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Contract Specialist - School of Social Work, Fiscal Administration (147281)

Employer
University of Illinois at Urbana-Champaign
Location
Champaign, IL

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Job Details

Description:

Contract Specialist

School of Social Work

University of Illinois Urbana-Champaign

Location options (to be determined):

Champaign-Urbana, IL

or

Chicago, IL – Contract Appointment

As a key member of the team of the Office of Professional Development and Illinois Department of Children and Family Services (IDCFS) Clinical and Child Services, the Contract Specialist manages, monitors and reconciles contracts with appropriate staff in resolving fiscal and programmatic issues with contracted vendors to ensure services are expedited according to program plans and budgets.

The University of Illinois is an Equal Opportunity, Affirmative Action employer that recruits and hires qualified candidates without regard to race, color, religion, sex, sexual orientation, gender identity, age, national origin, disability or veteran status. For more information, visit http://go.illinois.edu/EEO.

MAJOR DUTIES AND RESPONSIBILITIES:

Fiscal Administration & Management

  • Administer the day-to-day operations of the Fiscal Division within the various reporting divisions; reviews and examine correspondence, reports and vouchers. Checks for appropriate back-up documentation (billing statements, receipts for reimbursement, prior approval authorizations, etc.), reconciliation and compliance of payment request within the rules and regulations of the office of the Comptroller, the Travel Regulatory Board, and the various departments with regard to request for payment; verifies Title IV-E regulations as they apply to a specific billing activity; monitors to ensure that erroneous or obsolete vendor Information is corrected/updated before submission of the voucher to the Comptroller for payment.
  • Verify financial accuracy of vouchers, determining the applicable appropriation and obligation to be charged. Determine the appropriate cost code for payment of vouchers through the SAP system.
  • Reviews hotel procurement requests for OLPD sponsored trainings and prepares a comparison analysis of previous fiscal year budgeted expenditures and current requests to establish appropriate annual funding levels.
  • Transmits complete direct-billing applications and credit applications to vendors extending credit to The Department for conferences, trainings and lodging events.
  • Perform all business services for the Foster Parent Support Services Unit and Birth Parent Council including payments to vendors, establishing contractual relationships and processing payments to council members for presentations.
  • Responsible for reviewing, verifying and vouchering invoices received from the Birth Parent Council, Statewide Foster Care Advisory Council and Adoptive Advisory Council. This includes assuring that adequate documentation of expenditures has been submitted and that costs are In accordance with the allotted blanket amount for the fiscal year.
  • Research and validate court of claims affidavits which are submitted to the department for claims against lapsed appropriations.
  • Create Procurement Business cases (PBC's) in the Remedy System for all support service contracts over $10,000 by researching and listing necessary justifications and monitoring case status through contract execution.
  • Set up New Contracts secured by Program Staff which includes assigning contract number, obtaining providers W-9, completing fiscal details on the Decision Memo, completing the Procurement Business Case (PBC) and AFSCME checklist, reviewing program plan and budget and Access entry.

Budgeting

  • Audit Program Plans and GATA Budgets for assigned contracts verifying fringe & admin caps have been adhered to and there is no excess revenue; review budget revisions throughout the fiscal year for contracts under or over utilizing specific line items.
  • Prepare contracting plans prior to each fiscal year by reconciling vendor use with current funding levels and establishing funding level recommendations for upcoming fiscal year.
  • Tracks contract spending projections to request contract modification. Responsible for maintaining a contract compliance tracking system to document that contractors have submitted all required reports and that contract files are maintained with all appropriate documents.

Consultation

  • Develop contract obligation status reports to Deputy Director and Associate Deputies for expenditure tracking and program evaluation upon request.
  • Formulate management reports as requested by Division Managers; reviews vendor information established on the Department's computerized system utilized by the Office of the Comptroller to ensure that the information presented conforms to current vendor data.
  • Assist the Fiscal Director in the analysis and review of vouchers of the Divisions as they relate to approved expenses for specific program areas.
  • Monitor contracts of all reporting Divisions for compliance with Department procedures and guidelines related to program evaluation and measurable outcomes by consulting with program managers.
  • Attend annual Monitoring reviews to verify employee files are up-to-date and are in accordance with the executed program plan and budget.
  • Facilitate the acquisition of goods and services by working collaboratively with the Agency Procurement Office to follow Illinois Procurement guidelines for contract execution.
  • Work with the Hotel coordinators and attends planning meetings for the African American, Latino and Asian Advisory Councils to assist in not exceeding their budget for the fiscal year.
  • Submit program plan changes and contract termination requests for DCFS legal counsel review, and any other DCFS compliance requirements.
  • Respond to vendor inquiries as they apply to voucher processing and payments, work with vendors to resolve invoicing discrepancies for accurate voucher processing and payments.

Special Projects

  • Performs special projects as required or assigned which are reasonably within the scope of the duties enumerated above.

Other Duties

  • Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above.
  • Travel Required

EDUCATION AND EXPERIENCE

Required:

Bachelor's degree in business administration, management or a field related to position and three (3) or more years of professional-level accounting, managerial and/or business experience, including one (1) year at an administrative level.

Preferred:

Professional work experience in public administration or contract administration.

KNOWEDGE, SKILLS, AND ABILITIES

Knowledge of computer systems, spreadsheet applications and report design to provide detailed reports and analysis to Deputy Directors and Department Administrators. Knowledge and ability to prepare a variety of financial documents and reconcile ledgers against the Comptroller’s records and maintain expenditure reports to track expenses. Ability to perform technical accounting functions in the payment and processing of administrative contracts. Requires thorough knowledge of accounting principles and laws, rules, and regulations relating to non-state or state accounting systems and procedures; thorough knowledge of maintenance of accounting records and the preparation and analysis of financial statements; working knowledge of statics and economics; working knowledge of Department operations, policies and procedures. Knowledge of technical report writing, vocabulary, work usage and analytical ability in working with information such as would typically be acquired through a professional education.

SALARY AND APPOINTMENT INFORMATION

This is a full-time Business Administrative Associate civil service position.The work site location will be determined at Chicago, IL or Urbana-Champaign area locations.The position is grant-funded and renewal is contingent upon availability of funds. Salary is competitive and commensurate with qualifications. The proposed start date is as soon as possible after the closing date.

TO APPLY

Applications must be received by August 30, 2021. Apply for this position by going to https://jobs.illinois.edu/. If you have not applied before, you must create your candidate profile at http://jobs.illinois.edu. If you already have a profile, you will be redirected to that existing profile via email notification. To complete the application process:

Step 1) Submit the Staff Vacancy Application.

Step 2) Submit the Voluntary Self-Identification of Disability forms.

Step 3) Upload your cover letter, resume (months and years of employment must be included), and academic credentials (unofficial transcripts or diploma may be acceptable) and names/contact information for three references.

In order to be considered as a transfer candidate, you must apply for this position by going to https://jobs.illinois.edu/. For further information about this specific position, contact [email protected]. You may also visit http://www.socialwork.illinois.edu for additional information. For questions about the application process, please contact 217-333-2137.

The University of Illinois conducts criminal background checks on all job candidates upon acceptance of a contingent offer. Convictions are not a bar to employment. Other pre-employment assessments may be required, depending on the classification of Civil Service employment.

As a qualifying federal contractor, the University of Illinois System uses E-Verify to verify employment eligibility.

The University of Illinois System requires candidates selected for hire to disclose any documented finding of sexual misconduct or sexual harassment and to authorize inquiries to current and former employers regarding findings of sexual misconduct or sexual harassment. For more information, visit Policy on Consideration of Sexual Misconduct in Prior Employment

The University of Illinois must also comply with applicable federal export control laws and regulations and, as such, reserves the right to employ restricted party screening procedures for applicants.

College Name or Administrative Unit:School of Social Work Category:2-Administrative Title:Contract Specialist - School of Social Work, Fiscal Administration (147281) Open Date:07/06/2021 Close Date:08/30/2021 Organization Name:Child Welfare Partnerships

Organization

Since its founding in 1867, the University of Illinois at Urbana-Champaign has earned a reputation as a world-class leader in research, teaching, and public engagement.

Faculty

A talented and highly respected faculty is the University's most significant resource. Many are recognized for exceptional scholarship with memberships in such organizations as the American Academy of Arts and Sciences, the National Academy of Sciences, and the National Academy of Engineering. 

Our faculty have been awarded Nobel Prizes, Pulitzer Prizes, and the Fields Medal in Mathematics.The success of our faculty is matched by that of our alumni: 11 are Nobel laureates and another 18 have won Pulitzer Prizes.

Academic Resources

Academic resources on campus are among the finest in the world. The University Library is one of the largest public university collections in the world with 11 million volumes in its 37 unit libraries. Annually, 53,000,000 people visit its online catalog. Students have access to thousands of computer terminals in classrooms, residence halls, and campus libraries for use in classroom instruction, study, and research.

Research

Students and scholars find the University an ideal place to conduct research. The Beckman Institute for Advanced Science and Technology is a model for interdisciplinary research, where eighteen research groups from sixteen University departments work within and across three broadly defined themes: biological intelligence, human-computer intelligent interaction, and molecular and electronic nanostructures. The University is also home to the National Center for Supercomputing Applications (NCSA).

Undergraduate Education

The University has a fundamental commitment to undergraduate education. Nearly 28,000 undergraduate students are enrolled in nine undergraduate divisions, which together offer some 4,000 courses in more than 150 fields of study.

Undergraduate admission is highly selective. In the 2001 freshman class, students in the middle 50% had ACT scores between 25 and 30 and ranked between the 83rd and 96th percentiles of their high school graduating classes.

The University enrolls over 9,000 graduate and professional students in more than 100 disciplines. It is among the top five universities in number of earned doctorates awarded annually in the United States.

Also integral to the University's mission is a commitment to public engagement. Each year about 65,000 Illinois residents participate in scores of conferences, institutes, courses, and workshops presented statewide. Research and class projects take students and professors off campus to share expertise and technical support with Illinois farmers, manufacturing firms, and businesses. In a typical year, student volunteers log more than 60,000 volunteer hours.

The Arts

A major center for the arts, the campus attracts dozens of nationally and internationally renowned artists each year to its widely acclaimed Krannert Center for the Performing Arts. The University also supports two major museums: the Krannert Art Museum and Kinkead Pavilion; and the Spurlock Museum, a museum of world history and culture. 

Other major facilities include the multipurpose Assembly Hall (16,500 seats); Memorial Stadium (70,000 seats), site of Big Ten Conference football games; and the Intramural-Physical Education Building, one of the largest recreational facilities of its kind on a university campus.

Inclusive Illinois, one campus, many voices

Inclusive Illinois is the University’s commitment to cultivating a community at Illinois where everyone is welcomed, celebrated, and respected. Illinois is about how we value difference to make a difference. http://www.inclusiveillinois.illinois.edu/

As evidence of the University’s commitment to enhance the working, living, and learning environment for faculty, staff, and students, the University will encourage a standard of conduct and behavior that is consistent with the values of inclusivity. In an environment of inclusivity, there is no place for acts of hatred, intolerance, insensitivity, bigotry, threats of violence, harassment or discrimination.

Inclusive Illinois, one campus, many voices

Inclusive Illinois is the University’s commitment to cultivating a community at Illinois where everyone is welcomed, celebrated, and respected. Through education, engagement, and excellence, each voice creates the Inclusive Illinois Experience.

How can we appreciate difference to make a difference?

Illinois is the place where we embrace difference. We embrace it because we value it. We value it because we know that we have so much to learn from each other in our living, learning, and working environment.

Illinois is the place where we recognize the power of possibility and where great potential is realized. Inclusive Illinois is the vision of that place: a vision made real by leadership and commitment.

Illinois is the place where consensus is forged by discourse and where everyone’s contributions are recognized: significant contributions that elevate us because they are informed and enhanced by race, ethnicity, gender, sexual orientation and gender identity, age, physical ability, religion, class, and national origin. We are enriched by these perspectives, and we are united by the very discourse that brings these views together.

It is a process. It is transformative. And we celebrate the remarkable changes we set in motion here … taking an important step … crossing boundaries … starting with our own.

It all starts with each of us: with our willingness to embark on the journey in the search for answers, and with our openness and acceptance of the answers we find. Illinois is the place where it all comes together.

Learn more about how Inclusive Illinois promotes diversity here.

Commitment to Equal Opportunity

The commitment of the University to the most fundamental principles of academic freedom, equality of opportunity, and human dignity requires that decisions involving students and employees be based on individual merit and be free from invidious discrimination in all its forms, whether or not specifically prohibited by law. Among the forms of invidious discrimination prohibited by the University policy but not law is discrimination, including harassment, on the basis of sexual orientation. Complaints of invidious discrimination in violation of University policy are to be resolved within existing University procedures. The policy of the University of Illinois is to comply with all federal and state nondiscrimination, equal opportunity, and affirmative action laws, orders, and regulations. The University will not engage in discrimination or harassment against any person because of race, color, religion, sex, national origin, ancestry, age, marital status, disability, unfavorable discharge from the military, or status as a disabled veteran or a veteran of the Vietnam era. This nondiscrimination policy applies to admissions, employment, and access to and treatment in University programs and activities

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