2C43

PAY RANGE: N23

HEALTH AND HUMAN SERVICES ASSISTANT FISCAL ADMINISTRATOR

GENERAL DEFINITION

This is administrative and technical fiscal work planning, directing and overseeing budget development and expenditure control systems, or the administration and processing of federal and state funding resources for children, in an agency providing health and human services. The employee in this class directs a staff responsible for planning and maintaining budgets for grants and contracted services, monitoring expenditures and encumbrances, and analyzing and recording data on financial transactions; or planning and directing the administrative, accounting, and/or invoicing processes required by federal and state agencies for care and services for children using Title IV-E and/or TANF funds. Work involves determining an agency’s obligations for grants and contracted services, and developing contingency plans in light of projected budgetary surpluses or deficits. Significant aspects of the work include directing the daily budget and/or accounting activities of the office, including developing operational policies and procedures for office and/or contract agency staff, ensuring that eligibility determinations and reporting requirements for funding sources are met, and participating in the preparation of an agency’s budget for the provision of services. Work is performed under the direction of an administrative superior.

ALLOCATING FACTORS: (The following conditions must be met for a position to be

allocated to this class.)

1. The position must perform administrative and technical fiscal work planning, directing and overseeing budget development and expenditure control systems; OR planning and directing the administrative, accounting, and invoicing processes required by federal and state agencies for care and services for children using Title IV-E and/or TANF funds in a health or human service agency.

2. The position must direct a staff responsible for planning and maintaining budgets for grants and contracted services, monitoring expenditures and encumbrances, and analyzing and recording data or financial transactions; OR direct a staff responsible for eligibility determination, invoicing, licensure verification, and accounts payable for adoption assistance, Subsidized Permanent Legal Custodians (SPLC), foster care maintenance claims, social security claims, medical claims, child support enforcement, community-based prevention, and in-home prevention services.

TYPICAL EXAMPLES OF WORK (ILLUSTRATIVE ONLY)

Budget Development and Expenditure Control Assignment:

Establishes policies, procedures, and reporting requirements for office and contract agency staff in accordance with governmental laws and regulations; ensures compliance with policies and procedures either directly or through subordinates; develops and updates an operational manual ensuring that information remains current in response to changes in laws or regulations or modifications in office procedures; makes recommendations to superior for program modifications to enhance the effectiveness and efficiency of office operations.

Participates in the agency allocation process with health and human service program managers; determines obligations of each funding source by computing provider agency allocations and the administrative costs of the office; determines anticipated funding from governmental and other funding sources; analyzes the financial obligations in comparison to funding available and prepares a report of findings and recommendations for review by superior and program managers.

Plans, assigns, and reviews the work of a staff who assist in the establishment of authorized levels of reimbursement for grant and contract providers; establishes budget variance levels for agencies; oversees the review of invoices submitted by agencies through subordinates; ensures, through subordinates, that expenses submitted are eligible in accordance with policies and regulations; reviews and analyzes variance reports prepared by staff at the service provider level and in the program aggregate by funding source.

Directs staff in the preparation of budgets and quarterly expenditure reports as required by funding sources; oversees and participates in the preparation of the office's annual expenditure report; manages the invoice reimbursement processing required by state and federal funding in accordance with State Act 148; prepares other reports as required or upon request of funding sources or departmental administrators.

Directs staff in the preparation and monitoring of grants and contracts with provider agencies; insures that contracts comply with City and funding agency requirements.

Supervises staff in monitoring the financial performance of provider agencies through annual site reviews; develops monitoring protocol and reporting format to be followed.

Oversees the review of audit reports prepared by accounting firms in determination of the propriety of invoiced expenditures and the financial condition of provider agencies; participates in the development of the audit program utilized by the accounting firms; establishes protocols and procedures to be followed.

Directs staff in the development, modification, and maintenance of the division's computerized accounting system; oversees the development and maintenance of a payment and encumbrance system, which monitors all advances and disbursements to agency providers.

Reviews proposed legislation; determines impact of proposed changes on the City programs; prepares a response to the legislative body; meets with governmental officials to resolve problems related to funding or other fiscal matters.

Provides a consultative service to contract providers in all phases of the fiscal operations; interprets policies, procedures and reporting requirements for provider agencies; meets with providers to resolve problems encountered.

Performs related work as required.

Third-Party Billing Assignment:

Plans and directs the administrative, accounting, and invoicing processes required by federal and state agencies for care and services for children using Title IV-E and/or TANF funds; plans, directs and prioritizes the work of units engaged in eligibility determination, invoicing, licensure verification, and/or accounts payable for adoption assistance, Subsidized Permanent Legal Custodians (SPLC), foster care maintenance claims, social security claims, medical claims, child support enforcement, community-based prevention, and in-home prevention services; directs payments made to individual care givers, Community Umbrella Agencies, and other contracted providers; coordinates provider payments and revenue source reimbursements; directs the maintenance and storage of applicable records.

Participates in the agency allocation process with human service program managers; determines obligations of each funding source by computing provider agency allocations and the administrative costs of the office; determines anticipated funding from governmental and other funding sources; analyzes the financial obligations in comparison to funding available and prepares a report of findings and recommendations for review by superior and program managers.

Plans, assigns, and reviews the work of a staff who assist in the establishment of authorized levels of reimbursement for grant and contract providers; may establish budget variance levels for agencies; oversees the review of invoices submitted by agencies through subordinates; ensures, through subordinates, that expenses submitted are eligible in accordance with policies and regulations; reviews and analyzes variance reports prepared by staff at the service provider level and in the program aggregate by funding source.

Manages the invoice reimbursement processing required by state and federal funding in accordance with State Act 148 and Act 80 or related laws and regulations; prepares other reports as required or upon request of funding sources or departmental administrators.

Supervises staff in monitoring the financial payments for the Department of Human Services Accounts Payable and Billing, and Eligibility Determinations and Adoptions Units through scheduled site reviews; develops monitoring protocol and reporting format to be followed.

Directs staff in the development, modification, and maintenance of the division's computerized eligibility and accounting system; oversees the development and maintenance of a payment and encumbrance system, which monitors all advances and disbursements to agency providers.

Reviews proposed legislation; determines impact of proposed changes on the City programs; meets with governmental officials to resolve problems related to funding or other fiscal matters.

Directs the analysis of administrative activities, programs and fiscal data; makes final determinations and resolves eligibility, licensure, and payment issues; responds to program audits and reviews by federal and state funding agencies; represents the department at state funding conferences; prepares final invoice submissions; directs the reconciliation of contracted provider service and billing statements; assists in database maintenance for related contracts and operations as required.

Performs related work as required.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

KNOWLEDGE OF:

Both Assignments

· the regulations and guidelines affecting fiscal activity in a health and/or human service program as imposed by governmental regulatory agencies and third-party revenue sources

· the principles and practices of budget formulation, evaluation and administration for health and human service programs

· the principles and techniques of developing and maintaining cost and performance statistics

· accounting principles, practices and techniques

· contract preparation and administration

· grant management

Third-Party Billing Assignment

· third-party billing and invoicing procedures for the Title IV-E and TANF programs

· grant and entitlement program management

· revenue sources involved in funding care and services for children under the jurisdiction of the Department of Human Services.

ABILITY TO:

· direct budget development, expenditure control and financial recordkeeping activities for the Budget Development and Expenditure Control assignment

· supervise a group of employees engaged in developing and maintaining budgetary and related records for the Budget Development and Expenditure Control assignment

· analyze and assess the financial status of the agency programs for the Budget Development and Expenditure Control assignment

· supervise a group of employees engaged in eligibility determination, invoicing, licensure verification, or accounts payable for the Third-Party Billing assignment

· learn federal and state laws, policies and regulations and departmental procedures pertaining to budgeting and expenditure control or funding resources applicable to the area of assignment

· learn computerized accounting, budgeting or third-party billing information systems required by assignment

· make sound recommendations in the resolution of operational and procedural problems

· develop policies and procedures in conformance with governmental regulations

· assess the impact of proposed legislation on the City programs

· present ideas effectively, both orally and in writing

· establish and maintain effective working relationships with government officials, departmental administrators, associates and subordinates

MINIMUM ACCEPTABLE TRAINING AND EXPERIENCE (The following statement represents the minimum training and experience standards which will be used to admit or reject applicants for tests. Applications submitted by candidates for this class will be reviewed based on training and experience requirements as approved on 12/17.)

EDUCATION:

Completion of a bachelor's degree program at an accredited college or university with major course work in accounting, business administration, health administration, public administration, finance or social services.

AND

GENERAL EXPERIENCE:

Two years of accounting, administrative, or budgeting experience.

AND

SPECIFIC EXPERIENCE:

Three years of supervisory experience which have involved the analysis of budget requirements and expenditures and the preparation of budget requests in a health or human service program area OR developing, coordinating, and monitoring contract activities for a major operating division of a health or social service department.

Three years of supervisory accounting experience directing a high volume of accounting transactions as related to Title IV-E and TANF funding and eligibility determinations, including accounts payable and receivable to third-party agencies for the care and services of children under the jurisdiction of the Department of Human Services for a city-wide accounting operation, with responsibility for coordinating and monitoring workflow to ensure that accounting transactions are accurate and performed in a timely manner.

OR

Any equivalent combination of education and experience determined to be acceptable by the Office of Human Resources, which has included a bachelor's degree as an educational minimum.

City of Philadelphia classes that typically meet the specific experience requirements:

· Accounting Transactions Supervisor (2A08)

· Budget Officer 1 (2C05)

· Health and Human Services Program Budget Supervisor (2C41)

· Contract Coordinator (2F69)

PHYSICAL AND MEDICAL REQUIREMENTS

Ability to physically perform the duties and to work in the environmental conditions required of a position in this class.

NOTE: Selective Factor Certification may be utilized, as needed, to fill specific positions. In accordance with Civil Service Regulation 11.032 - Selective Factor Certification - the appointing authority may request certification of eligible candidates with one or more of the required degrees and/or specific experience to fill specific positions in this class. Certification to fill such positions will be made from the two highest-ranking eligible candidates on the eligible list who possess the specified degree and/or experience.

Class Established:

Ad. Board 6/88
Spec. Revision:

CSC – 6/13

Ad. Board – 7/13
Latest Spec. Revision:

CSC – 11/17

Ad. Board – 12/17