Contracts & Fiscal Specialist

King County•401 5th Avenue - Seattle, WA

4d•Hybrid

About The Position

The Ending the HIV Epidemic (EHE) Program Contracts & Fiscal Specialist is responsible for managing the fiscal and contract aspects of the two federal grants (CDC and HRSA) that fund the EHE program at Public Health - Seattle & King County (PHSKC). The position is also responsible for leading the contracting process within the EHE program and providing contract monitoring and oversight to subcontractor/subaward agencies. The position will also provide as-needed fiscal and contracts support to the broader HIV/STI/HCV program. This is a temporary opportunity, a Term-Limited Temporary (TLT) position, which is "at-will" but eligible for benefits. This TLT is currently anticipated to end on 02/28/2030, though funding changes could affect this end date. This vacancy can also be filled as a Special Duty opportunity for regular King County employees with supervisor approval. This posting will create a list of qualified candidates for potential selection for additional vacancies of the same position type over the next 6 months.

Requirements

Three (3) or more years of experience or training (or an equivalent combination of experience and education) in fiscal management that included expense monitoring, procurement, local government budgeting and federal grants management.
Experience analyzing data from a large financial management system such as Oracle E-Business Suite (EBS).
Knowledge and experience with grants management including compliance, implementing internal controls monitoring, billing and reporting. This includes demonstrated knowledge and familiarity with Uniform Guidance 2CFR 200, the Uniform Administrative requirements, cost principles and audit requirements for federal awards
General accounting and/or payables experience that includes processing invoices, cash management and gift incentives.
Intermediate level of proficiency with Microsoft Excel (including formulas, pivot tables), MS Office 365 and other web-enabled tools including Teams and SharePoint.
The ability to work independently with a high level of attention to detail and with strong time management skills in the face of conflicting and rapidly changing priorities.
Employees are required to protect the privacy and security of protected health information as defined in State and Federal Law.
Public Health relies on office automation (Microsoft Office) and web-based enabled tools; therefore candidates must be proficient and comfortable with computer use to perform functions associated with on-going work.
Employees are required to adhere to OSHA/WISHA guidelines including but not limited to completing their mandatory trainings on time and obtaining required immunizations.
Regular and reliable attendance, effective communication skills, and development of effective working relationships are requirements of all Public Health positions.
When Public Health responds to an emergency, and in accordance with relevant CBA language and/or KC policy and procedures, we may assign duties outside your regular job description. This may involve responding at any time, including nights and weekends, with possible deployment to locations other than the department.

Nice To Haves

Experience developing and reviewing contract exhibits including budgets, invoice templates, cost price analyses, letters of agreement and scopes of work.
Experience working with sub-recipients of federal funds, including community-based organizations.
Strong customer service focus.
The ability to listen to and problem solve with colleagues to provide best fit solutions
Strong written and verbal communication skills.
History of exercising sound professional judgment in maintaining confidentiality and anticipating the consequences of sharing information.
Demonstrated time management and self-direction skills to prioritize work and complete multiple tasks simultaneously with accuracy.

Responsibilities

Manage the fiscal and budgetary aspects of the EHE HRSA and EHE CDC grants by completing and updating application budgets, monitoring all expenses and revenue through the grant cycle, preparing monthly billings and closeouts, ensuring that grant deliverables are completed, maintaining audit file(s) to demonstrate compliance with all grant requirements and communicating with federal funders.
Complete fiscal adjustments or interfund transfers to correct coding errors, overbudget situations and award clean-up for year-end processing for both EHE awards.
Working collaboratively with the EHE Program Manager, lead the development of contract exhibits and execution of agreements including the development of competitive requests for applications (RFAs), budgets, invoice templates and scopes of work.
Enter new EHE contracts and amendments (receivables, payables, data agreements, letters of agreement, vendor/subrecipient contracts and no money contracts) into department’s contracting system, “Agiloft”.
Provide technical assistance to program staff and EHE subcontractors on financial matters including allowable costs.
Develop tracking tools, guidance documents, FAQs, and processes and procedures to help the EHE team and their partner agencies meet the project’s fiscal and contractual requirements.
Conduct fiscal contract monitoring, including annual fiscal site visits, in accordance with 2 CFR 200 and any award-specific terms and conditions.
Conduct procurement, and invoicing in alignment with Division, Department and County guidelines.
Act as the fiscal point of contact for all federal & state audits concerning the EHE program.
Ensure that program maintains compliance with all relevant federal, state, county and city laws, regulations, and circulars by monitoring program activity, including all subcontractor/subrecipient contracts.
Work with the Section Finance Team to carry out year-end processes including revenue and expenditures accruals for the two EHE federal awards.
Provide support for broader HIV/STI/HCV program fiscal tasks, including activities such as paying contractor invoices, and doing quarterly reconciliations.