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Program Specialist V
5 months ago
Under limited supervision of the Cancer Epidemiology and Surveillance Branch (CESB, Texas Cancer Registry) Director, and with considerable latitude for the use of initiative and independent judgment, this position is responsible for advanced highly complex (senior-level) consultative and technical work regarding planning, development, review, coordination, implementation, and monitoring of the Branch's federal and state budget, procurement, and contracting activities. Budgetary duties include preparing, reviewing, and analyzing the Branch's state operating and federal grant budgets, compiling reports relating to budgetary activities, researching and analyzing costs for program activities, updating the Branch's budget/spend plan regularly, and projecting future budget needs. Determines and recommends budgetary reallocation or adjustments to accomplish programmatic requirements. Procurement and contracting duties include overseeing and ensuring compliance with state Procurement and Contracting Services requirements, identifying program-required specifications, preparing and negotiating contracts, monitoring and renewing contracts, management of contracts including processing contract amendments; reviewing and approving payments, providing program-related technical assistance for the Branch and Section, and performing complex monitoring and evaluating services to ensure fiscal and programmatic accountability. Essential Job Functions:
(40%) Plans, directs, and coordinates CESB budgetary and administrative functions and activities. Researches and analyzes costs for new and ongoing programmatic activities. Coordinates with Section and Budget Office staff, and ensures the planning, development, and maintenance of accurate budgets and accounting. Monitors, recommends, advises and informs CESB Director in overall financial management, as well as specific categories, such as out of state travel. Coordinates, develops, and prepares state and federal budget requests including compiling data, determining past and future expenditures, projecting future budget needs, and completing requested budgetary documents. Analyzes legislation, develops recommendations, and prepares legislative appropriation requests and fiscal note cost estimates. Monitors and identifies discrepancies between the project/grant budgets and the organization budgets, state match, and maintenance of effort requirements. Meets routinely with the Branch Director and Section Resource Coordinator to discuss financial analyses/forecasting/projections and provide budgetary recommendations for programmatic activities. Maintains accounting and documentation of required program matching funds for grants. Oversees, plans, and develops annual spend plan and provides regular updates on status. Prepares ad hoc and regularly recurring administrative and special reports including action memos, travel and spending forecasts, compiling information, analyzing, consulting with other CESB and DSHS staff, writing, editing, and presenting as requested.
(35%) Oversees, plans, develops, organizes and coordinates CESB procurement and contract management activities. Works with CESB, EEDRS, CMS, IT, and HHS Procurement and Contracting Services staff. Plans and writes specifications for requests for proposals, consulting with CESB staff to develop requirements and guidelines, programmatic goals, and identify potential providers. Develops sole source and emergency waiver requests. Coordinates the development of contract renewals, amendments, and assists in obtaining required signatures. Monitors and assists with data agreements and memoranda of understanding (MOUs). Implements contractual changes, including required budget revisions. Consults with and assists staff in determining requirements for purchase of services and obtaining quotes for procurement needs. Coordinates activities to ensure maximum effective contract service use. Serves as primary liaison between contractors and the CESB. Represents the CESB at contract, procurement, and other administrative services meetings. Provides contract quality assurance by reviewing and monitoring all contracts to ensure performance is consistent with program objectives, performance measures and target and fiscal requirements including evaluation of lapsing revenue, reallocation/reprogramming, and expenditures. Assists in collecting performance metrics and writing annual performance reports for federal contracts. Develops, prepares, and monitors financial procedures and reports to track contract allocations and expenditures. Oversees and manages the contractor payment approval and reporting process. Consults with CESB, Section, and CMS staff, and recommends corrective action and/or cancellations of contracts. Provides technical assistance of program requirements to providers and program personnel relating to compliance with federal and state laws and/or regulations, DSHS/HHS policies and procedures, contract provisions and allowability of costs. Performs liaison duties with contract providers to ensure participation with program objectives and fiscal requirements.
(20%) Reviews grant application budgets, creates and reviews budgetary monitoring and procurement-related financial spreadsheets. Serves as an advanced technical subject matter expert, responding to EEDRS, Community Health Improvement Division, DSHS Budget, HHS Procurement and Contracting Services, and DSHS Contracts Management Services (CMS) staff budget and contract questions and requests for assistance. Assists EEDRS staff in budget and contract related activities, and reviews and approves requisitions for the Section and Branches as needed. Assists and serves as back-up for the CESB Director in responding to special assignments sent by the Section, Division, and Department that are related to budget or contracts.
(5%) Performs other duties as assigned. Other duties as assigned include but are not limited to actively participating and/or serving in a supporting role to meet the agency's obligations for disaster response and/or recovery or Continuity of Operations activation. Such participation may require an alternate shift pattern assignment and/or location.
Knowledge Skills Abilities:
Knowledge of State and Federal accounting, budgeting and other financial policies and procedures.
Knowledge of legislation appropriation request and annual operating budget processes.
Knowledge of Federal, State, Health and Human Services Commission (HHSC), and DSHS procurement and contracting rules, policies, and procedures.
Knowledge of DSHS, State and Federal grant and contract administration, policies and procedures.
Knowledge of cancer registry operations.
Skill in computer software, including but not limited to email, Word, Excel, PowerPoint, HHSAS, and other governmental applications.
Skill in gathering and analyzing financial and performance measure data and information.
Skill in developing, reviewing, and/or monitoring of grants/contracts/budgets and billing.
Skill in providing financial analyses and projections to staff.
Skill in identifying problems, evaluating alternatives, and negotiating and implementing solutions.
Ability to communicate effectively in written and oral form.
Ability to prepare clear, concise reports and review findings.
Ability to prioritize and plan assignments and meet deadlines.
Ability to prepare and follow written work plans, timelines, and procedures.
Ability to interpret and apply federal/state statutes and instructions, regulations, policies and procedures.
Ability to manage multiple, concurrent tasks and assignments and to manage time effectively.
Ability to use initiative to solve problems and to exercise good judgment in evaluating situations and making recommendations.
Ability to analyze and evaluate regulations, rules and reports, and make recommendations.
Ability to devise solutions to administrative barriers and problems.
Ability to work independently and to follow specific and general instructions.
Ability to deal effectively with diverse groups and individuals and to maintain effective working relationships.
