Purpose: This position serves as the resource person for budget and expenditure management of contracts and grants within the Division of Environmental Health. This person will be responsible for the execution and oversight of contracts administered through the Electronic Grants Administration and Management System (EGrAMS) and grants from federal agencies, in addition to creating expenditure and projection reports for a Section of the Division. This person will work closely with MDHHS budget, grants and contracts offices, as well as all contracting agencies. In addition the incumbent will, under the direction of the section manager, prepare letters, statements of work and budgets, and will conduct contract grants monitoring activities. The incumbent will be responsible for tracking the progress of contracts and grants from development through amendments, review/approval of FSRs, approval of quarterly work plan reports and other required system documents.
Duties and Responsibilities: General: ? Serve as primary liaison between Section and MDHHS Grants and Contracts staff. ? Develop internal control procedures and assist with evidence tracking to facilitate audits. ? Provide input and review on rules, policies, and procedures. ? Develop and maintain tracking processes for assigned contracts, including contract applications and amendment requests, as well as identifying projected under- and over-spending in multiple budgets. ? Organize and maintain grants and contract filing systems. ? Participate in on-site quality assurance and improvement activities. ? Participate in all required meetings and trainings, including confidentiality and security trainings and sign oath of confidentiality. ? Other duties as assigned by the Division Manager.
Contracts: ? Prepare budgets including narratives; and process related documents for sub-recipient contractual agreements, purchase orders, federal grants, general fund revenues, and other Section-related contracts. ? Implement MDHHS’s grant monitoring/risk assessment process; have knowledge of state and federal regulation requirements. ? Implement monitoring activities based on risk assessment results. ? Compile, review and monitor programmatic data/documentation for the completion of EGrAMS projects. Complete all necessary forms for comprehensive, standard, master contracts and personal service contracts in EGrAMS and assure that documents are submitted within deadlines. ? Review and approve budgets at contract manager level in EGrAMS. ? Review expense/budget documentation for adherence to federal and MDHHS requirements, accuracy, and approval, e.g., allowable costs per federal regulations, etc. ? Maintain contract and budget files (electronic and hard copy) and assist with records retention. ? Act as a first point of contact with contracting agencies for budget and EGrAMS issues; respond to administrative questions and work with appropriate staff to assure sub-recipient receives requested response. ? Maintain a good working relationship as the designated point person with all contracting agencies with regards to contract compliance.
Grants and General Fund Appropriations: ? Develop/ review spreadsheets to support budget submissions for grants; including review of grant sections for content, edit; ensure that all required sections, forms, documents, etc. are included. ? Complete required budget forms for grant submissions. ? Maintain grant files (electronic and hard copy) and assist with records retention. ? Assist with development of tracking procedures to ensure section meets grant deliverables, outcomes, and performance indicators required by federal cooperative agreements from the Centers for Disease Control (CDC), U.S. Environmental Protection Agency (EPA), and other agencies, as identified. ? Monitor state general fund appropriations and federal grant expenditures for accuracy and compliance. ? Prepare internal financial reports for state general fund appropriations and federal grants for manager review.
Education: Bachelor’s Degree; degree in business or accounting preferred.
Experience: None required if applicant possesses relevant degree.
Highly Desirable: At least five years of experience performing administrative or programmatic support activities involving budgets at MDHHS; experience with state general fund appropriations and federal grants or contracts for MDHHS programs; experience with the EGrAMS and/or SIGMA systems. Accounting experience as it relates to budget development and expenditure tracking.
Important Skills and Characteristics: This position requires considerable independent judgment; high level of initiative and accountability; excellent oral and written communications and quantitative skills; ability to work well in team environments; strong organizational skills, attention to detail, and accuracy working with numbers; Advanced proficiency in Microsoft Office Excel; ability to input, maintain and retrieve data from computer systems; knowledge of generally accepted budgeting, accounting, auditing theories, principles, methods and practices, including knowledge of internal auditing standards; ability to collect and organize accounting data, interpret its significance and prepare accurate financial reports; ability to solve complex accounting and related financial problems; and knowledge of the application of internal control concepts to plan, perform, manage and report on the evaluation of various business processes/areas/functions.
Work Environment and Physical Requirements: Standard office environment. Job may require moderate physical effort such as lifting or transporting a laptop computer. Involves significant computer related activity including keyboarding and viewing a computer screen, in addition to communication by telephone. Requires valid vehicle operator’s license and occasional in-state travel for site visits, trainings, and/or meetings may be required.
RESPONSIBILITY FOR THE WORK OF OTHERS: Not applicable
IMPACT ON PROJECTS, SERVICES AND OPERATIONS: Performs as a critical member of a team of professionals working to reduce health impacts of environmental exposures.