Contract & Fiscal Coordinator (211857)

Job Description:

The Kansas Department of Health and Environment has a Contract & Fiscal Coordinator opening in Topeka. Under direct supervision of the Maternal, Infant, Early Child, Home Visiting (MIECHV) Program Director, this position will serve as a fiscal and contract manager for MIECHV by co-leading the coordination of the selection processes, contracting, and budgeting between program staff and the Bureau of Finance; directing program staff on fiscal and contract policy; and coordinating communications specific to these processes. This position will work with specific programs, as assigned by the MIECHV Program Director. Participates in funding allocations with appropriate budgets and assures the contract funding amounts are appropriate and in compliance with the approved grant allocations for assigned programs. Is responsible for all claims processing. Provides continuous oversight to the budget through tracking of expenditures and monthly meetings with fiscal staff. Provides leadership for problem solving fiscal management issues. Keeps the MIECHV Program Director updated.

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

Provides oversight and direction to program staff for contractual issues of assigned programs within the program. Serves as the primary Contract Manager for programs assigned. Monitors applications, reports, contracts, and contract payments. Runs financial and programmatic reports from Kansas Grant Management System (KGMS). Creates and manages all service contract documents for assigned programs within MIECHV including sole source contracts, and governmental contracts. Provides reports and recommendations to detail services to be accomplished through contracts, routes the contracts to all necessary individuals to review for accuracy, send the contracts to contractors with information and documentation necessary to report expenses. Serve as the point of contact for the assigned programs and liaison between the Bureau of Finance and MIECHV regarding utilization of KGMS. Serves as the point person for contract and KGMS grant site related questions and submissions for assigned programs. This includes, but is not limited to, progress reporting, performance measure tracking, and claims/expense reports. Responsible for the tracking and approval of contract payments for assigned contracts. Creates and maintains claim support documentation, including a complex financial workbook for each assigned contract.  Leads programs with contract monitoring and compliance for assigned programs (i.e., financial, progress reporting, performance measures). Prepares and distributes contractual, financial, and other information to state, private, and federal auditors as requested. Provides technical assistance to assigned contractors related to contracts, KGMS issues and claims submissions. Directly resolves contract negotiation issues or coordinates resolution with appropriate department staff.

Assures conformance with the department’s contracting policies for programs within the agency and bureau. Maintains current knowledge of policy/procedures and provides technical assistance for colleagues within the bureau regarding compliance. Reviews develops and implements policies, procedures, criteria, and guidelines for use by local agencies and others regarding fiscal functions in compliance with state and federal grant guidance and professional standards.

Minimum Qualifications:

• One-year experience in grant work, specifically in fiscal oversight and providing direction necessary to implement the objectives of an agency, program, or organization unit regarding health care or children and family’s improvement. Education may be substituted for experience as determined relevant by the agency.

Education:

• Bachelor’s degree in Public Administration, Family Studies, Public Health, Accounting, or related field.

Licensing & Certification:

• Valid Driver’s License – Incumbent is required to have and maintain a valid driver’s license when operating a state vehicle, a private vehicle, or a rental vehicle for the benefit of the State.

Preferred Qualifications:

Any additional skills, experiences, or qualifications that would be beneficial, but aren’t strictly necessary.

• Master’s degree in Public Administration, Family Studies, Public Health, Accounting, or related field.
• Experience in public administration or programmatic work at the state level.
• Two years’ experience in public health, early education, or maternal and child health service.
• Proofreading, editing, attention to detail.
• Word, Excel, PowerPoint, Access.

About the Position:

• Who can apply: Anyone (External)
• Classified/Unclassified Service: Unclassified
• Full-Time/Part-Time: Full-Time
• Regular/Temporary: Regular
• Work Schedule: Monday-Friday, 8am-5pm (Flexible schedules available)
• Eligible to Receive Benefits: Yes
• Veterans’ Preference Eligible: Yes

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 STAR Program
• Retirement and deferred compensation programs

How to Apply:

Specific instructions for applying, which might include submitting a resume, cover letter, list of references, or completing an online application.

• Please include the Job ID number when emailing.

Job Application Process:  Only applications submitted within our State of Kansas Careers Portal will be considered.

• First Sign in or register as a New User at https://admin.ks.gov/offices/personnel-services/jobs
• Complete or update your contact information on the State of Kansas Careers Portal > My Contact Information page. *This information is included on all your job applications.
• Upload required documents listed for each specific job posting.
• Start your draft job application, upload other required documents, and submit when it is complete.

–  Manage your draft and submitted applications on the Careers> My Job Applications page.

• Check your email and My Job Notifications for written communications from the Recruiter.

–  Email – sent to the Preferred email on the My Contact Information page.

–  Notifications – view the Careers> My Job Notifications page.

Helpful Resources at jobs.ks.gov: “How to Apply for a Job – Instructions” and “How to Search for a Job – Instructions.”

Contact Information:

[email protected]

Salary Range

$ $21.14 to $21.16