Finance Program Specialist IV

TX-HHSC-DSHS-DFPS • Austin, TX

2d • Hybrid

About The Position

Works for the Finance and Contracts Group Manager under the Operations Unit of the HIV/STD Section (HSS) within the Infectious Disease Prevention (IDP) Division of the Department of State Health Services (DSHS). Performs highly complex (senior-level) consultative and technical assistance related to resource allocation and procurement for the HIV/STD Section. Serves as a liaison between Section Staff and DSHS/HHSC purchasers, vendors, Contract Management Section (CMS) and DSHS budget staff in order to ensure the availability of supplies and services that are critical for daily operations and the continuity of services. Evaluates routine and non-routine purchasing documents/situations and makes recommendations/takes action to ensure that needed supplies and services are appropriately ordered and received. Serves as the primary liaison between Section staff, DSHS programs, and external entities for contracting and purchasing activities. Cross-trains with team members in order to effectively review/edit documents related to contracts and purchasing, allocates funding/resources for the Section, and responds to invoice inquiries. Develops, coordinates, and delivers training to HIV/STD Section staff regarding procurement, including the proper entry of requisitions into the CAPPS Financial system. Performs reporting duties related to purchasing and procurement. Performs special projects assigned by the Section Finance and Contracts Group Manager. Duties are independently performed with moderate latitude for the use of initiative and independent judgment.

Requirements

• Knowledge of State purchasing processes and systems including CAPPS Financial.
• Knowledge of budgets and budget monitoring, local, state, and federal laws related to purchasing and procurement activities
• Knowledge of data analysis and reporting.
• Knowledge of governmental accounting and budgeting principles and fiscal procedures.
• Knowledge of business operations, funding, functions, roles, and responsibilities.
• Knowledge of State accounting processes and systems used with experience specific to accounts payable and related invoice activity.
• Knowledge of State Financial systems and use at a minimal intermediate skill level, including obtaining queries and/or reports, checking/tracking workflow, and researching related issues with extensive PC skills, including Microsoft Word, Excel, Access, PowerPoint, and Outlook.
• Knowledge of basic English and grammar.
• Skill in proofreading, editing, checking work for accuracy, and effective listening.
• Skill in prioritizing workflow, handling multiple tasks, and meeting deadlines.
• Skill in effective decision-making and negotiation.
• Skill in the use of standard office equipment and software applications (Outlook, Word, PowerPoint, Excel, etc.).
• Skill in organization and time-management.
• Skill in evaluating, developing, and implementing training curriculum and related assessments.
• Skill in public speaking and preparing/conducting presentations.
• Skill in evaluating, developing, and analyzing financial and/or inventory reports.
• Skill in planning and resource management.
• Skill in process improvement and developing effective processes and procedures.
• Ability to understand and follow instructions.
• Ability to be an effective team member and foster cooperation across program and agency areas.
• Ability to effectively train staff with varied backgrounds/learning styles and to anticipate, analyze and solve problems.
• Ability to communicate effectively and concisely, both verbally and in writing, and to address audiences effectively.
• Ability to conduct a variety of research to include department and/or agency policies and procedures, State statute and/or Texas Administrative Code, and procurement consumables, products and supplies.
• Ability to organize, coordinate, and perform multiple ongoing work assignments.
• Experience in financial analysis and regulatory work.
• 1-year experience in Financial Monitoring, Funding/Resource Allocation, Budget, Accounting, Grants, Administration or other financial experience required.
• Experience in Microsoft Office products.
• Experience in preparing financial reports and correspondence regarding findings.

Nice To Haves

• Graduation from an accredited four-year college or university with major coursework in accounting, business administration, finance, economics, or a related field is generally preferred.
• Advanced skills in Excel and/or other database programs.
• Prefer experience providing consultative/technical assistance to management and staff.
• Prefer experience in Financial Systems (CAPPS, CAPPS Reporting, etc.).
• Prefer experience working independently and exercising judgment in making administrative and technical decisions.

Responsibilities

• Processes payments for HIV/STD Section, monitors budgets, and monitors expenditures against budgets.
• Serves as a liaison between Section staff and DSHS/HHSC purchasers and contract staff, vendors, and DSHS budget staff in order to ensure the availability of HIV/STD Section supplies and services that are critical for daily operations and the continuity of services.
• Research requisition/purchase order information related to vendors, and supply/service/equipment prices.
• Verifies requisitions/purchase orders to ensure they are accurate, appropriate, and correct; routes and tracks contracts, justification documents, and other requests.
• Utilizes State procurement credit card (ProCard) for appropriate and urgent purchases.
• Evaluates routine and non-routine purchasing documents/situations and makes recommendations/takes action to ensure that needed HIV/STD supplies and services are appropriately ordered and received.
• Works with Section staff to effectively develop statements of work and other required purchasing documents.
• Research information and resolve issues that impede the ordering/delivery/payment of section services, supplies, and/or equipment.
• Works with team members to effectively maintain the Section Accounting email inbox and responds to customer inquiries.
• Cross-trains with team members to effectively support customers; this includes but is not limited to reviewing/editing documents related to purchasing, allocating funding/resources for the Section, and responding to invoice inquiries.
• Performs reporting duties related to purchasing and procurement utilizing online queries available from existing agency systems (HHSAS, CAPPS, etc.).
• Collaborate with team members to complete open encumbrance assignments and submit purchase order adjustments.
• Develops, coordinates, and delivers training to Section staff regarding the proper entry of requisitions into the CAPPS Financials system and other purchasing related activities.
• Develops, implements, and distributes procedures and formal instructions for standardizing purchasing and procurement processes.
• Monitors agency and enterprise policies, procedures, and instructions related to budget and purchasing; incorporates them into Section-specific procedures.
• Ensures compliance with internal procurement procedures.
• Serves as the primary liaison between HIV/STD Section staff, DSHS programs, and external entities for contracting activities.
• Organizes, analyzes, and prepares materials in response to requests for contract information.
• Monitors that contracts are paid upon expiration.
• Works with program staff, legal, the CMS, and the contracting party to create a contract for services and resolve issues with the contract.
• Performs special assignments and projects assigned by the THIV/STD Section Resources Lead and the Section Director.
• Reviews, analyzes and identifies opportunities for improvement in business practices and established procedures related to the efficient and responsible management of HIV/STD Section procurement and related activities, and makes recommendations.
• Participates in Section activities related to legislative issues, including capital requests and exceptional item requests; performance measures; out-of-state travel cap and tracking; legislative bill tracking, analysis, and cost estimates; and routine and special reports, briefing documents, and other requests.
• 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.
• Safe operation of either a state-owned vehicle or personal vehicle is required to conduct state business and an acceptable driving record must be maintained in accordance with DSHS Policy OS-3901, Fleet Operations and Management and Procedures and standards developed by the Texas Department of Public Safety.

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: Senior