Administrator, Bureau of Budget & Contract Compliance, Allegheny County                        L0235

Definition:

This is managerial and advanced technical work developing and administering the operational aspects of the Allegheny County Department of Human Services (DHS) budgetary and contract compliance mechanisms. The employee in this class is responsible for developing and administering the operational aspects of the

Allegheny County DHS budgetary and contract compliance mechanisms, including overseeing the contract process for DHS; performing complex fiscal analyses of the data submitted by contract agencies; coordinating the assembly, distribution, receipt and control of all DHS contracts by subordinate supervisory staff; reviewing requests for Board of Commissioners Action regarding proposed or amended contracts; ensuring that service providers are contractually in compliance; monitoring State, Federal and County revenue by fund to avoid over-allocations; overseeing the maintenance of records of financial obligations; performing comparative budget versus actual expenditures analyses of allocations as required; and monitoring billings submitted by DHS consultant contracts to ensure compliance.

Work also involves assisting in the preparation of financial budgets; analyzing Income Expenditure reports to jointly assess, with other offices, the impact on future State allocations; overseeing the preparation of the County budget for DHS; providing advice and counsel on programmatic, financial an contractual details; and coordinating and collaborating with DHS functional units regarding financial analyses, budgets, contracts, fiscal compliance and contract monitoring.

Supervision is exercised over a large professional, technical and clerical staff.  Work is performed independently under the general direction of the Deputy Director, Office of Administration who reviews work for compliance with applicable policy and the effectiveness of results.

Examples of Work:

Develops and administers the operational aspects of the Allegheny County DHS budgetary and contract compliance mechanisms.

Oversees the contract process for the DHS; interprets boilerplate contracts, State/Federal grants and pertinent laws and regulations which impact upon the Department; refers all proposed changes to contracts vial regulations, etc., to the County Law Department for final resolution; and ensures that recommended changes are incorporated by the Contract Coordinators into the boilerplate prior to printing.

Performs complex fiscal analyses of the data submitted by contract agencies; makes changes in any DHS fiscal or contracting procedures that would be administratively beneficial.

Coordinates the timely day-to-day assembly, distribution, receipt, and control of all DHS contracts, through the Contracts Coordinators.

Reviews Requests for Board of Commissioner=s Action prepared by the Contract Coordinators prior to the Director’s signature for all proposed contracts, amendments and modifications; and ensures that these requests follow the internal legislative request process to insure availability of State, County and Federal revenue; reviews and approves Board Action Information Sheet.

Coordinates the process to prepare for the Director’s signature, all contracts and accompanying letters of allocation for issuance to the service providers, highlighting any specific details/purposes associated with the funding.

Ensures that service providers are contractually in compliance by maintaining evidence of insurance coverage for general liability, professional, automobile liabilities, workman=s compensation and fidelity bond insurance for all DHS contract agencies, as appropriate; ensures that updated certificates of compliance for private licensed facilities are maintained by Contract Coordinators.

Ensures that service providers remain programmatically and fiscally in compliance to deter audit disallowances; ensures Program compliance with the terms and conditions specified in the State Department of Health (DOH), Bureau of Drug & Alcohol

Programs (BDAP) contract, various Department of Public Welfare (DPW) mandates, federal grants and other contracts; and ensures the maintenance of a detailed policy and procedures manual specifically for the Office of Budget & Compliance and other offices directly affected by the contract process.

Monitors State/Federal/County revenue by fund type to avoid over-allocation beyond current revenue awards as it pertains to service provider contracts and the DHS budget; coordinates the collection of fiscal data from State allocations, agency budget submissions and DHS fiscal data.

Upon collection, programs data for computerization so that retrieval of all financial data is made easily accessible via various report formats to meet the needs of the Administrative Division Manager and staff; analyzes the financial data and provides recommendations for actions, change, or strategic planning.

Maintains service provider contract allocations by total contract, fund types, cost centers/activities and revenue, to (1) insure the level of funding budgeted per fund type remains at the levels stipulated by DPW, BDAP, and the DHS and (2) assist the Division Manager and staff in decisions regarding services purchased by the program to prepare State reports for the planning and projecting of fiscal year contract and with the issuance of subsequent modifications or amendments.

Oversees the maintenance of records of financial obligations for future service provider contract awards; and monitors obligations based on anticipated revenue awards by fund type and activity when available.

Performs comparative budget versus actual expenditures analyses of service providers’ allocations and on the overall program as required; analyzes the impact of changing provider agencies from program-funded to fee-for-service method of reimbursement.

Monitors billings submitted by the DHS consultant contracts to ensure compliance with the conditions specified under contract.

Negotiates with the vendors new agreements as necessary.

Assists in cooperation with other program offices, in the preparation of financial budgets required for the State Annual Budget Plans by statistically verifying the relationship of fiscal and productivity data accumulated from contract agencies.

Analyzes Income Expenditure reports against budgets to jointly assess, with other offices, the impact on future State revenue and service provider allocations; and analyzes discrepancies and other problem areas between County and State budgets.

Oversees the preparation of the County Budget for the DHS.

This includes revenue projections for all funding sources, calculation of county match and projections for expenditures over 18 months into the future; solicits input from other program offices especially in projecting expenditures and revenues.

Provides advice and counsel on programmatic, financial and contractual details; requests initiation of standard contract to the County Solicitor for review, and recommends renewal, non-renewal, cancellation or initiation of contracts with agencies, to the

Manager, Division of Administration; and identifies contract issues which may impact on the County and/or the DHS; discusses issues and alternatives with the

Division Manager and makes recommendations for planning strategies toward resolving the issues.

Plans and directs all activities through staff supervisors by establishing policies and procedures and providing technical guidance when necessary; conducts regular meetings with staff supervisors; attempts to resolve problems in the programmatic and budgetary areas and sets priorities; prepares Performance Evaluations for supervisors; and provides for on-going evaluation of staff needs for in-service training and training programs.

Coordinates and collaborates with functional units dealing with financial analyses, budgets, contracts, fiscal compliance and contract monitoring in carrying out assigned budget and compliance functions.

Oversees the financial, and to a limited extent, programmatic monitoring of all contracts to ensure terms of contracts are being met.

Oversees the preparation of reports and Plans for Corrective action to be sent to other program offices and service providers.

Ensures follow-up on all corrective action deficiencies.

Required Knowledges, Skills and Abilities:

Knowledge of the principles and practices of budget administration with special reference to governmental procedures, practices and objectives.

Knowledge of current theory in budget administration.

Knowledge of the principles and practices of governmental accounting.

Knowledge of the principles and practices of supervision and office management.

Ability to plan and direct the work of subordinates engaged in the preparation, analysis, and control of departmental budgets.

Ability to comprehend program goals, objectives, and operations and to relate these to budgetary analysis.

Ability to apply and promote the use of management techniques in governmental and private sector agencies in order to obtain budgetary savings.

Ability to aid and encourage program administrators to utilize the budget process in current and long-range planning.

Ability to prepare and interpret financial reports and statements.

Ability to organize and present clear and concise oral and written reports of findings and recommendations.

Ability to establish and maintain effective working relationships with associates, subordinates, and representatives of other governmental and private sector agencies.

Minimum Experience and Training:

Five years of progressively responsible professional experience in the preparation and monitoring of budgets, reviewing and monitoring contracts for fiscal compliance, or overseeing the contract initiation process, including three years in an administrative or supervisory capacity, and a bachelor=s degree;

or

Any equivalent combination of experience and training.

Commonwealth Equivalent PSG ST09