STATE OF HAWAII DEPARTMENT OF HEALTH EXECUTIVE

STATE OF HAWAII

DEPARTMENT OF HEALTH

EXECUTIVE OFFICE ON AGING

FUNCTIONAL STATEMENT

Under the general administrative oversight of the Director of Health, the

Executive Office on Aging (EOA) is responsible for implementing the Older

Americans Act of 1965 as amended and Chapter 349, Hawaii Revised Statutes

(HRS).

Provides leadership in planning, directing, administering, implementing,

evaluating, and coordinating statewide opportunities, programs, and

services for adults sixty (60) years of age and older, adults fifty-five (55)

years of age and older who are primary caregivers of children under

eighteen (18) years of age, and persons of any age who are caring for

adults sixty (60) years of age and older within the scope of Federal and

State laws, rules, regulations, and policies.

Plans, directs, administers, implements, and evaluates services of a long-

term care ombudsman to protect the health, safety, welfare, and rights of

residents in State licensed long-term care facilities in accordance with

Federal and State laws, rules, regulations, and policies.

Assesses, advises, and advocates elder concerns in the development of

public and private policies and practices that impact older adults and

preparation for Hawaii’s aging society.

Administers funds awarded and allocated to EOA.

Conducts planning, grant writing, and evaluation to support service

expansion and revenue maximization.

Applies for, receives, and disburses grants and donations from all

sources.

Designs, develops, and implements programs and services based on

assessment of needs, availability of resources, outcome data, and grant

or funding requirements, to include, plans for monitoring and evaluating

the quality and effectiveness of the operations and services.

Develops, adopts, amends, and repeals rules pursuant to Chapter 91,

HRS.

Contracts or awards grants; develops funded and non-funded memoranda

of agreements; and enters into cooperative and collaborative partnerships

with the public and private sectors for programs and services that benefit

older adults and Hawaii’s aging society.

Establishes and maintains statewide systems for: information and

assistance; family caregiver support; and elder abuse prevention and

response.

Develops and coordinates a comprehensive system of aging services in

accordance with the Older Americans Act of 1965 as amended and

Chapter 349, HRS.

Coordinates, manages and engages in activities that expand local and

national knowledge and understanding of aging and the aging process.

June 30, 2023

STATE OF HAWAII

DEPARTMENT OF HEALTH

EXECUTIVE OFFICE ON AGING

FUNCTIONAL STATEMENT

Plans, develops, prepares, and conducts public affairs programs and

materials regarding EOA programs, projects, services, and needs.

Provides technical assistance and liaison with government, community

groups and organizations and maintains liaison with the media and other

information centers.

Establishes linkages with federal, state, county, and other organizations

and groups concerned with services to the elderly and care of residents in

long-term care facilities, including legislative bodies, and inter and intra-

departmental programs.

Plans, develops, and implements a system to determine the needs of the

elderly and an on-going system for data collection to evaluate programs

and services.

Provides administrative and staff support to the Policy Advisory Board for

Elderly Affairs.

Serves as liaison with the departmental planning office, the Legislature,

the Department of the Attorney General, and county governments on legal

and policy issues related to the EOA programs and services.

CLERICAL SERVICES STAFF

Provides secretarial and clerical support services to the EOA Director and staff of

the EOA.

Provides logistical, facility, secretarial, and clerical support for the Policy Advisory

Board for Elderly Affairs.

CENTRAL ADMINISTRATIVE SERVICES STAFF

Develops and monitors controls and procedures on budget and fiscal operations,

contract processing and management, and personnel actions in accordance with

Federal, State, Department, and EOA requirements.

Establishes and maintains memoranda of agreement with DOH,

Department of Budget and Finance, Department of Accounting and

General Services, Department of Human Resources Development, and

other Departments relevant to external controls for administrative, fiscal,

and personnel transactions of the EOA and Policy Advisory Board for

Elderly Affairs (PABEA).

Establishes and maintains internal fiscal management controls, systems,

and practices to assure full compliance with Federal, State, and other

applicable laws, rules and policies by the EOA and PABEA.

Establishes and maintains internal accounting controls, systems, and

practices to assure full documentation of revenues and expenditure

activities of the EOA and PABEA.

June 30, 2023

STATE OF HAWAII

DEPARTMENT OF HEALTH

EXECUTIVE OFFICE ON AGING

FUNCTIONAL STATEMENT

Establishes, maintains, and oversees a system to review and coordinate

all budget, fiscal, contractual, and personnel actions to assure

conformance with the EOA authorized expenditure plan.

Establishes and maintains internal fiscal management and accounting

controls, systems, and practices to assure full compliance with Federal,

and State laws, rules and policies and documentation of revenues and

expenditure activities.

Advises and assists the EOA Director and staff in the preparation of the

EOA budget and finalizes the EOA budget for the EOA Director’s

approval.

Maintains accounts and prepares budget and expenditure reports, to

include required Federal, State, legislative, and other reports.

Identifies, coordinates, tracks and otherwise participates in the receipt and

administration of the EOA appropriations and grant awards.

Verifies billings and makes payments for goods and services as directed

by the EOA Director.

Plans, administers, monitors and maintains controls over the EOA

expenditure plan.

Monitors, controls, and assists organizational segments of the EOA in

meeting their staffing and fiscal requirements within the EOA authorized

expenditure plan.

Monitors fiscal and accounting integrity of and provides technical

assistance to grant awardees and contractors to assure compliance with

Federal and State laws, rules, and policies.

Oversees and coordinates the EOA recruitment and hiring practices and

procedures to ensure the EOA is compliant with Department and State

policies as well as other legal requirements, to include processing

worker’s compensation, injury, and disability cases.

Provides technical assistance to organizational segments of the EOA on

the following matters to ensure compliance with applicable State and

Federal laws, rules, regulations, and guidelines: budget; expenditures;

contracts; fiscal requirements; procurement and monitoring of services

and receipt of goods and services; and personnel actions, including

maintenance of vacation and leave records, employee performance

appraisals and other personnel related documents.

Monitors the management of the EOA contracts to assure budget

accuracy, format correctness, and timely execution of documents.

Supports day-to-day EOA operational requirements with respect to office

space, equipment, communications, supplies, intra- and inter-state travel,

training, etc.

June 30, 2023

STATE OF HAWAII

DEPARTMENT OF HEALTH

EXECUTIVE OFFICE ON AGING

FUNCTIONAL STATEMENT

Oversees, manages, and ensures completion of required physical

inventory efforts to account for all assets purchased and maintained by the

EOA or service providers supported with EOA resources that are required

to be maintained on the EOA inventory list.

Provide timely reporting of government procurement and program

activities through the State procurement and related reporting sites, and

per request through the Uniform Information Practices Act to support

transparency in government. Maintain and update inventory of

procurement records in keeping with state Records Retention rules.

LONG-TERM CARE (LTC) OMBUDSMAN STAFF

Designs, develops, implements, and monitors plans, policies and procedures to

investigate and resolve complaints made by or on behalf of residents of a State

licensed long-term care facility in a timely manner and to ensure designees,

employees and volunteers do not have direct involvement, ownership,

employment, or a compensation arrangement with a long-term care facility.

Establishes and operates a system to: access a long-term care facility and

resident records when a complaint is received; protect the confidentiality

of patient records and files maintained by the office; and ensure the

identity of any complainant or resident will not be disclosed without written

consent or court order.

Establishes and operates a statewide uniform reporting system to collect

and analyze data relating to complaints and conditions in long-term care

facilities.

Coordinates and consults with the Department of the Attorney General on

pursuing administrative, legal, and/or other appropriate remedy on behalf

of the resident(s) of a long-term care facility and after consultation, takes

the appropriate action.

Prepares an annual report to provide data and findings regarding the

types of complaints received and investigated and to recommend policy

and regulatory changes or legislation to address the problems and

improve the quality of care and life in long-term care facilities.

Provides information related to problems and concerns of residents in

long-term care facilities to appropriate EOA staff and others.

Provides technical assistance in developing: plans for resident and family

involvement to protect the health, safety, welfare, and rights of residents in

long-term care facilities; and individuals and organizations to participate in

advocacy services.

Provides technical assistance to the Advocacy, Education and Outreach

Staff in their recruitment, training, and certification of individuals and EOA

staff involved in advocacy and investigation activities to protect the health

and safety of residents in long-term care facilities.

June 30, 2023

STATE OF HAWAII

DEPARTMENT OF HEALTH

EXECUTIVE OFFICE ON AGING

FUNCTIONAL STATEMENT

Analyzes, monitors and assesses the development and implementation of

Federal, State, local laws, regulations, and policies regarding long-term

care facilities, to include: reviewing and commenting on state plans,

budgets, policies, and applications for federal assistance; developing and

recommending policies and legislation; conducting activities designed to

identify needs and problems; and advising the EOA Director of any law,

rule, regulation, policy, plan, and application deemed to be inappropriate

or problematic.

Establishes procedures to ensure designees, employees and volunteers

do not have direct involvement, ownership, employment, or a

compensation arrangement with a long-term care facility.

POLICY, PLANNING, EVALUATION, AND COMMUNICATION STAFF

Coordinates, guides, and provides support for planning, policy development and

evaluation, data management, revenue maximization, and public communication.

Develops plans and strategies and advocates resources for older adults,

adults fifty-five (55) years of age or older who are primary caregivers of

children under eighteen (18) years of age, and persons of any age who

are caring for adults sixty (60) years of age or older.

Develops the State Plan on Aging submitted to the United States

Administration on Community Living.

Develops updates to the Comprehensive Master Plan for Elderly in

accordance with Chapter 349-6, HRS.

Plans, develops and assures the implementation of legal assistance

programs for older adults throughout the State, in accordance with the

Older Americans Act of 1965 as amended.

Plans, develops, and implements a system to determine the needs of the

elderly and an on-going system for data collection to evaluate programs

and services.

Conducts research and analysis of programs, issues, problems, and

legislative proposals and develops issue papers and reports, as needed.

Develops, coordinates, and disseminates substantive and timely

information with respect to long-term supports and services and elderly

issues, programs, services, and plans.

Conducts annual evaluation of activities and projects and coordinates and

prepares reports, to include the extent to which other public and private

programs meet the needs of the elderly.

Conducts special studies related to the needs of older persons or areas of

special concern to the elderly.

Conducts review and analyses of plans and proposals of other agencies

and organizations and prepares comments and recommendations.

June 30, 2023

STATE OF HAWAII

DEPARTMENT OF HEALTH

EXECUTIVE OFFICE ON AGING

FUNCTIONAL STATEMENT

Coordinates legislative proposals and concerns with governmental and

non-governmental agencies, community groups, and organizations, to

include developing legislative proposals and testimonies.

Plans, designs, and develops demonstration projects of statewide or

national significance.

Conducts planning, grant writing and evaluation to support service

expansion and revenue maximization.

Develops, adopts, amends, and repeals rules pursuant to Chapter 91,

HRS.

Coordinates with the Long-Term Care (LTC) Ombudsman Staff the

monitoring and assessment of development and implementation of laws,

regulations, and policies relative to long-term care facilities, to include:

reviewing and commenting on state plans, budgets, policies, and

applications for federal assistance; developing and recommending policies

and legislation; and conducting activities designed to identify needs and

problems.

ADVOCACY, EDUCATION, AND OUTREACH STAFF

Plans, designs, develops, implements, and evaluates advocacy, education,

outreach, and other services or activities to: ensure older adults have access to

home and community based services, long term supports and services,

healthcare services, and resources to remedy safety and elder justice issues

such as abuse, neglect, exploitation and access to legal assistance; and promote

safety, public awareness of services and resources, and community participation.

Designs, develops, implements, and evaluates a public awareness plan to

ensure access to home and community based services, long term

supports and services, and health care services and to promote safety

and elder justice through educating the public, family caregivers,

agencies, organizations, and consumers.

Designs, develops, implements, and evaluates an advocacy and outreach

plan to promote involvement of consumers, family caregivers, agencies,

organizations, and the public to: address and remedy safety and elder

justice issues; and ensure access to home and community based

services, long term supports and services, and health care services.

Recruits and trains volunteers to participate in advocacy, education, public

awareness, and outreach activities.

Coordinates with the Long-Term Care (LTC) Ombudsman Staff the

recruitment, training, and certification of volunteers to provide advocacy

and protect the rights of residents in a long-term care facility and to

address elder justice issues.

Coordinates with the Long-Term Care (LTC) Ombudsman Staff the

training and certification of EOA staff and other representatives of the

EOA to assist with the investigation of complaints filed with the EOA.

June 30, 2023

STATE OF HAWAII

DEPARTMENT OF HEALTH

EXECUTIVE OFFICE ON AGING

FUNCTIONAL STATEMENT

Establishes linkages with Federal, State, county, and other organizations

and groups concerned with advocacy, education, and outreach services to

the elderly and care of residents in long-term care facilities, including inter-

and intra-departmental programs.

PROGRAM AND SYSTEM MANAGEMENT STAFF

Plans, designs, develops, implements, coordinates, and monitors a

comprehensive system of aging services in accordance with the Older Americans

Act of 1965 as amended and Chapter 349, HRS, special projects, and other

programs and services which address the needs of the elderly residing in all care

settings.

Provides contract and grant management activities, to include: developing

funded and non-funded agreements; entering into cooperative and

collaborative partnerships with the public and private sectors for programs

and services that benefit older adults; completing grant applications;

developing program and contract services; executing and monitoring

contracts and agreements; completing required Federal and State reports;

and fiscal oversight of contracts and agreements.

Develops and manages a statewide information and assistance system

and provides technical assistance to service providers in the management

and operation of these services.

Develops and coordinates a statewide system for the prevention of and

response to elder abuse, neglect, and exploitation.

Provides technical assistance to the aging network to facilitate the

development of capacity to provide an array of individualized or advocacy

assistance.

Collaborates with the aging network to assure the aging network facilitates

the coordination of community-based long-term supports and services.

Assures the State has in effect a mechanism to provide for quality in its

provision of in-home services.

Develops and maintains an inventory of services, programs, and agencies

serving the elderly.

Designs, develops, and implements programs and services based on

assessment of needs, availability of resources, outcome data, and grant

or funding requirements, to include, plans for monitoring and evaluating

the quality and effectiveness of the operations and services.

Establishes linkages with Federal, State, county, and other organizations

and groups concerned with services to the elderly and care of residents in

long-term care facilities, including legislative bodies, and inter- and intra-

departmental programs.

June 30, 2023

STATE OF HAWAII

DEPARTMENT OF HEALTH

EXECUTIVE OFFICE ON AGING

FUNCTIONAL STATEMENT

POLICY ADVISORY BOARD FOR ELDER AFFAIRS

Advises the EOA Director in areas including but not limited to: the identification of

issues and alternate approaches to solutions; the development of position

statements and papers; advocacy and legislative actions; and program

development and operations.

June 30, 2023