Lead Policy Analyst

Description

Department:  CCPP Systems, Policy, and Development 

Classification: Non-Exempt

ROP: $34.07 Hourly (equivalent to $70,865.60 annually) 

Location: Bonita or Kearny Mesa (Employee would need to travel between both offices)  

Requirements

About CDA:

CDA is a community based, multiservice non-profit agency with over 300 employees dedicated to creating positive change in our local community. Our mission is to empower and promote the well-being of families, child care providers, and the greater community through financial and support services.

Purpose of Role: 

Under limited supervision, the Lead Policy Analyst performs advanced program functions to support, maintain, and enhance policies and procedures for the Family Services Department. This position assists with the development, implementation, and continuous improvement of program policies and internal and external written materials, ensuring compliance with quality standards established by the California Department of Social Services (CDSS), Child Care and Development Division, and CDA policies and procedures. 

This position is distinguished from the Program Specialist position for coordinating policy related activities and providing technical review and quality assurance of projects developed by Program Specialists. The Lead Policy Analyst ensures consistency, accuracy, and alignment with regulatory requirements and CDA standards, supporting the Senior Program Supervisor for Program Systems and Policy Development by refining work products and facilitating efficient workflow prior to final review.

Essential Duties and Responsibilities

1. Serve as a team lead by reviewing and providing feedback on policy documents, procedures, and related projects to ensure accuracy, consistency, and alignment with regulatory requirements and CDA standards; identify issues and recommend revisions prior to submitting to the Senior Program Supervisor.

2. Assist in planning, coordinating, tracking, and implementing program policies, procedures, and special projects to support program goals.

3. Provide technical guidance and day-to-day support to Program Specialists and staff to ensure consistent interpretation and application of CDA policies, procedures, quality standards and state regulations; respond to policy questions and escalate complex issues as needed.

4. Mentor, coach, and train staff by providing onboarding support, reviewing written work, and developing staff in policy interpretation, regulatory compliance, and technical skills.

5. Coordinate team assignments and workflow to support timely completion of work; monitor workloads, assist with task distribution, support workload redistribution during absences or vacancies, and provide regular status updates to the Senior Program Supervisor.

6. Review, draft, edit forms, coordinate translation of, and maintain forms documents, handbooks, training materials, manuals, and related resources to support a standardized document system across the Family Services Department. Coordinate posting of policy related forms with agency software staff as needed.

7. Analyze proposed and existing legislation, regulations, Child Care Bulletins, and other directives to determine programmatic impact and identify required policy, procedure, or operational changes. 

8. Contribute to the development, implementation, maintenance and continuous improvement of CDA policies and procedures; participate in discussions, trainings, and cross department collaboration; ensure compliance with CDA and state requirements. 

9. Prepare communications for staff and families; collaborate with the Communications Department to keep internal and external platforms current; coordinate mass communications.

10. Develop and deliver training materials; conduct one-on-one and group trainings as needed.

11. Assist with program software planning, testing, and troubleshooting; may serve as a Subject Matter Expert (SME); support staff training on system updates.

12. Lead or participate in the collection and analysis of program data for quality assurance and program improvement.

13. Maintain tracking system for policy related work, monitor project status, and analyze data to improve workflow, prioritization, and timely completion of assignments.

14. Identify and communicate trends or issues related to policy implementation or team performance; provide timely updates to the Senior Program Supervisor. Provide training or recommendations for training on new regulation, policies, and/or procedures.

15. Resolve internal and external customer service concerns and address issues timely; build positive relationships and mutual trust; role model, coach and mentor staff to ensure CDA vision and values are promoted on an ongoing basis.

16. Assist in scheduling and participating in meetings, trainings, and community events as needed.

17. Lead, participate in cross unit and cross departmental meetings; serving as a subject matter expert.

Additional Duties and Responsibilities

1. Participate in agency audits, annual state fiscal audits, and quality reviews to ensure accuracy and compliance with state regulations and CDA policies and procedures.

2. Serve as a role model to create a culture that is sensitive to the diverse socio-economic, cultural, and linguistic needs of families CDA serves.

3. Participate in on-site and off-site learning opportunities such as workshops, conferences, staff meetings and trainings.

4. May assist with purchasing of business supplies and equipment according to established procurement procedures; organize storage rooms and maintain inventory.

5. May participate as a member of the Strategic Plan objectives.

6. Contribute to team effectiveness by completing additional assignments, projects, and reports as needed.

Minimum Qualifications 

Bachelor’s Degree or 4 years substitution of related work experience required; 1 year of policy, procedure and form development for a Child Care Payment Program or similar regulatory department. 

Fluent in English/Spanish desired.

Knowledge, Skills & Abilities

High level knowledge of Welfare and Institutions Code (WIC), Funding Terms and Conditions (FT&C), and California Code of Regulations Title 5 and Title 45. Demonstrated effectiveness in managing time and organizing workload in a rapidly changing environment. Demonstrated effectiveness in developing or updating policies, procedures, and forms. Ability to speak effectively to both individuals and groups and communicate effectively orally and in writing. Demonstrated leadership and independence, flexibility, and the ability to respond to rapidly changing priorities. Strong attention to detail and the ability to think critically.

Ability to establish effective working relationships with management and employees and exercise appropriate judgment in answering questions and releasing information. Excellent research skills, including the ability to gather and analyze information from multiple sources to make recommendations or decisions. Excellent written and oral communication skills. Ability to apply in-depth knowledge of the Child Care Payment Program by analyzing, recommending, developing, and implementing policies, procedures, and program changes. Ability to oversee and complete complex projects, ensuring on-time delivery with a quality output. 

Solid understanding of CDA’s goals, objectives, vision, mission, and values. Intermediate to advanced knowledge to identify, analyze, and interpret rules and regulations, policies and procedures, or any other regulatory directive such as a Child Care Bulletin.

Ability to work independently; lead and coordinate small to large groups; demonstrate excellent presentation skills; respond effectively to a variety of questions from individuals with varying degrees of knowledge; and speak, read, and write English clearly and succinctly using proper punctuation and grammar. Strong editing skills.

Organized, able to prioritize, work under pressure, and meet strict deadlines. Critical thinking skills to examine and evaluate program operations, systems, and procedures.

Strong Windows/Outlook, Adobe Acrobat, Visio, data entry, and word processing knowledge. Knowledge of California Department of Social Services (CDSS) Child Care and Development Division rules and regulations. Experience applying CDA policies and procedures to case management activities. Knowledge of current community resources available to parents and families.

Certification of good DMV record; valid California driver’s license, auto registration, and insurance. Position contingent upon a successful background clearance.

Work Environment

General office environment that may require interactions with customers with a range of moods and emotions. Customers may behave in a manner which is irrational, unreasonable, unsettled and/or hostile. All require patience and skill being tactful and understanding so not to alienate or antagonize. Subject to driving in a variety of weather and traffic conditions. 

Physical Demands

The physical characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this classification. Reasonable accommodations may be made to enable an individual with a qualified disability to perform the essential functions of a job, on a case-by-case basis. 

Must be able to work full-time hours, drive to and from work locations to meet with families as needed. 

Frequent upward and downward motion of the neck, twisting and bending of the waist, pulling file drawers and carts, reaching above and below shoulders, sitting, talking, hearing, pushing.

Regular lift and/or move up to 10 pounds, frequently lift and/or move up to 25 pounds, and occasional standing, walking, stooping, crouching, and kneeling. Close vision and color vision required.

This list of job duties and responsibilities is not intended to be all-inclusive and may be expanded from time to time to include other duties or responsibilities that may be deemed necessary. 

Work Schedule

Full-time, Monday – Friday, 40 hours per week, typically 8:30 am to 5:00pm. May require evening and weekend hours based on the needs of the program. 

Benefits:

• Medical | Dental | Vision - 80% paid by the employer in the first year, and 100% thereafter
• Ongoing Training and Staff Development opportunities
• Flexible Spending Account
• Legal Service Plans Available
• Paid Holidays, Sick Pay, and Vacation Time
• Additional Vacation Days – Earn up to 5 bonus days after 3 years, and up to 15 bonus days after 10 years.
• Long-Term Disability
• Group and Voluntary Life Insurance Plan
• Annual Employer Contribution Plan and Employee 401(k) Contribution
• Employee Assistance Program