Management Analyst - PHPP - STI/HIV and TB Program (Departmental Promotional Only)

County of San Mateo•San Mateo, CA

21h•Hybrid

About The Position

The Sexually Transmitted Infections (STI)/Human Immunodeficiency Virus (HIV) and Tuberculosis (TB) Program is seeking a well-qualified individual for the position of Management Analyst to provide grant management and administration, fiscal oversight, performance monitoring, and project management while collaborating with community partners and multidisciplinary teams to advance public health initiatives. The Management Analyst is responsible for administering complex federal, state, and local grants that support the STI/HIV/TB Program, including Ryan White HOPWA , TB and STI/HIV/HCV Prevention and Surveillance funding. Provides oversight for all current grants. Proactively identifies and pursues federal, state, and local funding opportunities to strengthen all communicable disease programs and services. This position oversees grant compliance, performance monitoring, financial reporting, budgeting, and contract administration and monitoring while ensuring adherence to regulatory and program requirements. Working collaboratively with County staff and service providers, this position provides technical assistance, interprets grant and fiscal requirements, and develops subject matter expertise to support effective program operations and successful grant implementation. Strong organizational skills, attention to detail, and a customer service approach are essential.

Requirements

One year of professional administrative experience for the Associate Management Analyst level, and at least three years for the Management Analyst level.
Knowledge of project and/or program management, analytical processes, and report preparation techniques.
Working knowledge of business administration and/or public administration.
Knowledge of organizational and management practices as applied to the analysis, evaluation, development, and implementation of programs, policies, and procedures.
Knowledge of principles of mathematical and statistical computations.
Knowledge of research and reporting methods, techniques, and procedures.
Knowledge of modern office practices, methods, computer equipment and applications related to the work.
Knowledge of English usage, grammar, spelling, vocabulary, and punctuation.
Knowledge of applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
Knowledge of principles and practices of public administration as applied to operational unit and program administration.
Knowledge of principles and practices of county management and government.
Knowledge of sources of information related to a broad range of county programs, services, and administration.
Knowledge of basic principles, practices, and procedures of funding sources and grant funds disbursement.
Knowledge of principles and practices of contract administration and evaluation; and public agency budget development and administration, and sound financial management policies and procedures.
Knowledge of recent and on-going developments, current literature, and sources of information related to the operations of the assigned division.
Knowledge of record keeping principles and procedures.
Knowledge of techniques for effectively representing the County in contacts with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations.
Knowledge of techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and County staff.
Ability to assist in the development of goals, objectives, policies, procedures, and work standards for the department.
Ability to coordinate and oversee programmatic administrative, budgeting, and/or fiscal reporting activities.
Ability to perform responsible and difficult administrative work involving the use of independent judgment and personal initiative.
Ability to conduct research on a wide variety of administrative topics including grant funding, contract feasibility, budget and staffing proposals, and operational alternatives.
Ability to evaluate and develop improvements in operations, procedures, policies, or methods.
Ability to research, analyze, and evaluate new service delivery methods, procedures, and techniques.
Ability to prepare clear and concise reports, correspondence, policies, procedures, and other written materials.
Ability to interpret, apply, explain, and ensure compliance with applicable Federal, State, and local policies, procedures, laws, and regulations.
Ability to establish and maintain a variety of filing, record keeping, and tracking systems.
Ability to organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
Ability to operate and maintain modern office equipment, including computer equipment and specialized software applications programs.
Ability to use English effectively to communicate in person, over the telephone, and in writing.
Ability to establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
Ability to plan, organize, and carry out assignments from management staff with minimal direction.
Ability to plan and conduct effective management, administrative, and operational studies.
Ability to analyze, interpret, summarize, and present administrative and technical information and data in an effective manner.
Ability to use tact, initiative, prudence, and independent judgment within general policy and legal guidelines in politically sensitive situations.
Ability to effectively represent the department and the County in meetings with governmental agencies, community groups, and various businesses, professional, and regulatory organizations, and in meetings with individuals.

Nice To Haves

Experience identifying and managing federal, state, and local grant funding, including grant administration and compliance; developing and monitoring budgets; tracking expenditures; fiscal oversight; invoicing and regulatory reporting; developing scopes of work and memoranda of understanding (MOUs) for contracted service providers; and utilizing grant reporting, financial management, procurement, and contract management systems to ensure compliance with funding requirements and program objectives.
Experience working with multiple public health and population health information systems to analyze data, develop tracking systems, dashboards, and performance measures, and implement quality assurance and continuous quality improvement initiatives that enhance program performance, data integrity, and operational effectiveness.
Experience managing complex projects independently by coordinating competing priorities, facilitating cross-functional collaboration, monitoring project outcomes, and developing data-driven recommendations that support programming planning and operational improvements.
Experience providing technical assistance and serving as a subject matter expert on grant administration, program operations, data systems, regulatory compliance, and performance management for internal staff and community partners.
Experience building collaborative relationships with community-based organizations, healthcare providers, state agencies, and internal stakeholders while communicating effectively through reports, presentations, executive briefings, and other written and verbal communications.

Responsibilities

Administer multiple federal, state, and local grant awards throughout the grant lifecycle.
Monitor grant compliance to ensure adherence to funding requirements, regulations, policies, and reporting deadlines.
Prepare, review, and submit quarterly and annual financial reports, reimbursement requests, invoices, and expenditure documentation.
Develop, monitor, and reconcile grant budgets; identify funding trends and recommend budget adjustments as needed.
Prepare and process budget modifications and revisions in accordance with grantor and County requirements.
Analyze expenditures, revenue, and spending projections to ensure fiscal accountability and maximize grant utilization.
Review invoices, supporting documentation, and expenditures for allowability, accuracy, and compliance with grant requirements.
Coordinate with County fiscal staff to reconcile accounts, resolve discrepancies, and support audits.
Monitor contractor expenditures and performance to ensure contractual and financial compliance.
Develop, negotiate, and monitor scopes of work, contracts, Memoranda of Understanding (MOUs), and amendments.
Prepare procurement documents and coordinate contract routing through County procurement and approval processes.
Prepare grant applications, continuation applications, budget narratives, and required supporting documentation.
Track grant deliverables, milestones, performance measures, and reporting requirements using spreadsheets and data management systems.
Analyze program performance data and prepare reports, dashboards, and presentations for leadership and funding agencies.
Conduct quality assurance reviews of financial, programmatic, and performance data to ensure completeness and accuracy.
Provide technical assistance and guidance to internal program staff and community-based organizations regarding grant, fiscal, and reporting requirements.
Interpret grant regulations, policies, and contractual requirements and communicate expectations to program partners.
Serve as a subject matter expert on grant administration, compliance, budgeting, and financial reporting.
Collaborate with program managers, epidemiologists, fiscal staff, procurement, legal counsel, and executive leadership to support grant administration.
Coordinate monitoring activities, desk reviews, and site visits for contracted providers.
Identify compliance risks and recommend corrective actions and process improvements.
Develop and maintain grant management tools, tracking systems, standard operating procedures, and documentation.
Assist with federal, state, and County audits, monitoring visits, and corrective action plans.
Research funding opportunities and assist in developing competitive grant proposals.
Lead or participate in special projects involving program planning, process improvement, data analysis, or operational initiatives.
Prepare correspondence, Board memoranda, reports, and presentations for County leadership and external funding agencies.
Represent the program at meetings with funding agencies, community partners, and County departments.
May supervise administrative level staff.
Perform related duties as assigned.