Assistant Director, Federal Funds

Commonwealth of Massachusetts•Boston, MA

About The Position

The Executive Office of Aging & Independence (AGE) seeks an experienced, independent professional to oversee the fiscal administration of its $40 million federal funds portfolio. The portfolio is awarded by the Administration for Community Living and includes Older Americans Act funding for community-based programs administered to Area Agencies on Aging, the SHINE program, and smaller strategic grants. The Assistant Director works closely with program staff to develop spending and programmatic guidelines for AGE sub-recipients, reinforce state and federal requirements, develop and implement reporting policies, and review grant applications. The role oversees expenditure reporting and compliance with requirements of the Office of the State Comptroller, federal oversight agencies, and applicable laws and regulations. As AGE’s federal fiscal policy expert, the Assistant Director partners with the Budget Director and CFO on allocations, spending plans, draw activity reconciliation, and federal reporting. Work outside standard hours may be necessary to meet deliverables, with prior notice. The role also manages fiscal monitoring and Title III allocations for Massachusetts’s aging network, oversees federal budget and accounting functions, and represents AGE in the annual state audit. The position requires at least five years of qualifying professional, administrative, supervisory, or managerial experience, including at least one year in a project management, supervisory, or managerial capacity, or an equivalent combination of experience and qualifying education substitutions.

Requirements

At least five years of full-time or equivalent part-time professional, administrative, supervisory, or managerial experience in business administration, business management, public administration, public management, clinical administration, or clinical management; at least one year must be in a project management, supervisory, or managerial capacity, or an equivalent combination of experience and qualifying substitutions.
A relevant or related certificate may substitute for one year of the required experience.
A bachelor’s degree in a related field may substitute for two years of the required experience.
A graduate degree in a related field may substitute for three years of the required experience.
A doctorate in a related field may substitute for four years of the required experience.
Personal and professional integrity, strong communication skills, and strong analytical and decision-making skills.
Leadership and managerial skills, ability to work in a team, and interpersonal skills to develop relationships inside and outside the agency.
Ability to exercise sound judgment and discretion when handling confidential information; communicate effectively; build relationships; prioritize; and negotiate.
Knowledge of financial management; budget development and expenditure control; Office of the State Comptroller accounting, revenue management, and budget policy and practice; legislation, regulation, policy, and program development; strategic and operational planning; management and professional development; federal and state laws and regulations; policy development and program improvement; health and/or human services; and state contracting and interagency agreement regulations.
Ability to set priorities and identify and implement strategies; communicate AGE’s mission, vision, goals, and objectives; analyze legislation and policy; communicate effectively in writing and oral presentations; mediate conflicts, coordinate competing interests, and work under severe time constraints; and execute risk management standards.

Nice To Haves

Strong leadership and managerial track record.
Experience or knowledge in federal fiscal policy, federal grant administration, and fiscal monitoring, as reflected in the role’s preferred knowledge and duties.

Responsibilities

Advise the CFO, Director of Budget, Finance, and Metrix, and AGE’s executive team on federal funding matters and federal fiscal policy.
Manage the Title III internal review process and direct fiscal monitoring procedures for 20 Area Agencies on Aging and their sub-recipients.
Ensure compliance with Older Americans Act requirements, AGE rules and regulations, State Title III contract terms and conditions, and applicable regulations and requirements.
Develop and manage the distribution of Title III federal grant allocations to the aging network in Massachusetts.
Manage accounting for federal awards, facilitate drawdowns, and reconcile expenditures.
Oversee federal contracts.
Maintain payroll allocations for federal funds, including developing a cost allocation plan.
Participate in quarterly cost allocation reporting.
Maintain access to federal reporting systems to monitor grant budgets and spending, and help ensure expenditure compliance with regulatory, fiscal, and programmatic requirements.
Support federal grant applications and renewals, ad hoc budget requests, and other assigned duties.
Facilitate annual, monthly, and weekly federal budget functions.
Represent AGE in the annual state audit.
Work with program staff to develop sub-recipient spending and programmatic guidelines, reinforce state and federal guidelines, develop and implement reporting policies, and review grant applications.
Report on budget expenditures and ensure compliance with applicable fiscal requirements, guidelines, laws, and regulations.