IN-DOH-Sub-Award Grants Coordinator

The incumbent is responsible for financial management activities of the program to ensure compliance with State and Federal regulations regarding sub-awards.

Purpose of Position/Summary:

The Sub-award Grants Coordinator is responsible for assisting the Sub-award Grant Manager with IDOH sub-award identification, audits, risk management, and federal reporting. The Sub-award Grants Coordinator will work with the programs to review IDOH budgets in order to identify existing and future subawards. This position will assist in performing sub-award audits. They will assist in creating a risk management policy to be used when choosing sub-awards. The position will collect, compile and upload any sub-award financial reporting i.e. notification of sub-awards, change of sub-awards, equipment management, etc. The platforms for these submissions are, but are not limited to, Grants.gov, GrantSolutions, RedCap, TVIS, Electronic Handbook (EHB), CAMP, PERFORMS, and eCivis

The Grant Coordinator assists in the critical oversight, and risk management review of financial and grant activity. They will be working with teams, including accountants, and deputy controllers.

The Grant Coordinator provides assistance to the Program directors, who is their business partner, to ensure success in managing grants, goals, timelines, providing expertise in review of financial activities and purpose. The Grant Coordinator will assist in ensuring reconciled reports, presenting information for decision making, and understanding by the customer and as directed by the federal grant requirements.

The Grant Coordinator may have additional federal requirements of reporting, sub-award audits, county support, or state review of federal grant funds initiated by OMB/SBA and MOU to IDOH, as well as State agency MOU of grant participation and accountabilities.

Essential Duties/Responsibilities:

State Responsibilities:

• Act as knowledgeable resource for finance and administration to Division Directors.

• Utilize PeopleSoft Financials to monitor and report sub-award spending throughout the fiscal year

• Coordinate with Procurement staff for necessary spending of funds

• Maintain and make accessible financial files.

•The Grant Coordinator works with the Grant Manager for analysis, risk management and decision making on behalf of the Program, and on behalf of the state to ensure proper fund use and reporting. They are implementing Federal Grant regulations and requirements.

•The volume and complexity of the work being reviewed requires the knowledge and communication by the Grant Coordinator to ensure adherance to each grant, and ensure the ability to provide service to the state, and the health of every Hoosier.

• Perform related tasks as needed.

Federal Grant Functions:

• Assist in preparing required financial and grant reports to Federal funder.

• Assist the Grant Manager in oversight of financial aspects related to Federal grants sub-awards and required reporting.

• Assist in preparation of sub-award related closeout reports at the end of each fiscal year.

• Assist in coordination and submission of progress reports for operational or budget adjustments as required by funder.

• Gather and compile all requested information for performance measures and programmatic reporting.

Financial Management:

• Maintain and monitor PeopleSoft Financials queries to prevent overspending.

• Assist in monitoring inventory for sub-award equipment purchased with Federal funds.

• Assist in the coordination and performance of sub-award financial management reviews/audits to ensure accuracy of accounts.

• Assist in providing financial consultation and grant technical assistance to sub-awards.

• Monitor and analyze financial and grant reports from sub-awards.

• Assist in conducting sub-award reviews to ensure compliance with policies and make recommendations for improvement.

• Maintain contract, budget, grant, and financial files.

• Utilize PeopleSoft Financials for review and approval of vendor claims, processing of payments, and oversight of other expense transactions.

Job Requirements:

• Knowledge of the purpose, philosophy and operation of the Divisions

• Knowledge of Federal and State laws, policies and procedures as they pertain to the Finance, Grants and Programmatic Divisions

• Knowledge of business administration practices and procedures and basic accounting:

• GASB-Government Accounting Standards Board

• GAAS-Generally Accepted Auding Standards

• GAAP-Generally Accepted Accounting Principals

• Risk Management

• Some ability to extend standard procedures and methods and develop new procedures and methods to deal with unprecedented situations.

• Thorough ability to work cooperatively with staff and representatives of state, local and federal agencies

• Extensive ability to read data processing printouts, analyze data and prepare reports

• Advanced knowledge of appropriate PeopleSoft Financials modules

• Advanced knowledge of Microsoft Excel, Outlook, Word and other Microsoft products

• Ability to learn and navigate reporting system such as, but not limited to RedCap and GrantSolutions

• Ability to develop new or modify existing policies and procedures

• Considerable ability to apply problem solving techniques to address issues at the State and local level

• Considerable ability to communicate verbally and in writing with individuals or in group situations

• Extensive communication skills both verbal and written

• Must have knowledge of the:

•State of Indiana statute on funding, revenues, laws by legislation

•General ledger oversight, Standard Accounting rules maintained by the AOS

•State Budget Agency Circulars, and application of those circulars.

• Ability to coordinate and evaluate staff activities and recommend actions to improve productivity and efficiency.

• Ability to establish the program goals and set priorities among competing demands

• Must be able to work under pressure, prioritize tasks, and meet time-sensitive deadlines???

Supervisory Responsibilities/Direct Reports:

The incumbent will not supervise.

Difficulty of Work:

The incumbent receives general direction from the director and performs work in accordance with generally accepted management and business administration practices. The incumbent uses considerable judgment in developing tools, procedures and policies for coordinating and conducting financial and grant management activities required to maintain compliance with Federal and State regulations.?The incumbent will be expected to perform reporting and reconciliation procedures for risk management, program support, and federal grant requirements.????

Responsibility:

The incumbent is responsible for financial management activities of the program to ensure compliance with State and Federal regulations regarding sub-awards.

Personal Work Relationships:

The incumbent works with Federal and State representatives as well as program division staff and contract representatives for the purpose of answering questions, providing information and resolving problems.

Physical Effort:

This position requires work at a desk computer for the majority of the day.

Working Conditions:

Work is performed in a standard office environment. Some travel is required.

Required/Desired Skills