Assistant Director, Federal Funds

Commonwealth of Massachusetts•Boston, MA

About The Position

The Executive Office of Aging & Independence (AGE) is seeking an experienced, independent individual to oversee fiscal administration of its $40 million federal funds portfolio awarded by the Administration for Community Living. The portfolio includes Older Americans Act funding for community-based programs administered to Area Agencies on Aging, Serving the Health Care Needs for Everyone (SHINE), 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 reports on budget expenditures and ensures compliance with Office of the State Comptroller requirements, federal oversight guidelines, and other applicable laws and regulations. As AGE’s expert on federal fiscal policy, the Assistant Director partners with the Budget Director and CFO on federal funding issues, including allocations, spending plans, draw activity reconciliation, and federal reporting. Work outside standard hours may be necessary to meet deliverables, with prior notice. The position includes advising agency leadership on federal fiscal matters; managing the Title III internal review and fiscal monitoring processes for 20 Area Agencies on Aging and their sub-recipients; distributing Title III federal grant allocations; managing federal award accounting, drawdowns, expenditure reconciliation, contracts, payroll allocations, and cost allocation reporting; maintaining access to federal reporting systems; supporting grant applications and renewals; and representing AGE in the annual state audit. Applicants must meet the stated minimum entrance requirements: at least five years of qualifying full-time or equivalent part-time professional, administrative, supervisory, or managerial experience in a listed field, including at least one year in project management, supervisory, or managerial capacity, or an equivalent combination of experience and the listed education substitutions. Relevant certificates and degrees may substitute for specified amounts of experience.

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, including at least one year in project management, supervisory, or managerial capacity; or an equivalent combination of experience and substitutions.
A certificate in a relevant or related field 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 degree in a related field may substitute for four years of the required experience.
Personal and professional integrity; strong analytical and decision-making skills; leadership and managerial skills; ability to work in a team; and interpersonal skills to build relationships within and outside the agency.
Ability to exercise sound judgment and discretion in handling confidential information; communicate effectively; prioritize and negotiate; and develop relationships.
Knowledge of financial management, budget development and expenditure control, and Office of the State Comptroller accounting, revenue management, budget policy, and practices.
Knowledge of legislation, regulation, policy and program development, strategic and operational planning, management practices, professional development, and federal and state laws and regulations.
Knowledge of policy development, program improvement, innovation and integration processes and strategies; health and/or human services; and state contracting and interagency agreement regulations.
Ability to set priorities 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; work under severe time constraints; and execute risk management standards.
Recommended candidates must complete a criminal and tax history background check. College-level degrees and any required licensure will be verified.

Nice To Haves

Knowledge of the principles and practices of financial management, budget development and expenditure control, and Office of the State Comptroller accounting, revenue management, and budget policy and practice.
Knowledge of legislation, regulation, policy and program development processes; strategic and operational planning; management and professional development; federal and state laws and regulations; policy development, program improvement, innovation and integration; health and/or human services; and state contracting and interagency agreement regulations.
Strong leadership and managerial track record, team-working ability, and relationship-building skills.

Responsibilities

Serve as AGE’s expert on federal fiscal policy and advise the CFO, Director of Budget, Finance, and Metrix, and the executive team on federal funding matters.
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 distribution of Title III federal grant allocations to the aging network in Massachusetts.
Manage accounting of 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 assist in ensuring expenditure compliance with regulatory, fiscal, and programmatic requirements.
Support federal grant applications and renewals, ad hoc budget requests, and other assigned duties.
Facilitate and represent AGE in the annual state audit.
Work outside standard hours when necessary to meet deliverables, with prior notice.