The Contract Fiscal Specialist (Specialist) assists the Chief Finance and Administration Officer (Officer) in managing the sub-recipients involved with Department of Human Services (DHS) funding; prepare required federal and state financial invoices and/or reports; keep the Officer aware of any concerns related to the management of the DHS and/or sub-recipients’ contract; work closely with auditors during fieldwork regarding issues of compliance for DHS contract and sub-recipients’ contracts; and other duties as assigned. The Specialist is expected to exercise judgment to independently identify problems and challenges within the scope of their responsibilities, research options and propose workable solutions. The Specialist must be able to follow strict rules of confidentiality needed within the finance department.
Essential Duties & Responsibilities
- Manage the DHS contract
- Act as PCADV’s liaison with DHS for most fiscal-related correspondence.
- Review the DHS contract and prepare a summary of relevant contract changes for PCADV leadership and grant managers.
- Prepare and submit monthly cash needs request and invoice of actual expenditures in accordance with the DHS contract.
- Assist PCADV staff in obtaining all relevant information for, and ensuring compliance with, DHS/PCADV contracts and grants.
- Manage DHS Sub-recipients’ contracts
- Assist in preparing requests for proposals for sub-recipients as needed, specifically around finance and budget components.
- Assist in preparing each sub-recipient’s contract with PCADV.
- Enforce the sub-recipients’ contract terms throughout the contract period.
- Review and analyze budget/budget revision materials including basis of cost and compliance with federal and/or state regulations relevant to the DHS contract.
- Process sub-recipients’ monthly invoices, including review and analysis for accounting/budgeting errors, as well as compliance with relevant federal and state regulations.
- Compile data from sub-recipients’ quarterly employment and relocation reports.
- Manage the annual sub-recipient audit process including prepare and distribute audit guidelines, prepare audit confirmations, review audit engagement letters, review each sub-recipient’s annual financial statement prepared by an independent auditor and follow up on any areas of non-compliance. Notify, in writing, the Officer of all findings or non-compliance. (Notification via e-mail is acceptable.)
- Provide technical assistance to subcontractors including, but not limited to, budget development, invoicing, appropriate federal and state regulations, and audit process.
- In cooperation with Contract Monitors, participate in on-site sub-recipient fiscal monitoring to ensure compliance with PCADV’s agreement and applicable state and federal regulations. Provide technical assistance to fiscal staff during the visit. Prepare a written report for the Contract Monitors. Follow up on non-compliance issues until resolved.
- Other responsibilities include:
- Attend and participate in PCADV staff meetings and in-service trainings
- Attend training on fiscal/finance topics as needed
- Backup for daily tracking of invoices per finance departments procedures
- Opening daily mail per PCADV mail processing procedure
- Maintain various lists used by PCADV
- Other duties may be assigned
This job has no supervisory responsibilities.
QUALIFICATIONS AND COMPETENCIES
Education and/or Experienxe
Bachelor’s degree in accounting with a minimum of four years related experience. At least one year should be with a not-for-profit entity with a fund accounting system. An equivalent combination of education and experience may also be considered.
- Excellent written and verbal communication skills are required.
- Ability to communicate effectively and courteously in person and on the telephone.
- Ability to write routine reports and correspondence is required.
- Experience with Macintosh personal computers.
- Advanced proficiency in Microsoft Excel including using various Excel functions. Must be able to design effective and efficient Excel workbooks that include footing and cross-footing calculations and linking various Excel workbooks.
- Proficiency using Microsoft Word including mail merge with Excel workbooks and lists.
- Must be willing to learn new software applications as needed.
- Experience with fund accounting software. Although not required, experience with high-end user software is preferred.
- Experience with databases is preferred.
Must be able to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
Reasoning / Social / Psychological / Other Skills & Abilities
- Initiative and ability to work beyond instructions that include written, verbal, diagram, or schedules.
- Good problem-solving skills that deals with a variety of concrete variables in situations where only limited standardization exists.
- Demonstrated ability to effectively handle multiple tasks at one time.
- Demonstrated ability to work under pressure, manage time, evaluate progress, and adjust activities to complete work within established time frames.
- Ability to exercise independent initiative and sound judgment to identify problems and propose workable solutions.
- Ability to read and interpret documents such as the DHS contract as well as procedure manuals.
- Ability to read and interpret federal and state regulations such as OMB Circulars.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to talk, listen/hear, frequently move and sit for long periods. Most tasks will require working on a computer. Specific vision abilities include close vision, and ability to adjust focus.
The noise level in the work environment is usually quiet but with frequent interruptions.
Other Skills & Responsibilities
- A commitment to PCADV’s mission and vision is required.
- Access to reliable transportation; willingness and ability to travel locally and statewide; some overnight travel may be required.
- Must be able to follow strict rules of confidentiality needed within the finance department.
- Ability and willingness to work cooperatively with a diverse group of people.
- Demonstrated knowledge of domestic violence and understanding of related issues.
- Commitment to ending violence against women.
- Demonstrated understanding of issues of cultural and socioeconomic diversity as they apply to domestic violence prevention, intervention and services and the intersectionality of institutionalized systems of oppression and domestic violence.
Qualified candidates should forward resume, cover letter, and salary requirements to:
Documents formatted in MS Word, pdf, or Rich Text Format may be emailed to: email@example.com
PCADV Human Resources
3605 Vartan Way, Suite 101
Harrisburg, PA 17110
Attention: Human Resources
PA Coalition Against Domestic Violence offers very competitive salaries and an excellent benefits package. We are fully committed to a culturally diverse staff to better serve domestic violence victims and program staff, many of whom experience racial, gender, economic and other/multiple oppressions. We seek people from diverse backgrounds with a commitment to PCADV’s mission to end domestic violence, to social justice and to working for social change.