Associate Fiscal Director - School of Social Work, | University of Illinois - Urbana-Champaign
University of Illinois - Urbana-Champaign
Location
Urbana, IL | United States
Job description
Associate Fiscal Director - School of Social Work, Fiscal Administration Located in Champaign, IL Job Summary As a key member of the Administrative team of the Office of Contract Administration and IDCFS Office of Research and Child Well-Being Clinical and Child Services, the Associate Fiscal Director will assist in the management of all business functions of the Division with the collaboration and input of other key staff in the division. Provides leadership, expertise, and direction to the Fiscal Director and all partners.
Leadership and Consultation - As the Associate Fiscal Director, serves as a fiscal advisor to the Fiscal Director, DCFS Senior Deputy Directors, Associate Director and Division administration, regarding the overall business programs of the Office of Research and Child Well-Being (Early Childhood, Early Childhood Court Teams, and Family First Prevention Services), the Office of Professional Development (FISP, Pride Trainers, Pride, and Parent Division, Pre/In-Service Training, Registration and Logistics, Academic Partnerships, and Learning and Development, Child Protection Training Academy), the Division of Clinical Practice (Permanency and Planning, Integrated Assessment, Trauma-Informed Services, Social Work Practice, and Field Support, Psychology and Psychiatry, Behavioral Health, Health Services, Domestic Violence, Sexual Behavior Problems, and Specialty Services), the Division of Quality Enhancement.
- Administer the day-to-day operations of the Business Unit within the office of the deputy reviews and examine correspondence, reports, and vouchers. Checks for appropriate back-up documentation (billing statements, receipts for reimbursement, prior approval authorizations, etc.) and compliance of payment request with the rules and regulations of the office of the Comptroller, the Travel Regulatory Board, and IDCFS regarding the request for payment verifies Title IV-E regulations as they apply to a specific billing activity.
- Provides advice and expertise to DCFS and Deputy Directors, including the development of policy recommendations for establishing and revising DCFS business rules and procedures
- Provides authoritative, detailed professional, and technical knowledge and expertise in the field of business and public administration.
- Assist in the coordination of the business administration functions of the DCFS Office of Research and Child Well-Being, the Division of Clinical Practice, Office of Learning and Professional Development, and the Office of Quality Enhancement with all other DCFS and University units, sections or divisions.
- Provides consultation and leadership and acts as a liaison to the Office of Contract Administration staff on contracts.
- Provides leadership on the management of Division resources and establishes and maintains all standard operating procedures of the Fiscal Unit.
- Assist the Fiscal Director in the analysis and review of vouchers of the unit as they relate to approved expenses for specific program areas.
- Provide regular status reports to Deputy Directors and Program Administrators and monitors for expenditure tracking and program evaluation.
- Respond to vendor questions as they apply to vouchers returns for correction vouchers which do not meet the audit conditions requests information from vendors when clarification is needed to properly complete the auditing of a voucher. Reviews to ensure that proper signatures are affixed to the vouchers prepares vouchers for submission for payment by separating, folding, and stapling vouchers to meet the requirements of the Office of the Comptroller.
- Procure and administer hotel and conference contracts by working independently within the DCFS Office of Contract Administration to follow CMS guidelines for contract procurement and execution.
- Work with the Hotel coordinators and attend planning meetings for the African American, Latino and Asian Advisory Councils to assist in not exceeding their budget for the fiscal year.
- Acts as liaison to University and IDCFS business units attends University and DCFS Division business meetings as assigned.
Fiscal Administration and Management
- Tracks contract spending projections to request contract modification. Responsible for maintaining a contract compliance tracking system to document that contractors have submitted all required reports and that contract files are maintained with all appropriate documents.
- Monitor clinical and training contracts for compliance with DCFS procedures and guidelines as related to program evaluation and measurable outcomes by liaising with program managers and Create Procurement Business Cases (PBC's) in the Remedy System for all support Service Contracts over $10,000 by researching and listing necessary justifications and monitoring Case status through contract execution.
- Conduct annual monitoring reviews for all contracts to verify employee files are up-to-date and are in accordance with the program plan and budget.
- Formulate management reports as requested by the business coordinator reviews vendor information established on IDCFS's computerized system and compares with information on the Statewide Accounting Management System (SAMS) utilized by the Office of the Comptroller to ensure that the information presented conforms to current vendor data monitors to ensure that erroneous or obsolete vendor information is corrected/updated before submission of the voucher to the Comptroller for payment.
- Develop contract obligation status reports for review by Unit Managers.
- Verify mathematical accuracy of vouchers, determining the applicable appropriation and obligation to be charged cost codes the vouchers according to the complex coding scheme required by IDCFS's computerized accounting system and in compliance with the CUSAS manual.
- Work with PRIDE managers on Foster and Adoptive Parent trainings and responsible for reviewing and verifying PRIDE invoices to ensure that costs are in accordance with the budgeted amount.
- Responsible for reviewing, verifying, and vouchering invoices received from the Birth Parent Council, Statewide Foster Care Advisory Council and Adoptive Advisory Council. This includes assuring that adequate documentation of expenditures has been submitted and that costs are in accordance with the allotted blanket amount for the fiscal year.
- Verify and process court of claims affidavits which are submitted to the IDCFS for claims against lapsed appropriations. Special Projects
- Special projects as determined by the Fiscal Director, Deputy Directors, and Associate Directors of DCFS. Providing leadership, consultation, data analysis, and implementation of IDCFS and SSW outcomes and metrics. Budgeting
- Prepare contracting plans prior to each fiscal year by reconciling vendor use with current finding levels and establishing funding level recommendations for the upcoming fiscal year.
- Reviews hotel contract budgets submitted and prepare a comparison analysis of previous fiscal year budgeted expenditures and current requests to establish appropriate annual funding levels Supervision
- Serve as direct supervisor over university staff assigned to the Division Business Unit establish performance expectations and measures for purposes of review and evaluation of staff performance Other duties as assigned Minimum Qualifications Bachelor's degree in business administration, management, or a field related to the position. Three years of professional business, financial, and/or managerial work experience. Demonstrated experience in human resource management, strategic planning, and organizational development in a public or private institution. (NOTE: A Master's Degree in an area consistent with the duties of the position may be substituted for one (1) year (12 months) of work experience.) Preferred Qualifications Five or more years' experience in a public or private business organization. Experience in business or public administration, accounting, or contract administration. Knowledge, Skills and Abilities Requires specialized expertise in State of Illinois computer accounting and spreadsheet applications. Requires extensive knowledge of the principles and practices of public and business administration. Requires the ability to analyze administrative problems and exercise authority over an effective course of action. Requires the ability to develop, install and evaluate new and revised methods, procedures and performance standards. Requires ability to exercise judgement and discretion in developing, implementing and interpreting IDCFS policies and procedures. Requires the ability to develop and maintain cooperative working relationships between the WRD and the Units of the IDCFS.
Appointment Information This is a 100% full-time Civil Service 5010 - Business/Administrative Associate position, appointed on a 12-month basis. The expected start date is as soon as possible after the search posting closes. Fully-remote or hybrid work may be considered for this position. The minimum of the salary range for this position is $68,000. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity. Sponsorship for work authorization is not available for this position. For more information on Civil Service classifications, please visit the SUCSS web site at .
Application Procedures & Deadline Information Applications must be received by 6:00 pm (CST) on March 5, 2024. Apply for this position using the Apply Now button at the top or bottom of this posting. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through will not be considered. Upload your cover letter, resume, and names and contact information for three professional references. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact [email protected] . For questions regarding the application process, please contact 217-333-2137. The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify . Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Requests may be submitted through the reasonable accommodations portal , or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing [email protected] . Requisition ID : 1021908
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About University of Illinois - Urbana-Champaign
The University of Illinois at Urbana-Champaign has earned a reputation as a world-class leader in research, teaching, and public engagement. With our land-grant heritage as our foundation, we pioneer innovative research that tackles global problems and expands the human experience. Our transformative learning experiences, in and out of the classroom, are designed to produce innovative alumni who desire to make a significant, societal impact.
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