Program Specialist V

1 week ago

Austin, Texas, United States Texas Department of Aging & Disability Services Full time
Job Summary

We are seeking a highly skilled Program Specialist V to join our team at the Texas Department of Aging & Disability Services. This is a senior-level position that requires advanced consultative and technical work regarding budget planning, development, review, coordination, implementation, and monitoring of federal and state budget, procurement, and contracting activities.

Key Responsibilities
  • Plan, direct, and coordinate budgetary and administrative functions and activities.
  • Research and analyze costs for new and ongoing programmatic activities.
  • Coordinate with Section and Budget Office staff to ensure the planning, development, and maintenance of accurate budgets and accounting.
  • Monitor, recommend, advise, and inform the Director in overall financial management, as well as specific categories, such as out-of-state travel.
  • Coordinate, develop, and prepare state and federal budget requests, including compiling data, determining past and future expenditures, projecting future budget needs, and completing requested budgetary documents.
  • Analyze legislation, develop recommendations, and prepare legislative appropriation requests and fiscal note cost estimates.
  • Monitor and identify discrepancies between project/grant budgets and organization budgets, state match, and maintenance of effort requirements.
  • Meet routinely with the Branch Director and Section Resource Coordinator to discuss financial analyses/forecasting/projections and provide budgetary recommendations for programmatic activities.
  • Maintain accounting and documentation of required program matching funds for grants.
  • Oversee, plan, and develop annual spend plan and provide regular updates on status.
  • Prepare 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.
Procurement and Contract Management
  • Oversee, plan, develop, organize, and coordinate CESB procurement and contract management activities.
  • Work with CESB, EEDRS, CMS, IT, and HHS Procurement and Contracting Services staff.
  • Plan and write specifications for requests for proposals, consulting with CESB staff to develop requirements and guidelines, programmatic goals, and identify potential providers.
  • Develop sole source and emergency waiver requests.
  • Coordinate the development of contract renewals, amendments, and assist in obtaining required signatures.
  • Monitor and assist with data agreements and memoranda of understanding (MOUs).
  • Implement contractual changes, including required budget revisions.
  • Consult with and assist staff in determining requirements for purchase of services and obtaining quotes for procurement needs.
  • Coordinate activities to ensure maximum effective contract service use.
  • Serve as primary liaison between contractors and the CESB.
  • Represent the CESB at contract, procurement, and other administrative services meetings.
  • Provide contract quality assurance by reviewing and monitoring all contracts to ensure performance is consistent with program objectives, performance measures, and target and fiscal requirements.
  • Assist in collecting performance metrics and writing annual performance reports for federal contracts.
  • Develop, prepare, and monitor financial procedures and reports to track contract allocations and expenditures.
  • Oversee and manage the contractor payment approval and reporting process.
  • Consult with CESB, Section, and CMS staff, and recommend corrective action and/or cancellations of contracts.
  • Provide 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.
  • Perform liaison duties with contract providers to ensure participation with program objectives and fiscal requirements.
Grant and Contract Review
  • Review grant application budgets.
  • Create and review budgetary monitoring and procurement-related financial spreadsheets.
  • Serve 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.
  • Assist EEDRS staff in budget and contract-related activities, and review and approve requisitions for the Section and Branches as needed.
  • Assist and serve 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.
Knowledge, Skills, and 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.

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