
• 10 paid holidays each year;
• Retirement plan options, including employer contributions (For more information, please click www.myfrs.com);
• Flexible Spending Accounts; and
• Tuition waivers to attend State of Florida community colleges, colleges, and universities!

For a more complete list of benefits, click https://www.mybenefits.myflorida.com/.

OUR ORGANIZATION AND MISSION:

The Department is dedicated to promoting the well-being, safety, and independence of Florida's seniors, their families, and caregivers. Its vision is for all Floridians to live well and age well.

SPECIAL NOTE:

Candidate Profile (application) must be complete in its entirety.

• Include supervisor names and phone numbers of all periods of employment.
• Account for and explain any gaps in employment so that the hiring process is not delayed. Gaps of employment for 3 months or more MUST be addressed on application.
• Experience, education, training, knowledge, skills, and/or abilities as well as responses to pre-qualifying questions must be verifiable to meet the minimum qualifications.  
• It is unacceptable to use the statement “See Resume” in place of entering work history.
• Periods of employment should be entered with the most recent/current listed first.
• If you are a retiree of the Florida Retirement System (FRS), please contact the FRS to determine if your current benefits may be affected if you are reemployed with the State of Florida in an FRS-covered position.  Your current retirement benefits may be canceled, suspended, or deemed invalid depending upon the date of your retirement. 
• If claiming Veteran’s Preference, candidates MUST attach supporting documentation (DD214).
• If claiming Right to First Interview, candidates MUST attach a copy of your official layoff letter when applying.
• All documentation is due by the close of the vacancy announcement.

If you experience problems applying online, please call the People First Service Center at (877) 562-7287.

BACKGROUND CHECKS:

Successful completion of a Level 2 Criminal History Background Check is required for all applicants selected for this position.

APPLICANT INFORMATION:

Applicants should apply on-line via the People First Website https://peoplefirst.myflorida.com by 11:59 p.m. (EST) on the closing date of the position vacancy advertisement but are strongly encouraged to apply by 6:00 p.m. on the closing date to avoid any system down times or any other complications that may arise.

If you have problems applying on-line, call the People First Service Center at 1-877-562-7287. Paper applications will not be accepted by the agency.

The Department of Elder Affairs is an "older worker-friendly" employer and also lists vacancies on the Silver Edition website, found at http://silver.employflorida.com, that connects persons age 50 and older with other businesses/volunteer organizations/employers who specify they are "older worker-friendly."

The Department of Elder Affairs is an E-Verify employer and will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each New Employee’s I-9 Form to confirm work eligibility.

The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer, and does not tolerate discrimination or violence in the workplace.

Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-866-663-4735). Notification to the hiring authority must be made in advance to allow sufficient time to provide the accommodation.

The State of Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with Section 112.0455, F.S., Drug-Free Workplace Act.