Administrative & Program Support Services
Administrative and Program Support Services Bureau provides support and services to the Child Protective Services (CPS) and Employment and Financial Services (EFS) bureaus within the Department of Human Services.
Division 1 is made up of several units which provide support to front-line DHS staff. There are a variety of functions provided by Division 1, some have been developed to assist in the efficiency of the Department's performance, and others are mandated by the State.
Income Review Unit
The Income Review Unit (IRU) is responsible for reviewing various data matches from the Internal Revenue Service (IRS), Franchise Tax Board (FTB) and Social Security Administration for the purpose of identifying discrepancies in reported income and assets of recipients. This unit also reviews a quarterly Income and Earnings Verification System (IEVS) report and computes over-issuances and overpayments based on their findings
Overpayment Recovery Unit
The Overpayment Recovery Unit is responsible for collecting money owed to the Department from individuals who are no longer on public assistance. Collectors utilize various methods to locate debtors in their collection efforts. If they are unable to obtain voluntary repayment, they have the ability to utilize the Tax Intercept Program, bank levy, wage attachments and Small Claims Court. Tax intercepts can also be initiated as well as Civil Judgments obtained in court.
Medi-Cal Eligibility Data System (MEDS)
The MEDS unit is responsible for correcting errors related to the client's Medi-Cal benefits on the MEDS system. The MEDS system maintains Medi-Cal eligibility records to ensure access to eligible Medi-Cal covered services.
Protection Against Citable Errors (PACE)The PACE Unit is an internal quality assurance unit with the goal of reducing the CalFresh error rate. PACE staff conduct hundreds of case reviews each month for the purpose of assisting workers in identifying and correcting case errors. The PACE unit identifies, analyzes and tracks error trends, and reports this information internally and to the State.
State Cal-Fresh Quality Control
The State Quality Control (QC) program is State-mandated and designed to provide data on the accuracy with which the local agency is applying CalFresh eligibility and payment requirements. The results serve as a management tool for local, State and Federal administrators and provide a basis to formulate corrective action plans to further reduce or eliminate errors in benefits.
Work Participation Rate Program
The Welfare-to-Work (WTW) Participation Rate project was mandated by the State in October 1999 with the implementation of the CalWORKs program. The WTW reviewer receives a monthly case sample and completes system reviews in C-IV to determine if the CalWORKs WTW participant is enrolled and fully participating in a required activity. The monthly sample findings are calculated and reported to the State via an automated system known as E2 Lite.
The Application Support Unit provides user support for the C-IV system and its' related interfaces: MEDS, SFIS, WDTIP and EBT in order to resolve user and system issues. This support includes troubleshooting to determine system vs. user errors; data validation; monitoring system connectivity issues; ad hoc reporting; participating in the development of system functionality; and providing system expertise to ensure the systems are used effectively and efficiently to deliver accurate eligibility determinations and benefit calculations.
The Data Analysis Unit produces a wide variety of reports and Geographic Information System (GIS) maps using both EFS and CPS data. In addition to ongoing requests, the unit creates ad hoc reports, and provides trends and analysis for various state and local measures.
All applicants/recipients have the right to file a State hearing request disputing any action or non-action taken by the county, in their case. The request may be filed orally with the State or in writing with the Department of Human Services. The Appeals Unit reviews each appeal submitted and assists in determining if the county has taken the appropriate action, if the appeal can be easily resolved, or if it should be pursued through a State Hearing.
The Registrar Office is responsible for the case records management of all Department files located at the warehouse. Registrar provides support services to all areas of the Agency in the form of case retrieval and case tracking for closed cases. Registrar also audits and processes cases for destruction in accordance with State and Federal guidelines.
Human Services Technician (HST) Support/Imaging Units
The HST Support/Imaging Team processes US Postal mail received and all correspondence left in Department drop boxes. On average, this staff receives sorts and images into CIV, over 21,000 pieces of mail each month. Additionally, this staff prepares all renewal and recertification packets that are then distributed to Eligibility staff throughout the county.
Policy And Program Development
The Policy and Program Development staff provide policy and legislative analysis in the areas of CalWORKs, Welfare-to-Work, Cal Fresh, Medi-Cal and General Assistance. These staff ensure Kern County is aware of and follows regulation and policy mandates for the programs administered through the Human Services Department. This staff often represents Kern in State and Regional meetings when policy and regulation discussions take place. Upon review and interpretation of State and Federal mandates, they draft county policies and procedures for implementing the required changes. They work closely with DHS Managers and other County Departments as needed throughout the county, as well as with our Training Division to ensure that staff receives current and accurate information regarding program policy and regulation changes.
Facilities Management is made up of several units which provide maintenance and operational services that support DHS staff. This area is responsible for managing the “behind-the-scenes” daily activities that are crucial for running an office efficiently.
The Mail Room is responsible for mail delivery to all Department of Human Services Offices, including Jamison Children's Center, DHS District Offices, and most Career Services Center locations. The DHS mail room provides delivery to other non-DHS County facilities as well.
The Storeroom is responsible for ordering and stocking forms and supplies, filling orders and, in some circumstances, delivering them for all Department staff.
Housekeeping staff is a small but essential group of employees who work diligently to maintain a clean and safe working environment. They provide services to staff and to our customers by maintaining employee areas as well as areas available to the public.
Maintenance staff is responsible for all minor construction and internal reconfiguration of systems furniture. This staff also helps to maintain a comfortable work environment by ensuring that heating and cooling systems are working effectively.
The Purchasing Unit is responsible for the purchase of all goods utilized by the Department.
The Storeroom maintains the Department's County vehicle fleet. A record is kept of vehicle usage and when each vehicle is due for service to ensure that we have safe vehicles for staff to use in the application of their required duties.
Program Support Services
The Licensing Services Division has been authorized by the State of California to recruit and train licensed foster family homes to provide care to Kern County's Dependent Children of the Court. The process includes completing local and nationwide criminal and child abuse background checks and conducting home inspections to ensure compliance with state standards for residential care. As Licensing Program Analysts (LPA), social workers are accountable to Community Care Licensing Division for monitoring licensed homes to ensure continued compliance with regulations. Any denied application or other legal action associated with a licensee involves the state legal division, in response to pleadings prepared and filed by local LPA.
The Relative Assessment program evaluates the homes of relatives and nonrelated extended family members for potential placement of children in foster care. The process includes completing local and nationwide criminal and child abuse background checks and conducting home inspections to ensure compliance with state standards for placement consideration. Out of state relative placements and adoptions are regulated by the Interstate Compact for Placement of Children (ICPC), a component of the Relative Assessment program.
Child Welfare Services (CWS) Quality Assurance
The CWS Quality Assurance (QA) Unit conducts audits and evaluates the level of services delivered to clients by evaluating compliance in meeting outcome measures. Quality Assurance helps ensure that measurable risk assessment factors are accurately and consistently applied in all child welfare cases. Error patterns are documented, recommendations are made for program improvement, and written protocols are developed that articulate workers' duties toward implementing recommended improvements.
Child Welfare Services (CWS) Policy Unit
CWS Policy revises current policies and initiates new policies for child welfare services in response to new laws, program changes in rules and regulations, court decisions and management decisions. Policies involving multiple child welfare programs are reviewed by the Stakeholders Committee, a team of managers representing each program.
Recruitment, Development and Support (RDS)
The RDS committee is comprised of representatives from various child welfare programs, outreach, licensing, relative assessment and community partnerships. The committee seeks to improve the foster parenting experience by resolving program issues and limitations through departmental and community involvement.
Quality Parenting Initiative (QPI)
This Florida-based program was adopted by RDS at the invitation of state leadership to better assist counties in supporting and mentoring their foster parents through local, innovative community-based programs.