Administrative Specialist

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INTRODUCTION

This is a position located in the Department on Disability Services (DDS), Office of the Chief of Staff (OCS), Operations Division, Financial Services Unit (FSU).

FSU is responsible for: providing and analyzing financial data for the agency through collaboration with other Operations units and service DDS divisions to help create the annual budget and ensure the agency remains within its budget; reallocating funds to pay invoices; securing client entitlements/reimbursements; and helping to ensure that the agency and provider community remain in compliance with all applicable financial governing rules and regulations.

The purpose of this position is to assist in organizing, planning, coordinating and implementing the fiscal administrative programs for DDS.

MAJOR DUTIES

• Plans, develop, manages, and coordinates vital financial support functions, such as, budget, procurement, supply management and other technical and support services in support of a major program function.
• Reviews and approves payments processed through the DDA Consumer Information System. Provides weekly reports on the current status of Need Based Funding Requests budgets, Service Funding Authorizations, Provider Furniture Requests miscellaneous items, and mission driven initiatives across agency and District systems.
• Monitors the DDA provider budgets; Prepares weekly, monthly and quarterly statements. Responsible for preparing detailed budget charts, tables and spreadsheets in support of a variety of budgetary analyses.
• Plan, develop, and conduct analyses on substantial funding effectiveness and achieving office goals and objectives.
• Forecasts and estimates fiscal program requirements and prepares financial reports, justifications, charts, graphs, statistical and narrative data, etc., for senior level presentations and briefings to the FSU Supervisor, the Operations Program Manager, Chief of Staff and the DDA Deputy Director.
• Works within the agency and with DDA contracted providers to maintain a comprehensive list of providers and associated residential leases and budgets. Maintains listing of providers and their residential leases on Department shared drive with information such as start and stop dates for lease; address of property; lease amount (broken down to monthly cost) and cost for utilities (broken down to monthly cost) with totals for a 12-month period; allowances for furniture, clothing, food, services such as communications/ tv, etc.; as well as administrative fees.
• Oversees, evaluates, and makes recommendations for annual agency spending plans. Develops the plan in collaboration with other agencies and District government staff. Assists and provides critical support in program budget preparation and justification. Provides data and analyses for multi-year budget formulation and justification and administers the budget.
• Assists with the formulation and presentation of program budgets and supporting documents regarding financial allocations, expenditures and accountability for assigned federally funded grants, revenues, local funds, intra-districts, and other programs, fiscal and programmatic initiatives.
• Compiles and analyzes budget data, along with adapting appropriate guidelines vital to the overall formulation of annual line item and performance-based budgets.
• Meets regularly with the Office of the Chief Financial Officer (OCFO) and agency staff to discuss issues and resolve fiscal matters.
• Collaborates with the Service Planning and Coordination Division (SPCD) and Support Services to ensure that instructions and funds are transferred to OCFO in a timely manner for deposit into Personal Needs Allowance and Burial accounts.
• Receives and reconciles monthly statements from OCFO.
• Communicates with internal and external stakeholders to improve efficiency and quality of service delivery to District residents served by DDS. Stays current on laws and regulations, and works to ensure compliance with federal, local and State laws, policies, procedures, etc.
• Reviews, approves, and completes Purchase Card (P-Card) transactions. Reconciles expenditures and creates a spending plan for P-Card projected expenditures. Provides transportation and travel arrangements for staff.
• Recommend policy or operational changes to FSU Supervisor, Operations Program Manager and the Chief of Staff and monitors the implementation of those changes. Performs fiscal internal audits in certain functional areas of the Administration, as required.
• Performs liaison function to facility management, office support services, telephone and communication services, space management, procurement, warehousing, and supply logistics, including maintaining office supply inventory, property control, equipment acquisition and replacement, negotiating and administering service contracts.
• Performs other duties as required.

QUALIFICATIONS

Applicant must have one (1) year of Specialized Experience at the next lower grade level. Five (5) years of related work experience that equipped the applicant with the particular knowledge, skills, and abilities to successfully perform the duties of the position, and that is typically in or related to assessing the efficiency of a program to execute fiscal operations and grant management services in overall areas of finance and integrating them into the operation of an Administration.

EDUCATION

Minimum requirement: Bachelor’s degree in accounting, business administration or related field preferred. An equivalent combination of education and experience is required.

Applicants must have met the qualifications requirement for this position by the closing date to be eligible for this position.

WORK EXPERIENCE/KNOWLEDGE REQUIRED

Knowledge of the Department on Disability Services, DDA and the District of Columbia

procurement and financial rules and regulations sufficient to ensure compliance, provide

information, assure attainment of goals and objectives and coordinate work efforts of

others.

Knowledge of the Department on Disability Services, DDA and the District of Columbia procurement and financial rules and regulations sufficient to ensure compliance, provide information, assure attainment of goals and objectives and coordinate work efforts of others.

Knowledge of the District’s Home and Community-Based Services Waivers as required by the periodic evaluations and knowledge of administration of waivers and non-profit organizations.

Knowledge of agency's budget procedures and requirements to formulate, justify and monitor the execution of the office's budget and advise management of budget and funds control.

Knowledge of and the ability to interpret and interact with the District’s ARIBA Buyer System (PASS) and District Integrated Financial (DIFS) payments and accounting systems.

Skill in the use of automated data processing equipment to execute necessary programs essential to cohesive operations.

Ability to effectively communicate with others both orally and in writing.

NON-UNION

This position is not in a collective bargaining unit.

Work Schedule

This position requires 4 days a week in the office.

ADDITIONAL INFORMATION

Once applications are submitted, applicants will not be able to change their responses to the online questions.

The position for which the individual is applying has been identified and designated as requiring enhanced suitability screening

If tentatively selected for the position, a criminal background check, traffic record check, consumer credit check, and mandatory drug and alcohol test will be conducted (as appropriate); and

The appointee to the position may be offered employment contingent upon receipt of a satisfactory enhanced suitability screening.

How You Will Be Evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

Your application includes your resume, responses to the online questions, and required supporting documents. Please be sure that your resume includes detailed information to support your qualifications for this position; failure to provide sufficient evidence in your resume will result in a "not qualified" determination.