Job Listing Information
- 30-Jul-2021 to 06-Aug-2021 (UTC)
- Harrisburg, PA, USA
- Full Time
- Long Term Contract Length
- 37.5 Weekly Hours
Position Purpose:
- Provides administrative support to the HHSDC Business Relationship Managers (BRMs) to support the information technology (IT) COVID and ELC-funded projects within the HHSDC Business Relationship Management Office and Solutions Management Division.
- This position will coordinate with staff within HHSDC and Department of Health to assist with monitoring and managing the COVID portfolio of IT projects and associated federal grants.
- Assists with tracking grant workplans to ensure updates are made timely by the responsible IT staff.
- Develops and maintains documentation to track and report on IT services and equipment of ELC-funded projects to ensure appropriate use of funds and status of available funds.
- Assists with reconciliation of planned and actual budgets.
- Ability to work as part of a team to improve tracking of project funding across multiple state and federal funding streams; and, to streamline workflows to achieve greater efficiency.
- Collaboration with financial or administrative staff for vaccine-related funding streams is also necessary.
OVERSITE/CONTRACTOR MONITORING
The designated contact person for the work assignment is:
Susan Stockwell, Business Relationship Manager for HHS Delivery Center
All questions pertaining to this work assignment must be directed to the contact person.
Contractor may also receive work direction from DOH program staff and the IT Financial Manager for HHSDC.
INCURRING COSTS
The HHS DC is not responsible for any costs or expenses incurred by the contractor for the carrying out of assigned duties.
RESOURCES
The contractor will be permitted to work from home, but office space for the contractor will be provided by the PA Department of Health or HHSDC if needed. In addition, the PADOH will supply all necessary hardware and software, for daily use as needed to complete assigned work items.
CONTRACTOR REQUIREMENTS
1. Points of Contact
2. Criminal History Background Check
3. Security Access
Description of Duties:
- Monitors the COVID portfolio of IT projects and associated federal grants.
- Reviews federal grant requirements to ensure funding and proposed IT activities are consistent with federal requirements and DOH initiatives.
- Tracks grant workplans to ensure updates are made timely by responsible IT staff.
- Develops and maintains documentation to track and report on IT services and equipment.
- Uses ServiceNow to enter and monitor requests for purchases of IT services and equipment.
- Assists with annual budgeting process for COVID related initiatives.
- Assists with reconciliation of planned and actual budgets.
- Tracks project funding across multiple state and federal funding streams.
- Develops and implements workflows to achieve greater efficiency.
- General administrative activities.
- Assist in coordinating purchasing approvals and tracking with Dept. of Health Program Managers and/or fiscal staff.
- Provides financial and budgetary planning support for the Delivery Center’s IT DOH projects.
- Monitors actual spending, ensuring that obligations being incurred are consistent with objectives and actual and projected costs are within approved funding levels.
- Uses SAP to track and report on IT spending.
- Prepares project-level financial reporting comparing projected resources to actual usage, and analysis (including trend analysis) including a proactive identification of when cost thresholds, time extensions or other circumstances would require grant budgeting changes.
- This work includes consultation and coordination with the Comptroller’s Office, Budget and other administrative offices as needed to ensure processing appropriately coded commitment documents.
- Monitoring financial activities for alignment of expenses to the appropriate funding programs. Federal regulations require the state to maintain records that restrict spending to equipment, personnel and/or contractors approved for use on a project.
- Prepares correspondence for signature by the Business Relationship Manager, the Director of Business Relationship Management and/or others on matters dealing with budget or fiscal-related issues and/or Federal funds.
- Utilizes SAP for funds management balance reporting, expenditure reporting, and funds commitment activities.
- Serves as a subject matter expert/spokesperson on various initiatives, committees, and/or workgroups.
- Serves as a delegate (as needed) for the Business Relationship Manager in overseeing activities and coordinating action/responses to urgent matters.
- Performs other duties as needed.
Decision Making:
- Work involves data collection, research, analysis and preparing a formal recommendation and/or response.
- Researching and resolving routine financial/budgetary issues.
- Decisions of significant financial, budgetary, or procedural impact will be referred to the Business Relationship Manager, IT Financial Manager or Director of Business Relationship Management, as appropriate, with recommendation(s).
TRAVEL – Is not required for this position
Contractor Skills and Experience Requirements
1. Skills and experience in applying budget and accounting procedures.
2. Experience in preparing and interpreting financial reports and statements.
3. Experience in managing financial and budgeting information.
4. Preparation of correspondence and reports.
5. Speaks and writes effectively
6. Uses various office equipment (PC, fax, copier, printer, etc.)
7. Proficiency in Microsoft Office Suite of applications.
8. Excellent organizational skills.
9. Experience with government grant funding preferred.
10. Experience with SAP is highly desirable
TIMEFRAMES
This position is funded through 7/31/2023. The initial agreement between the Department of Health and the contractor will be 8/2/2021 through December 31, 2021, with successive engagements established annually.
Required / Desired Skills
Experience in applying budget and accounting practices and procedures. - Required 5 Years
Experience in preparing and interpreting financial reports and statements - Required 5 Years
Experience in managing financial and budgeting information - Required 5 Years
Experience in report creation - Required 5 Years
Proficiency in Microsoft Office Suite of applications - Required 5 Years
4 year college degree or equivalent. - Highly desired
Experience with government grant funding - Highly desired
Experience with SAP - Highly desired