FORMS/MARC SUPERVISOR

Job Description

APPLICANTS MUST BE PERMANENT IN THE PRINCIPAL ADMINISTRATIVE ASSOCIATE CIVIL SERVICE TITLE

The Department of Social Services (DSS) is comprised of the administrative units of the New York City Human Resources Administration (HRA) and the Department of Homeless Services (DHS). HRA is dedicated to fighting poverty and income inequality by providing New Yorkers in need with essential benefits such as Food Assistance and Emergency Rental Assistance. DHS is committed to preventing and addressing homelessness in New York City by employing a variety of innovative strategies to help families and individuals successfully exit shelter and return to self-sufficiency as quickly as possible.

The Office of Procedures provides the critical link between policy development and worker execution of the agency programs. Up-to-date, well-written procedures, supported with effective training, provide workers with the knowledge and standards required to operate agency's program consistently and effectively.

Under the direction of the Director of Procedures, with wide latitude for independent judgment and initiative, the Forms/MARC Supervisor is responsible for the creation, revision, translation, posting and distribution of all forms and local (non-State Department of Health) notices used by Medical Assistance Program (MAP) and Home Care Services Program (HCSP) staff.

The Office of Policy, Procedures and Training (OPPT) is recruiting for one (1) Principal Administrative Associate III to function as Forms/MARC Supervisor.

- Assist the Director with the development of form drafts by demonstrating detailed knowledge of the complexities of the Medicaid program, staying abreast of the Department of Health (DOH) policy changes to ensure that Medicaid eligibility factors are correctly stated, using plain language text so that forms can be easily understood by staff and clients and testing/revising forms to ensure that they pass the agency's literacy standard. Forms created/revised include both those used to communicate with clients and those used to communicate with business associates and internally within the agency.

- Collaborate with the Director, MAP and HCSP managers and supervisors in the initial design of forms and notices and work with their designees throughout the development process. Meet/correspond with staff to ensure that drafts are undertaken and revised as per requests made and that the drafting/re-drafting process proceeds in accordance with applicable policies and practices.
- Maintain the integrity of the Office of Procedures' Forms shared drive, by storing/ensuring for storage/ reconciling of both draft and finalized documents approved for posting. Maintain Word (.docx), Adobe (pdf) and InfoPath versions of documents. Ensure that final content is converted to PDF format (and to PPT format, if appropriate) for eDOCS posting. Use Abode Professional, when revisions need to be made directly to PDF documents.

- Coordinate with the HRA Office of Business Services to obtain required control numbers and alpha sequences for both client and non-client forms. Resolve any related discrepancies/questions and concerns.

- Coordinate with the Office of Immigrant Affairs (ORIA) to ensure that client-facing forms are appropriately translated and made available into the 12 mandated languages as dictated under Local Law 3), (English, Spanish, Arabic, Bengali, Chinese (Simplified), Chinese (Traditional), French, Korean. Haitian-Creole, Polish, Russian and Urdu).
- Review completed form drafts for accuracy and compliance with internal and external oversight requirements before drafts are submitted to the Director and management for secondary review and approval. Make necessary corrections to both formatting and content to ensure agency compliance.

- Administer the MARC system which is an on-line secured internet site, maintain with user searchable categories and folders used to post eligibility-related information, forms and instructions to third party providers and other approved business associates.

- Register and provide access rights to appropriate users approved by the Director of Eligibility Information Services (EIS). Ensure the timely posting of all approved MARC ALERTS and other documents, categorization of content, responses/appropriate forwarding of questions received in the MARC in box.

- Supervise the work and provide training and technical direction to one (l) Procedures Coordinator while completing assigned tasks.

- Ensure for the posting of OPPT/MAP documents (Procedures, informational Desk References, Flashes Client Notices, Non-Client form, etc.) to eDOCS. Ensure that postings are completed in a timely manner and that content is appropriately labelled and categorized for easy search and retrieval by staff. Prepare administrative reports for the Director on new and/or revi