Department Operations and Finance Administrator

JOB
The Department Operations and Finance Administrator for the Department of Business and Community Services (formerly known as Planning and Development) will oversee the financial compliance and operational effectiveness of this department’s Business Services Division and Community Services Division.

EXAMPLE OF DUTIES
Develops, implements and assesses policies and procedures to ensure compliance in Federal grants.Monitors all grant revenues and expenditures and contract workflow.Set up accounts within BS&A and process AP check requests for vendors and non-vendors (staff) and all incoming checks using BS&A reconciling with Federal reporting systems.Oversees and creates requisitions and purchase orders for goods and services and pays invoices for grant and general fund needs.Maintains contract fiscal reporting and payment process for accuracy and appropriateness, including quarterly audit reports to ensure compliance with funding requirements as well as all draws in IDIS and eLOCCS.Oversees contractor providing assistance to Community Development Division for HUD reporting including the annual Action Plan, CAPER and periodic Consolidated Plan creation.Maintains grant beneficiary data reporting in IDIS with assistance from Community Development Grant Coordinators and Program Managers.Provides financial guidance for Contract Coordinators handling oversight of ARPA-related contracts with external agencies to ensure all reimbursements are for eligible costs/activities.Monitor all contracts and grants deadlines and conditions to ensure timelines are kept and all relevant payments or information has been met.Work closely with Finance, Procurement, Grants Management, and all relevant involved teams to ensure contracts and grants are in compliance.Maintains accounting of all departmental funds for grants and revolving accounts including economic development loan funds and/or small business grants.Assists with budget preparation and maintenance of budgetary ledgers.Coordinates with other departments/agencies using federal grant funding for projects.Assists staff with completing grant applications.Manages contract workflow for the environment department.

SUPPLEMENTAL INFORMATION
NECESSARY SPECIAL REQUIREMENT: Possession and maintenance of a valid State of Michigan driver’s license.SUPPLEMENTAL INFORMATION: Strong knowledge of documents and spreadsheet software is strongly preferred.Ability to multitask and work in a fast-paced environment.Effectively manages priorities of project activities and deadlines and coordinates completion with other staff.Strong knowledge of federal grant-making processes from application to final reporting and contract management.Strong knowledge of Uniform Grant Guidance and ability to implement controls.Knowledge of the form and content of legal documents such as contracts, leases, deeds, and related documents.Ability to operate Microsoft Office Suite programs.Ability to learn, retain, and apply complex information, terminology, policies, and procedures.Ability to communicate effectively both orally and in writing.Ability to work independently with minimal supervision.Maintain composure under difficult circumstances.Work effectively with a wide variety of people on a broad scope of issues.Possess strong attention to detail, initiative, and self-motivation.