ILLINOIS DEPARTMENT OF CMS-104

CMS CENTRAL MANAGEMENT SERVICES POSITION DESCRIPTION

BILINGUAL POSITION TITLE

1. POSITION TITLE WORKING TITLE (IF ANY) CODE OPTION CODE
2. POSITION NUMBER
EXISTING POSITION Residential Community
Services Programs and
Grant Funded Entities
Program Manager
NEW/REVISED POSITION
Residential and Housing
Public Service 6 37015-10-76-830-10-01
Program Manager
Administrator
5.
6. WORK 7. A/I 8.
3. AGENCY 4. BUREAU/DIVISION EXMT
COUNTY AUTH AUDIT
9. OFFICE USE
CODE
EXISTING POSITION

NEW/REVISED POSITION

Department of Human Division of Mental Health 0 016 1 R

Services
12. TRANSACTION 13. EFFECTIVE
10. SECTION 11. UNIT
CODE DATE
EXISTING POSITION
Community Services
3/16/23
Programs and Grant Funded ☐ MA021
Entities ESTABLISH
Residential Programs/South ☐ MA022 EXEMPT CODE CHANGE
NEW/REVISED POSITION
☐ MC024 POSITION NUMBER CHANGE
Bureau of Community
☒ MC026 CLARIFY
Programs Residential and Housing Program Unit
☐ MC027 ADDITIONAL IDENTICAL
15. BARGAINING/TERM RUTAN
14. WORK LOCATION CHANGE
CODE EXEMPT
☐ MC028 WORK COUNTY CHANGE
EXISTING POSITION ☐ MD021 ABOLISH
☐ MC149 DOWNWARD REALLOCATION
NEW/REVISED POSITION
☐ MC150 LATERAL REALLOCATION
RC063 N
Chicago/Cook County ☐ MC158 UPWARD REALLOCATION
% OF
16. COMPLETE CURRENT AND ACCURATE STATEMENT OF POSITION ESSENTIAL FUNCTIONS
TIME
20% 1. As Residential and Housing Program Manager, provides program management, oversight, and
monitoring contracts.

• Manages grant program contracts based on the Grant Accountability and Transparency
Act (GATA) requirements.
• Reviews and approves monthly invoices, Periodic Financial Reports (PFRs), Periodic
Performance Reports (PPRs), Performance Report Template by Programs (PRTPs) and
other related reports.
• Reviews and approves invoices to determine if spent amounts are within budget and
conducts cost comparisons to determine if the contracts are under or over-utilized.
• Evaluates quarterly reports to determine if the contract deliverables are being met.

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 ILLINOIS DEPARTMENT OF CMS-104
CMS CENTRAL MANAGEMENT SERVICES POSITION DESCRIPTION

% OF
16. COMPLETE CURRENT AND ACCURATE STATEMENT OF POSITION ESSENTIAL FUNCTIONS
TIME
• Prepares decision memorandums on provider budget, program revisions, and
adjustments including new exhibits.
• Travels in performance of duties to conduct onsite monitoring visits to grantees.
• Makes crisis response, suicide prevention, and mental health recovery and wellness
program recommendations for improvements during the onsite visits.
• Provides written documentation of the onsite visits.
• Convenes meeting with grantees and other entities to provide technical assistance and
to promote learning collaboration.

15% 2. Provides guidance to providers regarding Rule 132 (Comprehensive Community Mental Health
Centers).

• Informs providers of Notice of Funding Opportunity (NOFO).

• Provides feedback and assistance on the drafting budget and exhibits, which includes
scope of services, performance measures, and performance standard submissions.
• Recommends the approval, disapproval, and/or cancellation of provider grants.
• Provides information to providers seeking other sustainable funding when contracts end,
or option year funds become unavailable.
• Participates in Merit Base Reviews of applications submitted for NOFOs.

3. Reviews provider budget revision requests in Community Service Agreement (CSA) database
15% under GATA rules to determine compliance with annual grant amount.
• Works with DMH fiscal to resolve provider access issues within CSA.
• Approves budget and forwards to fiscal for second level review and final approval.
• Responds to fiscal inquiries regarding provider expenses or spending plan.
• Consults with Unit’s fiscal analysts.
• Works with the Unit’s fiscal analysts to perform onsite budgetary and program audits
and reviews.
• Analyzes historical DMH grant and contract data for auditing and budgeting purposes.
• Assists in preparing audit reports and assists in developing recommendations for future
budgetary needs and plans.
• Develops policy clarifications, changes in standards, and new or different approaches to
grants and contracts for providers and other interested groups.
• Assists in presenting new initiatives to providers.
15% 4. Serves as full-line supervisor.

• Assigns and reviews work.

• Provides guidance and training to assigned staff.
• Counsels staff regarding work performance.
• Reassigns staff to meet day-to-day operating needs.
• Establishes annual goals and objectives.
• Approves time off.
• Adjusts first level grievances.
• Effectively recommends and imposes discipline, up to and including discharge.
• Prepares and signs performance evaluations.

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 ILLINOIS DEPARTMENT OF CMS-104
CMS CENTRAL MANAGEMENT SERVICES POSITION DESCRIPTION

% OF
16. COMPLETE CURRENT AND ACCURATE STATEMENT OF POSITION ESSENTIAL FUNCTIONS
TIME
• Determines and recommends staffing needs.

15% 5. Provides technical assistance and information to community providers and primary and
secondary consumers regarding communication alerts and client assistance.
• Develops mailings concerning program initiatives.
• Develops program manuals.
• Serves as a liaison and advocate between the provider and other related Department of
Human Services (DHS) Bureaus.
• Develops and conducts trainings in support of the grant programs.
5% 6. Assists with hardship requests and tracks the service capacity, financial status, and financial
health of providers.
• Monitors provider agencies based on performance indicators.
• Reviews and analyzes statistical and site visit data for identification of program
strengths and weaknesses.
• Conducts focused surveys for both programmatic and technical improvements including
when providers are in fiscal, organizational, or programmatic crisis.
• Maintains outcome of monitoring records and reports.
• Utilizes the Consumer Safety Net Report to determine a provider’s ability to meet payroll
for three to six months to meet consumer/patient needs.
• Assists providers with obtaining proof of certification from the Bureau of Accreditation
and Licensure.
• Recommends policy and procedure updates.
• Reviews and approves budget in CSA submitted by providers.
5% 7. Provides lead to providers in finding resources for special populations or problematic
placements.
• Responds to consumer complaints with providers and follow up.
• Follows up with inquiries from consumers, providers, and legislators on behalf of the
Administrator, Director and/or Department.
• Assists providers in developing Corrective Action Plans (CAPs) based on the outcome
of Merit Base Reviews.
• Works with provider to seek improvement of any barrier impacting the client’s access to
services.
• Assists in identifying providers to be surveyed for OIG Rule 50 training compliance.
• Contacts providers based on complaints from consumers, family members, Governor’s
Office, and Office of the Inspector General (OIG).
• Engages client advocates to provide links to services.
5% 8. Consults with provider and other DMH Bureaus regarding utilization, referrals, and discharges
from programs.
• Reviews the PRTP utilization report from providers for scope of services, performance
measures, and performance standards.
• Monitors service capacity reports submitted by providers to assess vacancies allowing
other providers to reduce-wait lists based on available capacity.
• Signs off on review and submits to budget team for final approval.

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 ILLINOIS DEPARTMENT OF CMS-104
CMS CENTRAL MANAGEMENT SERVICES POSITION DESCRIPTION

% OF
16. COMPLETE CURRENT AND ACCURATE STATEMENT OF POSITION ESSENTIAL FUNCTIONS
TIME
5% 9. Performs other duties as required or assigned which are reasonably within the scope of the
duties enumerated above.

17. POSITION TITLE AND NUMBER IMMEDIATE SUPERVISOR (Responsible for assigning and reviewing
work, preparing, conducting, and signing performance evaluations; effectively recommending and imposing
disciplinary action and adjusting grievances for the incumbent of this position.)
WORKING TITLE (IF ANY)
Residential Community Services
Senior Public Service Administrator 40070-10-76-830-00-01
Programs Administrator
18. CHECK THE APPROPRIATE BOX IF THIS POSITION IS A:
☒ Supervisor ☐ Lead Worker
NOTE: Supervisory or lead worker responsibilities must be described in a detailed duty statement(s) with a time
percentage(s) allotted. If a box was checked above, list position title, position number, and number of
subordinate incumbents or authorized funded headcount.

Position Title Position Number No. of Incumbents or Funded Vacancies

Executive I 13851-10-76-830-10-01 varies
19. SPECIALIZED KNOWLEDGES, SKILLS, ABILITIES, LICENSURE OR CERTIFICATION NECESSARY FOR
THE SUCCESSFUL PERFORMANCE OF THE WORK OF THIS POSITION. NOTE: SINCE THERE ARE NOW
SEVERAL OPTIONS OF SKILLS AND ABILITIES AND LICENSURE OR CERTIFICATION IDENTIFIED ON
STANDARDS, THE PHRASE “SAME AS SPECIFICATION” CAN NO LONGER BE USED.
Minimum Qualifications
1. Requires knowledge, skills, and mental development equivalent to completion of four years of college
with course work in a social or human services field.
2. Requires prior experience equivalent to three years of progressively responsible administrative
experience in a health or human services organization.

SPECIALIZED SKILLS: Of the three years of required experience, requires three years’ experience in at
least one of the following areas: crisis response, suicide prevention, or mental health recovery and wellness
programs throughout the lifespan.

Preferred Qualifications (In Order of Significance)

1. Three (3) years of professional experience in at least one of the following areas: crisis response, suicide
prevention, or mental health recovery and wellness programs throughout the lifespan.
2. Two (2) years of professional experience developing and managing program budgets in a public or
private organization.
3. Two (2) years of professional experience supervising and managing staff in a public or private
organization.
4. Two (2) years of professional experience planning and implementing training and technical assistance.
5. Two (2) years of professional experience developing and managing a major agency program.
6. Three (3) years of professional experience utilizing social and human services, principles, and practices
for a public or private organization.

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 ILLINOIS DEPARTMENT OF CMS-104
CMS CENTRAL MANAGEMENT SERVICES POSITION DESCRIPTION

20. CONDITIONS OF EMPLOYMENT

1. Requires the ability to travel.
2. Requires basic proficiency in Microsoft Office Suite.
21. POSITION POSTING/MARKETING STATEMENT: Information in this statement is NOT intended to be all-
encompassing or to address all responsibilities of the position.
The Division of Mental Health is seeking to hire a Residential and Housing Program Manager. This position
provides guidance to providers regarding Rule 132 (Comprehensive Community Mental Health Centers);
reviews provider budget revision requests in Committee Service Administrator (CSA) database under Grant
Accountability and Transparency Act (GATA) rules to determine compliance with annual grant amount; provides
technical assistance and information to community providers and primary and secondary consumers regarding
communication alerts and client assistance; assists with hardship requests and tracks the service capacity,
financial status, and financial health of providers; provides lead to staff of providers in finding resources for
special populations or problematic placements; and consults with provider and other Division of Mental Health
(DMH) Bureaus regarding utilization, referrals, and discharges from programs.

22. ABOUT THE AGENCY/BUREAU/PROGRAM

The Illinois Department of Human Services serves families in need across Illinois. Our mission is providing
equitable access to social services, supports, programs and resources to enhance the lives of all who we serve.
We are committed to the core values of Human Dignity, Equity, Community, Urgency, Transparency and
Kindness.
DIRECTOR OF CMS IMMEDIATE SUPERVISOR AGENCY HEAD
DATE
SIGNATURE SIGNATURE SIGNATURE

3/23/23
3/28/23
AM

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