Health & Medical Coordinating Coalition Finance Coordinator

Franklin Regional Council of Governments

Published: 6/14/2022

Job Description

Position Purpose:

Execution of duties associated with Health and Medical Coordinating Coalition (HMCC) emergency preparedness initiatives to assist coalition members in meeting regional, state, and federal emergency preparedness objectives. Performs complex professional, technical, and administrative work involving financial management, grant administration, procurement, budget monitoring, reimbursement, and fiscal compliance for HMCC programs and initiatives. Performs all other related work as required.

Essential Functions:

(The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.)

Specific functions:

§ Serves as HMCC Finance Section Chief, tracking all HMCC revenues, expenditures, encumbrances, and balances by grant, funding source, project, and fiscal year, and maintaining detailed fiscal tracking systems and supporting documentation.

§ Prepares and submits invoices, reimbursement requests, expense reports, financial status reports, budget modification requests, and grant amendment materials to funders in a complete and timely manner.

§ Monitors grant deadlines, spending rates, period-of-performance requirements, and closeout requirements, and works with the HMCC Program Manager to develop grant budgets and expenditure projections.

§ Works with the agency’s chief procurement officer to procure goods, services, equipment, and subcontracted work in accordance with Massachusetts General Laws Chapter 30B and funder and agency policies, including preparation of quotes, RFPs, purchase orders, and contracts.

§ Maintains complete procurement, contract, and financial files, and coordinates with internal finance and procurement staff to ensure purchases, payments, and reimbursements are accurately processed and documented.

§ Maintains the HMCC equipment and inventory logging and tracking system, including receipt, assignment, location, maintenance, transfer, and disposition records, and equipment tagging as required by funders.

§ Is available to support emergency response efforts when necessary, which may involve virtual or in-person participation.

General Functions:

§ Coordinates and collaborates closely with HMCC staff, Department of Emergency Management staff, internal finance and procurement staff, coalition members, vendors, contractors, and funders.

§ Assists with the development of grant applications, budget narratives, funding proposals, project scopes, and financial portions of work plans.

§ Provides guidance to HMCC staff, coalition members, and contractors on purchasing procedures, allowable costs, documentation standards, and fiscal deadlines.

§ Prepares letters, memoranda, fiscal summaries, reports, policies, procedures, forms, and other written materials.

§ Represents the HMCC and Department of Emergency Management professionally in contacts with municipal, regional, state, federal, nonprofit, health-care, and public-safety partners.

§ Works on other departmental projects as assigned.

Performs similar or related work as required, directed or as situation dictates.

Recommended Minimum Qualifications:

Education, Training and Experience:

Bachelor’s degree in public administration, business administration, accounting, finance, nonprofit management, or a closely related field, and three to five years of progressively responsible experience in grant administration, budgeting, purchasing, accounting, contract administration, procurement, or financial management. Experience administering state or federal grants and working with public-sector procurement is strongly preferred. Equivalent combinations of education and experience will be considered.

Prior exposure to emergency management, public health preparedness, health-care preparedness, municipal government, or regional planning environments is a bonus, though not a prerequisite for this position. Certification in ICS 100, ICS 200, NIMS 700, and ICS 800 is required within six months of hire.

Knowledge, Ability and Skill:

Knowledge: Demonstrated knowledge of grant administration. Knowledge of Massachusetts General Laws Chapter 30B and public procurement requirements is strongly preferred. Familiarity with emergency management, public-health preparedness, health-care preparedness, or related public-safety grant programs is a bonus, though not a prerequisite.

Ability: Ability to plan, organize, prioritize, and manage multiple grants, procurement actions, deadlines, and financial reporting requirements simultaneously. Ability to analyze budget and expenditure information; identify discrepancies, risks, spending trends, and potential compliance concerns; and recommend appropriate action. Ability to exercise sound judgment, maintain confidentiality, and work independently while recognizing when issues require supervisory, legal, procurement, or funder consultation. Ability to establish and maintain effective working relationships with employees, municipal and state officials, coalition members, vendors, contractors, funders, and the general public. Ability to communicate technical financial, procurement, and grant-compliance requirements clearly to staff and partners with varying levels of financial experience. Ability to work under time-sensitive conditions, including grant deadlines, fiscal-year deadlines, emergency activations, and funder reporting requirements.

Skill: Excellent organizational, analytical, mathematical, written, and verbal communication skills. Skilled in standard office software, including Microsoft Excel, Word, Outlook, and shared electronic filing systems. . Strong customer-service, interpersonal, problem-solving, and follow-through skills. Must be reliable, organized, and able to meet deadlines.

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

This position is regularly required to walk, stand, sit, talk, and hear; handle, feel, or operate objects or controls; and reach with hands and arms, as in picking up paper, files, and other common office objects. On an occasional basis, the employee may be required to move boxes or materials weighing over 20 pounds, but typically not more than 35 pounds, such as during inventory handling or emergency response activities. Vision and hearing at or correctable to normal ranges.

Supervision:

Supervision Scope: Performs varied and responsible work requiring the exercise of independent judgment and initiative to complete tasks of the program’s deliverables.,

Supervision Received: Works under the general direction of the HMCC Program Manager and the Director of the Department of Emergency Management.

Supervision Given: none

Job Environment:

Work is performed under typical office conditions, with minimal exposure to occupational risks. Work environment is moderately noisy. Some evening or weekend work may be required Operates a computer, telephone, copier, and other standard office equipment. Travel between offices or to meetings may be required.

Makes regular contact with FRCOG staff, coalition members, vendors, contractors, funders, and state and federal agency representatives. Contacts occur in person, by phone, and in writing, and via various group meetings and other events.

Has limited access to confidential and/or sensitive information related to finances or projects.

Errors in judgment could result in delays or loss of service.

(This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.)