TJJD - Grant Specialist V - County Grants Fiscal Administrator - (AUS) - 41601

GENERAL DESCRIPTION

Performs highly advanced and / or supervisory (senior-level) grant development, coordination, and administration work relating to budgeting and accounting of juvenile justice grants disbursed to Texas juvenile probation departments.

• Work involves contributing to the preparation, maintenance, and reporting of grants; coordinating the submission and review of required grant budgets, disbursements and expenditure reports;
• monitoring grant expenditures to determine compliance with requirements and standards; tracking grant waivers, de-obligations;

refunds and contract amendments; providing technical assistance and support to grant recipients; and serving as a liaison between grant recipients, the Texas Juvenile Justice Department, and other state and federal government entities.

May plan, assign, and / or supervise the work of others.

Works under minimal supervision, with extensive latitude for the use of initiative and independent judgment. May be required to work in excess of 40 hours per work week, travel, and be on-call.

ESSENTIAL FUNCTIONS

• Reviews annual budget applications submitted by juvenile probation departments applying for or receiving grant funds for compliance with state and federal statutes, contract requirements, and internal regulations;
• examines operating budgets of juvenile probation departments to determine appropriate allocation of funds; provides technical guidance and consultative services to juvenile probation departments regarding budget application requirements;

reviews accounting and financial documents for accuracy and compliance with established guidelines.

Monitors grant disbursements to ensure compliance with state and federal regulations and availability of funds. Verifies appropriate payments and reimbursements for all probation and community services invoices, including the Juvenile Justice Alternative Education Programs, and submits for approval and processing.

Reviews, analyzes, and processes certification of Local Expenditure Report and the juvenile probation department grant quarterly expenditure reports;

analyzes expenditure patterns and makes recommendations on the use of funds; informs management of probation department budget deviations, problems, and events likely to affect operations supported by allocated funds, explains causes, and measures effect on allocated funds.

Conducts on-site reviews and evaluations of juvenile probation department fiscal program operations that are complex to highly complex in nature, including review of internal control systems and accounting records for adequacy, accuracy, and compliance with laws, regulations, policies, procedures, and budgets.

Prepares detailed and comprehensive audit reports of review findings, to include recommended changes in fiscal procedures and recommendations for appropriate utilization of resources as needed and client responses to recommended changes;

prepares justifications for implementing operational changes.

Assists management in the preparation of grant contracts for probation services and related amendments; maintains files of all grant contract documents and required reports;

prepares financial reports or spreadsheets at the request of juvenile probation departments or TJJD management; prepares technical reports of grant funding, payments and refunds.

Maintains the grant manager financial management database and historical data, as necessary, providing technical guidance and consultative services to the juvenile probation departments and county auditor’s offices.

Collaborates in the development of procedures and standards for TJJD Grant Department functions / activities and with Probation Services Division staff in meeting established objectives and goals;

shares information, identifies concerns and trends, and recommends improvements to resolve problems or enhance operations.

Reports any presence or perception of racial, ethnic, and / or gender disparities.

Performs a variety of related duties not listed, to be determined and assigned as needed.

Performs all duties in compliance with agency safety policies and procedures :

• Reports safety hazards and corrects hazards when possible.
• Completes required documentation in the event of an accident / injury within requested time frames.

Attends work on a regular and predictable schedule in accordance with agency attendance and leave policies.

Qualifications

MINIMUM QUALIFICATIONS

Bachelor’s degree with major coursework in public administration, business, or a related field. Four years of full-time wage earning experience in the administration, development, coordination, and monitoring of grants.

High School Diploma or equivalent. Eight years of full-time wage earning experience in the administration, development, coordination, and monitoring of grants.

Required :

Certification as a Certified Texas Contract Manager (CTCM) or ability to obtain certification within 6 months of hire.

Preferred :

• Graduation from an accredited four-year college or university with major coursework in public administration, business, or a related field.
• Certification as a Certified Public Accountant (CPA), Certified Internal Auditor (CIA), Certified Management Accountant (CMA), or Certified Government Auditing Professional (CGAP).

Experience and Education Substitutions :

• One year of appropriate experience may be substituted for one year of college (30 course hours) on a year for year basis.
• Completed course hours of undergraduate study may be substituted for up to four years of experience on a basis of 30 course hours for one year of experience.
• Completed course hours of graduate study may be substituted for up to two years of experience on a basis of 12 graduate course hours for one year of experience.
• Experience requirements may be satisfied by the prorated part-time equivalent.

Note : Any degree, diploma, high school equivalent, or course hours required to meet minimum qualifications must be obtained from an accredited educational institution.

PHYSICAL DEMANDS AND WORKING CONDITIONS

The following physical demands and working conditions are representative of those encountered and / or necessary for the employee to successfully perform the essential functions of this job.

Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.

Analyzing Ability to communicate effectively, orally and in writing Ability to see Ability to hear (with or without aid) Heavy lifting, up to 25 lbs.

Heavy carrying, up to 25 lbs. Pulling Pushing Walking Standing Alphabetizing Repeated bending Operate motor equipment Reaching above shoulder Grasping Identify colors

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of :

• Laws and regulations pertaining to grants and contract administration.
• Research and budgeting processes.
• Business administration principles and practices, including financial management and accounting.
• Program planning and development.

Skill in :

• Grant preparation, development, evaluation, and monitoring.
• Report writing.
• Budget development and monitoring.
• Use of a computer and applicable computer software.

Ability to :

• Conduct field investigations, collect data, and prepare analytical reports.
• Interpret guidelines, policies, procedures, and regulations.
• Analyze accurate and relevant audit information.
• Evaluate contracts.
• Evaluate fiscal data for reasonableness, necessity, and conformity with grant requirements.
• Communicate effectively, both orally and in writing.
• Prioritize and manage multiple tasks; plan, organize, and coordinate work assignments; and meet deadlines.
• Recognize when decisions need to be made, process information logically, make decisions, and demonstrate the soundness of those decisions.
• Work collaboratively with all stakeholders and maintain a professional, courteous demeanor.
• Assign and / or supervise the work of others.
• Travel and work in excess of 40 hours per work week.

Benefits include : Retirement plan, paid group health & life insurance for employee, paid holidays, paid vacation leave, paid sick leave, longevity pay, educational assistance program, employee assistance program.

Optional add-on benefits include : Dental, Vision, Optional Life Insurance, Voluntary AD&D Insurance, Dependent Health & Life insurance, Health & Dependent care flexible spending accounts, etc.

Additionally, certain designated positions are eligible for hazardous duty pay, career ladder advancements, and free meals while on duty.