Sub-Award Grants Coordinator

IN-DOH-Sub-Award Grants Coordinator

Work Location Indianapolis, IN [Hybrid] Interview mode: Phone and in-person Duration 6+ Months

Purpose of Position/Summary:

The Sub-award Grants Coordinator is responsible for assisting the Sub-award Grant Manager with IDOH sub-award identification, audits, risk management, and federal reporting. The Sub-award Grants Coordinator will work with the programs to review IDOH budgets in order to identify existing and future subawards. This position will assist in performing sub-award audits. They will assist in creating a risk management policy to be used when choosing sub-awards. The position will collect, compile and upload any sub-award financial reporting i.e. notification of sub-awards, change of sub-awards, equipment management, etc. The platforms for these submissions are, but are not limited to, Grants.gov, GrantSolutions, RedCap, TVIS, Electronic Handbook (EHB), CAMP, PERFORMS, and eCivis.

Essential Duties/Responsibilities:

State Responsibilities:

• Act as knowledgeable resource for finance and administration to Division Directors.
• Utilize PeopleSoft Financials to monitor and report sub-award spending throughout the fiscal year.
• Coordinate with Procurement staff for necessary spending of funds.
• Maintain and make accessible financial files.
• The Grant Coordinator works with the Grant Manager for analysis, risk management and decision making on behalf of the Program, and on behalf of the state to ensure proper fund use and reporting. They are implementing Federal Grant regulations and requirements.
• The volume and complexity of the work being reviewed requires the knowledge and communication by the Grant Coordinator to ensure adherance to each grant, and ensure the ability to provide service to the state, and the health of every Hoosier.
• Perform related tasks as needed.

Federal Grant Functions:

• Assist in preparing required financial and grant reports to Federal funder.
• Assist the Grant Manager in oversight of financial aspects related to Federal grants sub-awards and required reporting.
• Assist in preparation of sub-award related closeout reports at the end of each fiscal year.
• Assist in coordination and submission of progress reports for operational or budget adjustments as required by funder.
• Gather and compile all requested information for performance measures and programmatic reporting.

Job Requirements:

• Knowledge of the purpose, philosophy and operation of the Divisions

• Knowledge of Federal and State laws, policies and procedures as they pertain to the Finance, Grants and Programmatic Divisions

• Knowledge of business administration practices and procedures and basic accounting:

• GASB-Government Accounting Standards Board
• GAAS-Generally Accepted Auding Standards
• GAAP-Generally Accepted Accounting Principals
• Risk Management

• Some ability to extend standard procedures and methods and develop new procedures and methods to deal with unprecedented situations.

• Thorough ability to work cooperatively with staff and representatives of state, local and federal agencies

• Extensive ability to read data processing printouts, analyze data and prepare reports

• Advanced knowledge of appropriate PeopleSoft Financials modules

• Advanced knowledge of Microsoft Excel, Outlook, Word and other Microsoft products

• Ability to learn and navigate reporting system such as, but not limited to RedCap and GrantSolutions

• Ability to develop new or modify existing policies and procedures

• Considerable ability to apply problem solving techniques to address issues at the State and local level

• Considerable ability to communicate verbally and in writing with individuals or in group situations

• Extensive communication skills both verbal and written

• Must have knowledge of:

• State of Indiana statute on funding, revenues, laws by legislation
• General ledger oversight, Standard Accounting rules maintained by the AOS
• State Budget Agency Circulars, and application of those circulars.
• Ability to coordinate and evaluate staff activities and recommend actions to improve productivity and efficiency.
• Ability to establish the program goals and set priorities among competing demands
• Must be able to work under pressure, prioritize tasks, and meet time-sensitive deadlines

Skill Matrix

Skill - Required / Desired - Need Experience - Candidate Experience - Last Used

Prior exp. w/ grant oversight to include analysis, risk management and decision making and required reporting on behalf of a government program. - Required - 3 Years

Prior wrking exp. w/People Soft Financials. - Required - 2 Years

Prior exp. preparing financial and grant reports to Federal Funder. - Required - 2 Years

Prior exp. gathering and compiling all required information for performance measures & programmatic reporting. - Required - 2 Years

Extensive ability to read data processing printouts, analyze data and prepare reports. - Required

Advanced knowledge of Microsoft Excel, Outlook, Word and other Microsoft products - Required

Ability to learn and navigate reporting system such as, but not limited to RedCap and GrantSolutions - Required

Knowledge of the State of Indiana statute on funding, revenues, laws by legislation, general ledger oversight & standard accounting rules. - Required - 2 Years

Knowledge of laws, regulations, and standards of federal grants. - Required - 2 Years

Associate's Degree in fiscal or business management. - Highly desired

Prior auditing experience - Highly desired - 2 Years