Financial and Contract Manager (22001)

To be considered for any DPHHS Agency position, applicants must complete and submit their application online, as well as upload any required application materials. Successful applicant(s) are required to successfully pass all DPHHS specific background check(s) relevant to each position.

Materials Required of Applicants:

(To be considered in this pool, please submit the following)

• Resume
• Professional References:
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  Please provide 3 professional references, work relation, and contact number
  

Supplemental question(s):

1. Describe in detail your experience and analysis using pivot tables.

2. Describe your experience working with multiple funds with different fiscal years.

3. Describe your experience working in SABHRS (State Accounting Budget Human Resource System) and AWACS (Agency Wide Accounting Client System)


Please type responses in a Word document and attach to application. HELPFUL HINT: When attaching a document, you much check the “relevant document” box to ensure your attachments are uploading correctly to the specific application. Please do not attach more than requested. If you have more than 25 attachments in the system you will need to email these to: hhshumanresources@mt.gov . Failure to attach the required material will conclude in an incomplete application. You must also keep those relevant boxes checked once you submit your application; if you uncheck the box with an active application it will delete the attachment.)



Job Overview:
The Financial and Contract Manager is responsible for the fiscal management of the Older Americans Act (OAA) Aging Services programs within the division and carrying out the functions and duties as required and mandated by the OAA of 1965, as amended. This position is responsible for developing and maintaining of all bureau contracts and grants, reviewing contractor financial reports, preparing, submitting and maintaining financial reports, and maintaining the state’s OAA funding allocation formula. This position is a mandatory reporter of suspected abuse, neglect or exploitation of individuals over the age of 60 and those with disability over the age of 18.

Major Duties or Responsibilities:



Fiscal Management

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  Participates in all phases (preparation, justification, monitoring and analysis) of the Aging Units budgets and related budgets for aging services providers.
  
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  Responsible for developing, updating, modifying and the accuracy of the States’ Aging Funding allocation formula for distribution for aging services.
  
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  Prepares financial and programmatic reports on Older Americans Act programs and various grants operated by the bureau.
  
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  Develops and prepares the Aging funding formula allocation for distribution of funds to the Area Agencies on Aging.
  
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  Reviews contractor budgets and modifications to ensure that budgets do not exceed the amounts allocated through the funding formula.
  
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  Assists in managing and making recommendations regarding necessary steps to ensure that program expenditures remain with the levels appropriated by the Legislature.
  
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  Prepares and documents contractor payments utilizing computerized payment systems and reporting tools.
  
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  Prepares federal financial and reports utilizing standardized computer systems.
  

Bureau Policy and Contracts

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  Assists the bureau staff in planning, coordinating and operating programs within state government that affect Montana's senior citizens.
  
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  Reviews federal and state laws, rules, regulations including program and grant guidance for reporting and program requirements; update policies and procedures accordingly.
  
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  Reviews Area Agency on Aging plans for program compliance and prepares contracts based on plans.
  
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  Responsible for developing, modifying and updating all bureau contracts based on department policy and contractor’s approved plan for delivery of services.
  
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  Develops, prepares and manages bureau contracts with local and community providers and authorizing agents.
  
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  Assists in reviewing and directing the bureau in interpretation and impact of state and federal regulations and policy.
  
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  Represents the bureau in division, department, interagency and public interactions with Aging Services Bureau providers and consumers and represents the bureau in various meetings and conferences.
  

Planning, Training and Other

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  Assists in developing bureau goals and plans for implementing them after considering complex federal and state laws, rules and regulations, the expressed needs and opinions of consumers, and the needs and opinions of providers.
  
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  Conducts financial and program assessments of Area Agencies on Aging, local providers and other contractors.
  
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  Assists in developing and preparing information for legislative hearings and the State Plan on Aging.
  
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  Prepares and participates in the preparation of special grant applications.
  
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  Provides technical assistance to Area Agencies on Aging staff regarding programs and reporting requirements.
  
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  Reviews Area Agency Plans on Aging and modifications for compliance with Older Americans Act and state guidelines.
  

Physical and Environmental Demands:


This position works in a typical office environment, with a substantial amount of computer usage to complete tasks. There are no travel requirements for this position.

Knowledge, Skills and Abilities (Behaviors)

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  Extensive knowledge of fiscal and accounting requirements.
  
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  Knowledge of federal and state regulations pertaining to services under the OAA and other federal grants.
  
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  Extensive knowledge of grants and reporting procedures.
  
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  Knowledge of contracting procedures.
  
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  Strong written and verbal communication skills.
  
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  Ability to establish and maintain effective working relationships with other department personnel, other local, tribal, state and federal agencies, consumers, providers, and others.
  
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  Ability to function effectively under stress.
  
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  High degree of self-motivation and the decisiveness to make difficult decisions.
  

Qualifications:


Required Minimum Education and Experience:

Required for the first day of work :

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  A Bachelor's degree in Accounting or Business/Public Administration
  
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  2 years job-related work experience in budgeting and/or accounting
  
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  Microsoft Word and Excel software, Pivot Tables, Outlook, SABHRS, PERQS and AWACS experience preferred
  
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  Other combinations of education and experience may be considered on a case-by-case basis
  

Eligible Training Assignment:

36,816.00