Ombudsman Administrative Program Officer

Job Posting Title

Ombudsman Administrative Program Officer

Agency

049 ATTORNEY GENERAL

Supervisory Organization

Office of Attorney General

Job Posting End Date (Continuous if Blank)

Note: Applications will be accepted until 11:59 PM on the day prior to the posting end date above.

Estimated Appointment End Date (Continuous if Blank)

Full/Part-Time

Full time

Job Type

Regular

Compensation

na

Job Description

Date Open:  Immediately                                  

Date Closed:  Open until filled

Title: Ombudsman Administrative Program Officer

Annual Salary: Commensurate with experience and qualifications

Location:  Oklahoma City, OK  

The Oklahoma Office of the Attorney General (OAG) is currently seeking a full-time Ombudsman Administrative Program Officer for the Office of the State Long-Term Care Ombudsman.   

Position Summary:

The Office of the State Long-Term Care Ombudsman is an Older Americans Act program that investigates complaints and advocates for the rights and quality care for individuals residing in long-term care facilities. The positions responsibilities include, but are not limited to:    

• The position coordinates with other OAG personnel, the Department of Human Services’ State Unit on Aging and others for the procurement of materials, documents, and services needed for the operation of the State Ombudsman Office. 
• The position is responsible for managing the LTCO volunteer program, including receiving and disseminating volunteer applications, monthly reports, complaint forms, leave of absences, and conflict of interest assurances. This position arranges and schedules new volunteer training sessions and coordinates with the volunteer recruit and the Ombudsman Supervisor of the relevant planning and service area where the volunteer will serve.
• The position will be responsible arranging quarterly staff trainings and will work as a liaison between the Office of the State Ombudsman, OAG personnel, and any contractors needed. This may include but is not limited to arranging lodging, catering, and overall logistics.
• The position will be responsible for managing the LTCO SharePoint hub. This may include entering and maintaining documents, forms, users, calendars, and other critical online processes.
• The position is responsible and accountable for maintaining, for program use and for limited public inspection, certain nursing home, assisted living, residential care and continuum of care facility records and files received from enforcement agencies, Adult Protective Services, and other programs. This requires an understanding of confidentiality and discretion.  It requires protection of certain sensitive information located in files, including identities of complainants and other identifying details, under federal and state statutes and requirements.
• The position assists the State Ombudsman maintain and assemble statistical information for monthly, quarterly, and annual reports to the OAG and the Administrative for Community Living. This includes but is not limited to complaints, program activities, volunteer recruitment, and systems advocacy. 
• The position is the administrator and contact person for technical assistance and support related to the OmbudsManager web-based complaint management program. This requires assisting State and Area Ombudsman staff with technical issues concerning the OmbudsManager Program and coordinating with WellSky to resolve issues. 
• The position is responsible for the receipt of all mail and scanning it into an electronic format and properly disposing of sensitive and potentially confidential documents. This requires knowledge of and adherence to destruction schedules that govern Ombudsman program files. 
• The position coordinates, develops materials for, prepares Open Meetings Act notices when needed, communicates open meeting dates to the Secretary of State, posts proper notice at the venue and arranges and keeps minutes for the State Council on Aging’s Ombudsman Advisory Committee. 
• The position provides and distributes information to local program staff, the public, and others regarding program policies and services as well as issues affecting client population.
• This position acts as a point of contact for all calls coming into the Office of the State Long-Term Care Ombudsman. This includes acting as a liaison between the program and other programs and agencies, including but limited to the Medicaid Fraud Control Unit, Adult Protective Services, and