Finance & Contract Manager

TX-HHSC-DSHS-DFPS • Austin, TX

7d • $6,378 - $9,000 • Onsite

About The Position

Under the direct supervision of the HIV/STD Operations Director, serves as Manager of the Finance and Contract Group. The position performs advanced (senior-level) managerial work and oversees the continuous evaluation of the Section’s financial and contractual business operations and processes. The manager sets and monitors goals, creates procedures, and sets completion timelines. Identify opportunities for improved efficiencies and cost reductions, fiscal responsibilities and makes recommendations to the Operation and Section Director for improvements.
Work involves examining, investigating, and reviewing accounting records, financial statements, and internal controls. This ensures compliance with federal and state laws and regulations, as well as Texas DSHS policies. The position monitors spending patterns to find chances for reallocation or adjustments that support program goals. This role also serves as liaison between the Pharmacy Unit related to fiscal contact for HIV/STD Medications, DSHS budget and accounting offices, contract management, funds reporting, and federal coordination and management.
Work involves providing leadership, direction, guidance, and assistance to operational staff and the section staff that provide support for the Section Central Office, HIV/STD Prevention and Care Unit, HIV/STD/HCV Epidemiology and Surveillance Unit. Oversees and manages special projects and assignments from the Section Director related to Section program operations and fiscal oversight. The Manager works under minimal supervision, with extensive latitude for the use of initiative and independent judgment.
Attends work regularly and predictably in accordance with agency leave policy and performs other assigned duties as required.

Requirements

• Experience in financial monitoring, funding/resource allocation, budget, accounting, or other financial experience, 5 years required
• Experience in preparing financial reports, required.
• Knowledge of administration activities related to DSHS policies and procedures
• Knowledge of the standard principles and method of federal and state grant requirements
• Knowledge of the principles of leadership and how to effectively interact with various leadership styles
• Knowledge of Texas legislative and appropriations process
• Knowledge of local, state, and federal laws and regulations relevant to infectious disease reporting
• Knowledge of federal funding processes and budget development of grant application and review
• Knowledge of LAR process and concepts of it's schedules
• Knowledge with Fiscal Notes
• Skill in organizing and prioritizing workload and meeting deadlines for simultaneous tasks
• Skill in analyzing and evaluating business operations and determining options for process improvement solutions
• Skill in problem solving; planning, organizing, developing, and implementing multiple projects/activities; managing staff and handling multi-faceted personnel issues
• Skill with Excel pivot tables, CAPPS Financial Reports and Queries
• Ability to communicate effectively verbally and in writing
• Ability to interpret public health laws, rules, regulations, and recommendations related to electronic lab reporting
• Ability to plan, assign, and supervise the work of others
• Ability in developing and maintaining positive working relationships, including team building and facilitation
• Ability to effectively manage business operations, including policies and procedures, special projects, and goals and objectives
• Ability to gather, assemble, and analyze facts; to devise and implement solutions to problems

Nice To Haves

• Experience with federal grants management, preferred
• Experience with MS Office (Microsoft Word, Outlook, Teams and Excel) or other database programs, preferred
• Experience working with executive management to address budget issues, preferred.
• Experience analyzing, evaluating and summarizing financial and management records for accuracy and conformance to procedures, rules, and regulations, preferred.

Responsibilities

• Provides day-to-day administrative and operational management of the financial and contractual activities of the Section. Activities include budget planning and resource allocation, grant management processes regarding finances, contracts, and purchasing. Oversees development of financial and contractual plans, implementation, and evaluation of performance for effectiveness and quality. Ensures financial and contractual activities are carried out in compliance with all state and federal regulations and guidelines. (30%)
• Guides the Branch's daily activities and provides direction to staff in carrying out the Branch's major functions. Assigns and ensures completion of daily fiscal and administrative support activities, including completion of purchase requisitions, billing validations, budget projections, travel management, and personnel/position control reports. Reviews fund projections and monitors office budget reports to ensure reports reflect accurate funding allocations and spending and resolves discrepancies. Ensures software renewals are tracked, and invoices are paid on time and in accordance with grant budgets. Holds regularly scheduled team huddles, either weekly or bi-weekly as needed, to maintain timelines and identify issues and concerns. Ensures all staff have job action sheets detailing their roles and responsibilities. (20%)
• Monitors budget in CAPPS by producing routine queries and report for Operation Director. Work with budget office to resolve any discrepancies. Maintains fiscal oversight by reviewing daily CAPPS organizational budget reports to oversight federal funds and general revenue, maintenance of efforts and drug rebates. Produce reports for encumbrances and expenditures. Prepares special reports on a routine basis for Unit Directors to provide their financial status quarterly. Holds monthly finance and contracts leadership meetings to discuss items needed for program continuity. Conducts routine meetings with program staff to discuss the status of requisitions, projections, and contracts. Provides recommendations to staff on addressing administrative challenges, shortfalls, or underspending. Provides technical expertise related to financial management and analysis, oversees special investigations related to funding, purchase orders, and budget expenditures, performs programmatic analyses related to expenditures and projections, and provides budget support related to all internal and single statewide audits. Meets regularly with center leadership to discuss grant budgets and funding risks, and to recommend strategies to mitigate problems. (20%)
• Oversees response to internal and external inquiries and assignments. Ensures an effective process is followed in accepting, creating, clarifying, assigning, and responding to assignments. Ensures responses are accurate and timely. Provides guidance and assistance to staff on assignments as needed. Reviews Group responses and products to ensure quality and comprehensiveness. Reviews and approves documents developed by the Group to ensure professional quality and appearance, appropriate content, consistency, and responsiveness to the purpose of the document. Ensures that administrative processes are in place that support timely and quality production of documents. (15%)
• Represents the Group in work groups and meetings. Acts as an overall knowledgeable contact for the Group. Ensures subject matter experts are available as needed. Develops and maintains effective working relationships with internal/external partners. Attends and participates in meetings and makes presentations as needed. (10%)
• Other duties as assigned include but are not limited to, actively participating and/or serving in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location. (5%)

Benefits

• insurance coverage and other benefits available through the State of Texas Group Benefits Plan administered by the Employee Retirement System of Texas (ERS)

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Education Level: No Education Listed