Fiscal Coordinator

Employment Benefits

Comprehensive medical, mental, dental, vision, and additional coverage

Sick & Vacation leave

Work-Life Balance programs: parental leave, military leave, jury leave, funeral leave

Paid State Holidays (designated by the Governor annually)

Fitness Centers in select locations

Employee discounts with the

Retirement and deferred compensation programs

Position Summary & Responsibilities

Responsible for analysis of funding data and grants and contracts; monitor and present budgets for controlling funds, grants and contracts; provide financial/fiscal guidance and technical support for program staff related to agreements; Through data analysis advises KDADS staff across divisions/departments on how to optimize the facilitation of the grant/contract agreements, payments and reconciliation processes. Analyzes federal grant reporting, tracking, sub-grantee payments, reconciliations, and financial data to ensure compliance with required federal grant guidelines. Develop ad hoc reports for stakeholders including executive leadership and oversight entities sometimes under strict time-constraints. Enters payments into SMART.

Job Responsibilities may include but are not limited to the following:

Agreement Management (Grants/Contracts):

Analyses agreement fiscal activities, including advise program staff on the proper procedures to follow during the award process and agreement development include KDADS policies and procedures, federal regulations, deliverables, and payment criteria; assist program staff with Division of Procurement Request for Proposal (RFP) process and prior authorization process; assist program staff with agreement templates, and advise program staff with agreement amendments and renewals. Analyze and compare agreement financial reports; formulates plans based off data analysis to increase efficiency in resolving billing discrepancies; initiating purchase requisitions; establish encumbrances; enter supplier contracts; initiate agreement payments and journal vouchers. Monitor agreements;develop spreadsheets and monitoring tools for fiscal data management of agreements; monitor reconciled payments; monitor fund usage; and complete fiscal close-out of agreements. Develops non-standard, ad hoc reports and statements such as expenditures and revenue reports to evaluate program costs. Identifies trends or deviation from the standards in cost and revenues then identifies what effects those deviations will have on reporting standard and identifies management needs and refine processes and reports accordingly. Coordinates with KDADS budget staff to ensure that agreements are funded correctly according to the budget plan. Monitor and present budgets and budget information for controlling funds, grants, and contracts. Enters payments into the state’s accounting system.

Federal Reporting:

Track funding of expenditures for multi-million-dollar miscellaneous federal grants and federal reporting needs. Assist with federal grant applications/reports. Prepare for review required reports to the various federal, state, and private sources of revenue and uses of funds. Work is reported and reviewed, at least quarterly by supervisor.

Special Projects:

Assist with fiscal year-end activities; assists with or prepares reports for internal and external auditor requests. Audits federal grant expenditures for appropriate use and coding, compiles reports and forms for Grantees and then prepares periodic financial statement reports for state and federal review. Perform other duties as assigned and assist other staff within the grants and contracts unit in accomplishing assignments as necessary. Recommends revisions in reporting systems and report formats, consults with agency administrators and other staff members on those revision. Maintains grant/contract files in an organized method as maintained as mandated by the Kansas Document Retention Schedules. Perform duties in an efficient manner.

Technical Assistance:

Provide technical assistance on grant/contract administration to program staff; serve as liaison with grantees/contractors regarding budget, financial, policy issues (related to grants/contracts fiscal management) and reporting requirements. Develops Solutions to operational problems and proposes needed changes to the accounting system and procedures. Assists subordinates and other staff in resolution of difficult accounting problems and responds to inquiries regarding accounting procedures and policies.

Ensures compliance with state and federal regulations/laws, KDADS policies and procedures to the financial management of agreements; drafts correspondence or initiates email and phone calls with grantees/contractors to recommend corrective action when reporting discrepancies are identified.

Recommends changes to supervisor and division director in reporting methods, types of reports, etc. to initiate improvements to work products and business processes at KDADS.

Reporting:

Prepare financial reports to assist all KDADS divisions and units in tracking of federal awarded funds, state appropriated funds, and various other awarded funds that are utilized by the various operating units. Reports are used to complete quarterly, bi-annually and annual federal reporting requirements. Reports are used in day-to-day management of programs fiscal requirements and to complete various special requests from Legislators, Division of Budget, Legislative Research Division of the Department of Administration, and requests from advocacy groups. Occasionally develop ad hoc reports.

Qualifications

Minimum Requirements:

Four years of experience in collecting, evaluating, studying, or reporting on statistical, economic, fiscal/budget, legislative or administrative data. Education in accounting, business, economics, finance, statistics, or closely related field may be substituted for experience as determined relevant by the agency. Proficiency with Microsoft Excel

Preferred:

Extensive experience with Microsoft Office products; experience with SMART (PeopleSoft).

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