Under the direction of the Contracts & Fiscal Planner, the responsibilities of the Contracts & Fiscal Planner Specialist include assisting with the management of various State and County contracts, subcontracts, and grants to ensure compliance with funding requirements and County policies. Also, assisting with the administration of the allocation of funds/Request for Proposal processes. Assisting with the administration of Division contract operations, including developing program specifications, budget details, reporting and payment processes. Assisting with the management of the monitoring process for approximately 55 non-profit, contracted programs/services. Assisting with the management of coversheets and resolutions for the Dept of Human Services. The Contracts & Fiscal Planner Specialist maintains a standardized and coordinated approach to contracting for the Division and ensures the County’s programmatic and fiscal compliance with contractual obligations and County policies.
Essential Functions
- Contract Management: Ensure contract compliance with State, County, and Federal policies by non-profit community agencies.
- Monitoring Process: Assist in coordinating the monitoring process of approx. 55 programs for the Division to coordinate the site reviews and ensure that all supporting documents are reviewed in relation to the proposal as well as to County planning documents and that the reports are sent out timely and responses received; provide technical assistance to the non-profit agencies on concerns identified through the monitoring process. Conduct on-site reviews of contracted programs/services with other staff; develop reports, identify issues of concern, develop action steps with Contracts & Fiscal Planner to be discussed with agency director for implementation. Provide follow-up assistance on implementation of recommendations.
- Assist in the preparation of RFP processes: Help coordinate distribution, review, and funding allocation processes for numerous funding sources for OAP, including Non-Profit Purchase of Services, Alcoholism and Drug Abuse Services, Municipal Alliance Funds, and any new/altered funding.
- Troubleshooting for OAP Staff, as well as for staff of contracted agencies. Resolve fiscal, contract, RFP, budget, and monitoring issues as requested.
- Assists in preparing/reviewing Resolutions and supporting documents. Ensure compliance with County policies to secure Commissioner approval for all OAP Resolutions related to contract submissions, applications, modifications, and notifications of funding.
- For other Dept. Divisions: Assists in reviewing Resolutions and supporting documents. Ensure compliance with County policies to secure Department Director’s approval for placement on Commissioners Meeting agenda.
- Assist in contract development. Develop new contract documents, reporting/payment mechanisms asnew funding sources are secured and as funding changes.
Assist in management of contract payments and county reimbursement process: Prepare Quarterly fiscal and programmatic level of service reports for state master contracts for OAP; compiling data from subcontractors, review preparation of reports of other OAP staff if requested. Manage payments for the 25+ Non–Profit Purchase of Services contracts and Mental Health Administrators Reimbursement. Manage electronic filing of reports and payment requests.
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Qualifications
Essential
- Five years’ work experience related to government administration with a minimum of two years’ government grant management experience.
- Proficient in computer applications including Microsoft Office Suite.
- Basic knowledge of accounting principles.
- Knowledge of Somerset County/NJ government structure and operations, Federal, Private and State funding policies, purchasing policies, reporting requirements and contracting process.
- Possession of a valid NJ Driver’s License.
- 2 years’ experience with contracting, monitoring, nonprofit/grant fund management.
- Ability to follow electronic grant/reporting instructions (such as Excel based reporting and/or other formats depending on grant source).
Familiarity with computerized financial management systems.
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Hours: Full time: 35 hours/week
Salary range: $45,000 - $55,000/year
Benefits include health coverage (medical, prescription, and dental), paid time off (vacation, holidays, and sick), a deferred compensation plan, and enrollment in the NJ State Pension System.
