Contract Specialist V, under the direction of the Behavioral Health Contract Coordination Oversight and Support Fiscal Monitoring Manager, performs highly advanced (senior-level), complex financial monitoring and oversight of Mental Health (MH) contracts/grants statewide. Mental Health contracts/grants encompass a broad range of agreements, programs and services statewide. Fiscal monitoring of MH contracts/grants includes but is not limited to the review, analysis, and validation of financial data and supporting documentation from various reporting sources; performing consultative and technical assistance in matters relating to financial compliance; preparing, coordinating, conducting and leading fiscal monitoring reviews; tracking reviews and review statuses; preparing correspondence and reports containing findings, recommendations and required corrective actions; and reviewing and tracking corrective actions required of contractors. Work involves extensive collaboration with other areas internal and external to Behavioral Health Services, participation in risk assessment processes for fiscal monitoring, and assistance in the development and refinement of fiscal monitoring tools, policies and procedures. Works under minimal supervision with extensive latitude for the use of initiative and independent judgment. Performs related work as assigned.
Essential Job Functions:
20%) Prepares and coordinates financial monitoring reviews of MH contracts/grants throughout Texas to monitor contract performance and determine compliance with rules, laws, statutes, and contracts. Collaborates as needed with BHS staff regarding any contract compliance concerns regarding the upcoming scheduled review. Prepares contractor sample selection and document request list, reviews pre-site documentation prior to entrance conference, coordinates with contactor as needed in preparation for scheduled review (send out notification letter, schedule entrance/exit conferences, identify contractor points of contacts, etc.). Prepares all necessary travel arrangements and documentation for scheduled review.
(30%) Leads and conducts financial monitoring reviews of MH contracts/grants throughout Texas to monitor contract performance and determine compliance with rules, laws, statutes, and contracts.
Identifies financial non-compliance issues by researching specific topics through interviews, analysis, review and validation of financial data and supporting documentation relevant to review. Responsible for completing all functions necessary for fiscal monitoring and review activities, whether through desk or onsite review, and may include: assessment of financial position and risk, facilitating correction of non-compliances, coordination in the recovery of questioned costs resulting from fiscal review, evaluating financial controls, preparing report of findings and recommendations, and providing technical assistance. Performs follow-up reviews to verify implemenation of corrective actions.
(15%) Participates in annual MH contracts/grants financial risk assessments; assist in development of fiscal monitoring plans; conducts analysis of independently audited financial statements; and analysis and review of financial and /or programmatic reports submitted to BHS; and other research techniques. Exercises considerable initiative and independent judgment in identifying the issues unique to specific MH contracts/grants and designing specific review procedures and tools to address those issues based on analysis of input from program personnel, complaints or allegations from 3rd parties, MH contracts/grants past history (risk assessment) and preliminary review of documentation submitted by MH contracts/grants prior to the financial reviews.
(15%) Develops necessary financial summaries, schedules and attachments needed to determine areas of compliance and non-compliance with federal and state laws, regulation, policies and procedures needed to support the findings of the review. Gathers, prepares, organizes and retains working papers related to financial monitoring reviews in accordance with established procedures. Prepares comprehensive formal financial monitoring review reports that details the conclusions, findings and recommendations. Responsible for all necessary follow up activities related to the reviews including preparing formal correspondence necessary to further explain, clarify findings and/or rebut responses to findings, requesting additional documentation required of MH contractors/grantees, and actions necessary to addresss findings.
(10%) Provides technical assistance (either verbally or in writing) relating to financial compliance with contract provisions, federal and state laws/regulations, policies and procedures, allowability of costs, and adequacy of financial system and internal controls over financial transactions. Communicates as needed within BHS regarding mutual contractors.
(5%) Assists in development and refinement of fiscal review policies and procedures; including preparing justifications for the implementation of procedural or policy changes. May develop policy and procedure manauals.
(5%) Participates in the research and interpretation of relevant federal and state laws, regulations, policies and procedures. Participates in the development and/or modification of MH contracts/grants financial reporting forms. Other related work as assigned.
Knowledge Skills Abilities:
Knowledge of accounting methods and systems, business practices, financial monitoring procedures.
Knowledge of grant and contract administration, OMB circulars and federal and state regulations.
Knowledge of accounting theory (Generally Accepted Accounting Principles).
Knowledge of manual and computerized accounting systems.
Skill in the operation of personal computers, computer software applications (i.e., Microsoft Word, Excel, Teams, etc.), calculators and adding machines.
Skill in writing and editing formal reports and/or correspondence.
Ability to perform numerical analysis.
Ability to prepare clear, concise reports and review findings.
Ability to organize, plan, and prioritize work.
Ability to communicate effectively with staff, agency management, and contractors.
Ability to interpret policies, procedures and regulations.
Ability to evaluate fiscal data for reasonableness, necessity and conformity with contract requirements.
Experience in fiscal monitoring of sub-recipients.
Knowledge of the Uniform Grant Management Standards (UGMS) and Uniform Grant Guidance (UGG).
Knowledge of Mental Health Programs.
Registration or Licensure Requirements:
Certified Texas Contract Manager (CTCM) or secure within twelve months of hire.
Initial Selection Criteria:
1.Graduation from an accredited four-year college or university. Relevant education and experience can be substituted on a year-for-year basis.
2.Experience in financial monitoring, oversight, accounting or auditing; or in the delivery and oversight of Mental Health Program/Services.
3.Experience with computer software applications, accounting system, or financial management systems
4.Experience in presenting findings and writing reports.
5.Experience in financial or numerical analysis.
6.Experience working with Mental Health Programs preferred.
7.Current CTCM certified preferred.
8.Ability to travel 50% of the time.
Additional Information:
Only Applicants Who Are Interviewed Will Receive Written Notification of Selection Results.
Employee must provide transportation. If an employee operates a personal or state motor vehicle in performance of their official duties, the employee must possess a current valid Texas driver’s license for the appropriate type vehicle. Employees/Applicants are responsible for providing a copy of their driver’s license prior to beginning employment.
Note: Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include: For more information, see the Texas State Auditor’s Military Crosswalk at http://www.hr.sao.state.tx.us/Compensation/JobDescriptions.aspx
MOS Code:
There are no direct military occupation(s) that relate to the responsibilities, and registration or licensure requirements for this position. All active duty, reservists, guardsmen, and veterans are encouraged to apply if they meet the qualifications for this position.
HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.
In compliance with the Americans with Disabilities Act (ADA), HHS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.
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