Program Specialist III

3 months ago

Austin, United States Texas Department of Aging & Disability Services Full time
Job Description:
Program Specialist III (Funding Specialist)
Under the supervision of the Trauma Systems Manager, this position is responsible for planning, developing, and implementing agency program(s) and providing consultative services and assistance to program staff, governmental agencies, community organizations, or the general public. This position is responsible for development of funding eligibility determination and disbursements of program accounts for EMS/Trauma Systems. Responsible for receiving, developing, and processing requests for Extraordinary Emergency Funds (EEF) and Emergency Care Attendant (ECA) training funds. Provides grant and funding-related training opportunities to hospitals, EMS providers and Regional Advisory Councils (RACs). Assist in the dissemination of EMS/Trauma Systems grants by reviewing program documents for accuracy prior to distribution; conducts initial and follow-up calls to applications to acquire follow-up information and/or to provide routine technical assistance on the grant application process. Must be proficient in the use of multiple data bases, creation and use of excel sheets. Serves as the Section’s travel subject matter expert (SME), accurately inputs travel authorization requests and reimbursement requests for senior staff and advisory councils. Processes and submits purchase requisitions. Essential Job Functions:
Essential Job Functions:
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.

(25%) Provides technical assistance on EMS/TS Section’s grant programs (verbally and in writing) to stakeholders and program staff to ensure contractual obligations are met and all applicable rules and statutes are followed. Develops funding materials for presentation and discussion at the quarterly contractor meetings of the Regional Advisory Council (RAC) Chairs. Contact (by telephone and email) all contracted entities multiple times during each fiscal year to ensure all the funds allocated through their contract are expended in a timely manner. Present training and updates to stakeholders and program staff regarding contract obligations, rules and statues as needed.

(20%) Development of funding eligibility determination and disbursements from appropriated EMS and Trauma Systems funding for hospitals, EMS, and RACs as well as others with any additional legislative mandates as appropriate. Responsible for receiving, processing, and tracking requests for Extraordinary Emergency Funds (EEF) and Emergency Care Attendant (ECA) training funds. Prepare and or review all necessary documents to ensure that all contracted entities receive funds in a timely manner.

(15%) Serves as the section’s travel subject matter expert (SME), accurately inputs travel authorization requests and reimbursement requests for senior staff. Assists EMS/TS Section staff in the use of the agency travel system, provides education and training to new section staff as required. Processes section's advisory councils travel reimbursements as requested.

(15%) Processes assigned requisitions in an automated environment; review requisitions for completeness and compliance with applicable requirements prior to processing; researches vendors for products and services; prepares, reviews, releases and tracks purchase orders (POs) based on requesters’ needs; and monitors legal and regulatory requirements pertaining to purchasing.

(10%) Assists the agency with in-house monitoring review and on-site monitoring visits of EMS/Trauma Systems Section grant program contractors to include review and approval of all paid receipts to ensure they are within the contractual terms and requirements. Coordinates the review of budget revisions and/or contract amendment whenever necessary. Assists management staff in reviewing and approving the Regional Advisory Council’s budgets.

(10%) Compile quarterly performance measure data regarding EMS/Trauma Systems Section’s grant programs. Prepare yearly reports outlining all expenditures from the EMS/TS Section funding programs for legislative request and departmental request.

(5%) Performs special projects and other duties as assigned to support the EMS/Trauma System Section. Backup for Section disaster response support roles and post-disaster support roles. (The disaster response support may include hours worked outside of regular assigned work hours). Knowledge Skills Abilities:
Skill in developing interpersonal relationships, including the ability to work with people under pressure, negotiate among multiple parties, resolve conflicts, and establish and maintain effective working relationships.
Skill in communicating effectively orally and in writing and at presenting information publicly.
Ability to work in a team environment
Ability to develop, interpret and apply policies and follow procedures.
Ability to prioritize time and manage multiple project deadlines.
Ability to manage projects and coordinate workgroups and meetings.
Knowledge of accepted office procedures and prioritization
Skill in developing, writing and editing documents, including the use of Microsoft Office or equivalent to include word documents, spreadsheets, databases, or presentation software programs.
Ability to develop creative and workable solutions to complex problems and issues.
Ability to communicate effectively with others
Ability to communicate effectively, to handle high level administrative issues, to analyze and solve work related problems, and to assign and/or supervise the work of others.
Good interpersonal skills.

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