Monroe County
Senior Administrator, Fiscal and Program Compliance
Monroe County, Key West, Florida, United States, 33040
Senior Administrator
Join a workforce where innovation and teamwork provide support to the community and citizens of Monroe County. Compensation: $94,527.77 - $151,244.44 Job Description: The primary function of this position is to be responsible for the direct fiscal and grant management oversight for all programs within the Social Services Department, including the Older Americans Act (OAA), Alzheimer's Disease Initiative (ADI), Low-Income Home Energy Assistance Program (LIHEAP), Weatherization Assistance Program (WAP), and in supporting the State Housing Initiatives Partnership (SHIP) program. This role involves highly advanced administrative responsibilities and demands strong analytical abilities, proficient computer skills, and excellent communication. The Senior Administrator is directly accountable for ensuring strict compliance with all funding requirements and maintaining the fiscal stability of the Department through effective grant administration and financial oversight. Essential Job Functions: Oversees all developmental, fiscal, and operational aspects of grants and programs to ensure compliance with federal, state, and local regulations, funding requirements, and the departmental quality assurance plan. Recommends and implements grant compliance monitoring methods and reporting systems to enhance fiscal and programmatic efficiency within all departmental programs. Responsible for ensuring timely and accurate submission of monthly, quarterly, annual, and end-of-year program and financial reports. Supports special projects as assigned by the Department Director, including completing research and grant writing assignments. Develops, maintains, and uses advanced spreadsheets and financial tracking systems to record financial data, generate reports, and projections to fully utilize, but not overspend, all program and grant funds. Produces budgets, unit cost methodologies, and cost analysis for all grants in accordance with applicable rules and in line with available funding parameters, or during grant application processes, as needed. Ensures that only allowable expenses are posted to proper cost centers, grant years, etc., and reconciles department and finance records on a weekly basis. Reviews, approves, and maintains accurate payroll information for grant-funded employees, including bi-weekly timesheet audits, verification of payroll entries, and submission of Personnel Action Forms (PAFs) in coordination with the Department Director or Assistant Director. Assists with all aspects of departmental budget preparation and control, ensuring separation of duties as required by grantors, OMB circulars, and County fiscal policies. Requests and tracks purchase orders and reconciles internal expenses, including office supplies, fuel, and other interdepartmental billings. Oversees vendors and contractors paid with grant funds; monitors contracts and compliance. Ensures compliance with data entry of services into all required databases and software programs. Assists with all oversight reviews or audits; coordinates documentation and responses to funding agencies. Generates program reports detailing client counts, units of service, and cost/benefit analyses. Prepares deposits of donation and fee income, invoices, and tracks receipt of fee income. Maintains documentation for expenditures and related records necessary for internal, state, and federal periodic audits. Produces resolutions for Commission approval related to establishing and maintaining grants and generating transfer of funds requests. Prepares reports, correspondence, presentations, and agenda items for the public, local governments, and County commissions. Identifies funding opportunities to expand services and coordinates the development of grant proposals. Reviews SHIP program applications for homeowner assistance, rental housing, and rehabilitation to ensure eligibility, compliance, and alignment with funding priorities. Supervises assigned staff, including participating in interviews and making recommendations regarding hiring, promotion, and discipline. Review time sheets, leave requests, travel, and personnel concerns Acquires and maintains knowledge of all laws and regulations, eligibility for programs administered, and new programs. Maintains open communication with all staff, program coordinators, and other administration to ensure alignment and efficiency. Assists the Assistant Director as required and during the Department Director's absence. Assists the Department Director with financial requirements, supervision of staff, assigned grant expenditures and contracts, bills, invoices, and expenditures for all departmental clients. Performs other related job duties as assigned. In the event of special, emergency, or disaster situations, employee may be required to work schedules other than those for which they are regularly scheduled in any capacity deemed appropriate Qualifications: Education and Experience: Bachelor's Degree required. Preferred majors include Accounting, Finance, Business Administration, Public Administration, or a related field. A minimum of five (5) years of progressively responsible experience in grant management, financial oversight, or accounting is required. Experience in local government or human/social services program administration is highly desirable. Demonstrated proficiency in budget preparation, financial reporting, and compliance monitoring is essential. Special Qualifications: Prior government experience preferred. Demonstrated experience with federal and state-funded social service programs (e.g., OAA, ADI, LIHEAP, WAP, SHIP) preferred. Knowledge, Skills, and Abilities: Ability to oversee the work of a team engaged in providing specific services, completing specific projects, or assisting other units. Ability to perform professional-level work dealing with data, people, and technology that relates to administrative, technical, scientific, engineering, accounting, legal, or managerial skills. Ability to follow basic guidelines for operational activities; ability to make decisions that govern the activities and behaviors of staff members. Ability to oversee and manage work involving multiple units; ability to work regularly with other managers to successfully meet the goals and objectives of the organization. Physical Demands: The work is sedentary and requires exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body. Additionally, the following physical abilities are required: Balancing: Maintaining body equilibrium to prevent falling while walking, standing, or crouching on narrow, slippery, or erratically moving surfaces. The amount of balancing exceeds that needed for ordinary locomotion and maintenance of body equilibrium. Climbing: Ascending or descending ladders, stairs, scaffolding, ramps, poles, and the like, using feet and legs and/or hands and arms. Body agility is emphasized. Feeling: Perceiving attributes of objects, such as size, shape, temperature, or texture by touching with skin, particularly that of fingertips. Grasping: Applying pressure to an object with the fingers and palm. Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discrimination in sound. Kneeling: Bending legs at knee to come to a rest on knee or knees. Lifting: Raising objects from a lower to a higher position or moving objects horizontally from position-to-position. Occurs to a considerable degree and requires substantial use of upper extremities and back muscles. Manual Dexterity: Picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling. Mental Acuity: Ability to make rational decisions through sound logic and deductive processes. Reaching: Extending hand(s) and arm(s) in any direction. Repetitive Motion: Substantial movements (motions) of the wrist, hands, and/or fingers. Speaking: Expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to other workers accurately and concisely. Stooping: Bending body downward and forward by bending spine at the waist. Occurs to a considerable degree and requires full motion of the lower extremities and back muscles. Talking: Expressing or exchanging ideas by means of the spoken word including those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly. Visual Acuity: Have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; and/or extensive reading. Walking: Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another. Work Environment: Work is performed in an environment where errors on incumbents' part can lead to
Join a workforce where innovation and teamwork provide support to the community and citizens of Monroe County. Compensation: $94,527.77 - $151,244.44 Job Description: The primary function of this position is to be responsible for the direct fiscal and grant management oversight for all programs within the Social Services Department, including the Older Americans Act (OAA), Alzheimer's Disease Initiative (ADI), Low-Income Home Energy Assistance Program (LIHEAP), Weatherization Assistance Program (WAP), and in supporting the State Housing Initiatives Partnership (SHIP) program. This role involves highly advanced administrative responsibilities and demands strong analytical abilities, proficient computer skills, and excellent communication. The Senior Administrator is directly accountable for ensuring strict compliance with all funding requirements and maintaining the fiscal stability of the Department through effective grant administration and financial oversight. Essential Job Functions: Oversees all developmental, fiscal, and operational aspects of grants and programs to ensure compliance with federal, state, and local regulations, funding requirements, and the departmental quality assurance plan. Recommends and implements grant compliance monitoring methods and reporting systems to enhance fiscal and programmatic efficiency within all departmental programs. Responsible for ensuring timely and accurate submission of monthly, quarterly, annual, and end-of-year program and financial reports. Supports special projects as assigned by the Department Director, including completing research and grant writing assignments. Develops, maintains, and uses advanced spreadsheets and financial tracking systems to record financial data, generate reports, and projections to fully utilize, but not overspend, all program and grant funds. Produces budgets, unit cost methodologies, and cost analysis for all grants in accordance with applicable rules and in line with available funding parameters, or during grant application processes, as needed. Ensures that only allowable expenses are posted to proper cost centers, grant years, etc., and reconciles department and finance records on a weekly basis. Reviews, approves, and maintains accurate payroll information for grant-funded employees, including bi-weekly timesheet audits, verification of payroll entries, and submission of Personnel Action Forms (PAFs) in coordination with the Department Director or Assistant Director. Assists with all aspects of departmental budget preparation and control, ensuring separation of duties as required by grantors, OMB circulars, and County fiscal policies. Requests and tracks purchase orders and reconciles internal expenses, including office supplies, fuel, and other interdepartmental billings. Oversees vendors and contractors paid with grant funds; monitors contracts and compliance. Ensures compliance with data entry of services into all required databases and software programs. Assists with all oversight reviews or audits; coordinates documentation and responses to funding agencies. Generates program reports detailing client counts, units of service, and cost/benefit analyses. Prepares deposits of donation and fee income, invoices, and tracks receipt of fee income. Maintains documentation for expenditures and related records necessary for internal, state, and federal periodic audits. Produces resolutions for Commission approval related to establishing and maintaining grants and generating transfer of funds requests. Prepares reports, correspondence, presentations, and agenda items for the public, local governments, and County commissions. Identifies funding opportunities to expand services and coordinates the development of grant proposals. Reviews SHIP program applications for homeowner assistance, rental housing, and rehabilitation to ensure eligibility, compliance, and alignment with funding priorities. Supervises assigned staff, including participating in interviews and making recommendations regarding hiring, promotion, and discipline. Review time sheets, leave requests, travel, and personnel concerns Acquires and maintains knowledge of all laws and regulations, eligibility for programs administered, and new programs. Maintains open communication with all staff, program coordinators, and other administration to ensure alignment and efficiency. Assists the Assistant Director as required and during the Department Director's absence. Assists the Department Director with financial requirements, supervision of staff, assigned grant expenditures and contracts, bills, invoices, and expenditures for all departmental clients. Performs other related job duties as assigned. In the event of special, emergency, or disaster situations, employee may be required to work schedules other than those for which they are regularly scheduled in any capacity deemed appropriate Qualifications: Education and Experience: Bachelor's Degree required. Preferred majors include Accounting, Finance, Business Administration, Public Administration, or a related field. A minimum of five (5) years of progressively responsible experience in grant management, financial oversight, or accounting is required. Experience in local government or human/social services program administration is highly desirable. Demonstrated proficiency in budget preparation, financial reporting, and compliance monitoring is essential. Special Qualifications: Prior government experience preferred. Demonstrated experience with federal and state-funded social service programs (e.g., OAA, ADI, LIHEAP, WAP, SHIP) preferred. Knowledge, Skills, and Abilities: Ability to oversee the work of a team engaged in providing specific services, completing specific projects, or assisting other units. Ability to perform professional-level work dealing with data, people, and technology that relates to administrative, technical, scientific, engineering, accounting, legal, or managerial skills. Ability to follow basic guidelines for operational activities; ability to make decisions that govern the activities and behaviors of staff members. Ability to oversee and manage work involving multiple units; ability to work regularly with other managers to successfully meet the goals and objectives of the organization. Physical Demands: The work is sedentary and requires exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body. Additionally, the following physical abilities are required: Balancing: Maintaining body equilibrium to prevent falling while walking, standing, or crouching on narrow, slippery, or erratically moving surfaces. The amount of balancing exceeds that needed for ordinary locomotion and maintenance of body equilibrium. Climbing: Ascending or descending ladders, stairs, scaffolding, ramps, poles, and the like, using feet and legs and/or hands and arms. Body agility is emphasized. Feeling: Perceiving attributes of objects, such as size, shape, temperature, or texture by touching with skin, particularly that of fingertips. Grasping: Applying pressure to an object with the fingers and palm. Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discrimination in sound. Kneeling: Bending legs at knee to come to a rest on knee or knees. Lifting: Raising objects from a lower to a higher position or moving objects horizontally from position-to-position. Occurs to a considerable degree and requires substantial use of upper extremities and back muscles. Manual Dexterity: Picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling. Mental Acuity: Ability to make rational decisions through sound logic and deductive processes. Reaching: Extending hand(s) and arm(s) in any direction. Repetitive Motion: Substantial movements (motions) of the wrist, hands, and/or fingers. Speaking: Expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to other workers accurately and concisely. Stooping: Bending body downward and forward by bending spine at the waist. Occurs to a considerable degree and requires full motion of the lower extremities and back muscles. Talking: Expressing or exchanging ideas by means of the spoken word including those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly. Visual Acuity: Have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; and/or extensive reading. Walking: Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another. Work Environment: Work is performed in an environment where errors on incumbents' part can lead to