finance & contracts coordinator - mcip.8116300 - Dallas, United States - Dallas County

Description

Brief Description

Prepares, updates, maintains all financial and contractual aspects of accounts for programs, contracts, grants, and non-grants (local) for a department via compliance or financial auditing contracts and grants, agreements, change orders, contractor performance, and other project delivery systems, including Regional Toll Revenue (RTR) programs and Federal contracts.

Performs a variety of complex administrative and project management support associated with all city-led Major Capital Improvement Program Projects.


Management Scope:
May supervise matrix teams from within the department and including other departments and outside agencies.

Detailed DescriptionActs as a liaison with cities and other County departments by performing administrative support for projects, processing consultant and contractors invoices for accounts payables, monitoring funds and resolving discrepancies.

Sets up purchase orders for approved contracts and work orders using Oracle based on approved amounts and funding sources. Works closely with the Auditor's Office to develop documentation to track standards acceptable for CAFR audits.

Manages technical reports, studies and analysis related to the finances of engineering programs; controls, accounts for, and provides forecast of funds; and establishes and administers fiscal and engineering program policies and standards to ensure availability for projects.

Sets up new executed contracts by managing contracts to maintain revenues and expenditures, contracts, projects and services; prepares forms, reports and related correspondence, amendments, documentation of any other modifications to the contract scope, schedule and payment (within strict timing guidelines), and ensures policy compliance and guidance/training for the team.

Reviews all city-led documentation for reimbursement advertising, award court briefings, city resolutions, court orders, and award notification. Works with project team to obtain information regarding progress and status of projects. May make project site field visits.

Manages and tracks County and City funded timetable for project performance components; includes project phases with accompanying timeframes, and monitoring and reporting requirements.

Attends public meetings, workshops and task force meetings in order to properly monitor key project delivery activities.

Reviews the major points of the contract with the municipalities and others post-award (e.g., amount of contract, major performance deliverables, reports, meetings) and the timing related to project delivery.

Resolves invoice disputes with cities in a timely manner and perform payment quality assurance quality control (QAQC).

Works closely with Budget office to track and monitor departments' operational budget and ensure that miscellaneous items are budgeted and procured within the fiscal year.

Assists in budget preparation and monitoring and acquisition of supplies and services. Reviews and places all departmental iCompass court submittals on the court docket. Identifies needed project funds based on local matching funds and overall estimated project cost. Works with County Court Administration office for reporting department progress in OKRA/ClearPoint. Participates on all IDIQ selection panels for administrative tracking and monitoring awarded vendors.

Works with field and project management personnel on construction contract development and monitoring through getting pay estimates processed as well as initializing project standards and specifications.

May act as lead in training and supervising support staff. Performs other duties as assigned.


Job RequirementsEducation, Experience and Training:

Education and experience equivalent to a Bachelor's degree in Business Administration, Finance, Accounting or in a job related field of study.

Two (2) years of professional work related experience in contract administration, auditing, accounting, public administration, finance, engineering, budgeting or directly related activities.

Special Requirements/Knowledge, Skills & Abilities:
Skilled in the use of standard software applications.

Ability to effectively communicate, both verbally and in writing, and establish and maintain effective working relationships with employees, departments and the general public.

Must have knowledge of automated accounting systems and General Accepted Governmental Audit Standards (GASB).


Physical/Environmental Requirements:
Standard office environment.