MCS Administrative Budget Program Specialist

Job Description:
The MCS Administrative Budget Program Specialist (Program Specialist VI) reports to the Director of Resource Management (RM) in the Medicaid and CHIP Services Department (MCS) Strategic Business Operations (SBO) RM unit. Position performs highly advanced (senior-level) consultative services and technical assistance work. Provides a broad range of operational support activities for MCS which requires initiative and independent judgment. Position performs advanced operations, technical, and analytical work related to planning, development, implementation, and evaluation of complex program policy and operations. Coordinates and collaborates with agency and MCS program staff in program planning, development, implementation, analysis, research and documentation of agency programs. Coordinates the planning and initiation of projects at various levels of completion securing leadership approvals and monitoring the progress and schedule of projects. Serves as the main SBO RM area point of contact for reviewing and validating the affordability of agency human resources related forms for MCS positions, including position selection requests and proposed MCS reorganizations and/or position reclassifications. Serves as the primary RM area point of contact for the CAPPS Financials system requisition entry for MCS SBO, and provides training and technical assistance to SBO staff as needed. May serve as a RM area point of contact for MCS CAPPS Financials system requisition approval for MCS program areas, and provides training and technical assistance to MCS staff as needed. Serves as the primary RM area point of contact for SBO area payment requests and assists other MCS areas with processing unencumbered payment requests. Works closely with the Director of RM and RM area staff in reviewing and validating financial information related to purchase requisitions in preparation of entering purchasing and contract related data in the Centralized Accounting and Payroll/Personnel System (CAPPS) on behalf of MCS programs. Develops reports and works closely with staff to ensure that operational business processes and systems are coordinated. Prepares and assists with preparing MCS financial reports related to budget, purchasing, and contracting activities. Demonstrates commitment to the goals of MCS. Shows initiative to take on new projects and is committed to outstanding customer service. Focuses on promoting efficiencies and accountability. Coordinates meetings, conferences, and training events as needed. Maintains filing, record keeping, and records management systems. Maintains written processes and procedures and assists in developing policy and procedure manuals. Prepares, edits, routes, and distributes correspondence, reports, forms and documents as assigned. Assists in the monthly reconciliation of MCS payroll and vacancy information. May serve as back-up to the SBO Staff Services Officer III for all MCS area Human Resources related job functions. Works under minimal supervision, with considerable latitude for the use of initiative and independent judgment. Essential Job Functions:
Attends work on a regular and predictable schedule in accordance with agency leave policy.
(25%) Reviews purchase requisitions and request documents entered in the CAPPS Financials system. May enter or approve MCS program areas’ requisitions for purchasing goods and services. Manages requisitions to ensure compliance with Health and Human Services (HHS) purchasing guidelines relative to federal, state and local laws and policies. Processes annual and as needed encumbrance releases for MCS. Provides technical assistance to MCS staff on the CAPPS financial system. Serves as the primary RM area point of contact for SBO area payment requests and assists other MCS areas with processing unencumbered payment requests. Reviews purchase vouchers as assigned for unencumbered purchases and invoice payments. Assists staff with resolving purchasing errors and other delays. Tracks MCS-wide requisitions for purchases to provide requested reports, analysis, and recommendations regarding anticipated purchasing needs. Prepares and submits purchase order adjustments when needed. Prepares and distributes budget reports for all area of MCS.
(20%) Serves as the primary SBO RM area point of contact for reviewing and validating the affordability of agency human resources related forms for MCS positions, including position selection requests and proposed MCS reorganizations and/or position reclassifications. Analyzes RM area business operations to identify operational and programmatic challenges and assists with designing strategies to mitigate or avoid risks. Coordinates specialized research projects to interpret data and identifies and implements strategies for program business operations improvement. Analyzes issues on special assigned projects to provide feedback and recommendations on status of projects assigned by the Director of RM and the Financial Analyst. May analyze the variations within programs and assist with the development of corrective action plans or actions that need to be implemented to resolve operational problems.
(20%) Assists the Director of RM and Financial Analyst in reviewing program area functions and operations and identifies program operations requiring modification. Collects and analyzes data to assess the efficacy of programs and projects. Works with program areas to identify opportunities for collaboration and to ensure policy alignment with other applicable initiatives and department business operations.
(15%) Implements procedures for department procurement operating needs that are in alignment with agency purchasing guidelines and compliant in processing requisitions for MCS purchases. Assists the Director of RM with the preparation and evaluation of program budget requests relevant to requisitions and purchase orders. Prepares and assists in the preparation of MCS budget reports, funding requests, and expenditure projections as assigned.
(5%) Coordinates department operational meetings, conducts purchase requisition entry trainings, and provides guidance to staff in the development and integration of new or revised systems and procedures.
(5%) Assists Director of RM, Financial Analyst, and Program Budget and Contract Finance Specialist in the monthly reconciliation of MSS and MCS payroll and vacancy information. Serves as backup to Strategic Business Operations’ Staff Service Officer on MCS human resource functions.
(5%) Assists in the collection, organization, analysis, and preparation of materials and reports on a recuring basis and in response to requests for program information and reports relevant to division business operations and organizational areas.
(5%) Performs other duties as assigned by the Director of RM, including administrative functions and/or serving in a support capacity for MCS. Knowledge Skills Abilities:
Knowledge of local, state and federal laws and regulations related to program areas. Knowledge of and ability to apply applicable procurement practices and procedures. Knowledge of general accounting practices. Skill in applying human resources administration policies and guidelines. Skill in fiscal and budgeting techniques and practices. Skill in establishing project goals and deliverables, managing multiple competing priorities and tracking and monitoring project progress. Skill in evaluating complex or unclear assignments and developing appropriate course of action. Skill to establish and maintain effective working relationships with staff at all levels of an organization, agencies, providers, stakeholders and elected officials. Ability to work independently to gather, assemble, correlate and analyze information and operate effectively within established guidelines and timeframes. Ability to handle multiple projects and meet tight deadlines. Ability to evaluate policies and procedures. Ability to collect data and prepare reports. Ability to organize and present information effectively, both orally and in writing. Ability to evaluate reports comprehensively and accurately. Ability to plan and organize work schedule and coordinate multiple tasks simultaneously.

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