Grant Financial and Inventory Officer (Budget Analyst 3)

State of Iowa; Windsor Heights (IA); On-site; USD 45,000 - 75,000; Full time

Job summary

Iowa Department of Homeland Security and Emergency Management (HSEM) is seeking a detail oriented, analytical team player to join its grants and finance group. You will handle accounting tasks, ensure compliance with state and federal rules, and support budget and grant management functions.

Required are strong computer and communication skills, and the ability to read complex regulations related to grants and financial management.

Qualifications

• 6 months experience in accounting, budgeting or fiscal management.
• 12 semester hours in accounting/finance/business topics or equivalent.
• Graduation from an accredited four-year college/university as described.

Responsibilities

• Process payments and audit transactions to ensure compliance with state and federal policies.
• Reconcile accounting systems and assist with grant financial monitoring.
• Support budget preparation and reporting for multiple grant programs.

Skills

Budget analysis

Financial management

Regulatory interpretation

Education

Accounting/finance/business administration degree

Master’s degree in business administration or public administration

Tools

GAAP knowledge

Grant management systems

Job description

Only applicants who meet the Minimum Qualification Requirements and meet all selective requirements (listed below) will be placed on the eligible list.

Job Description

The Iowa Department of Homeland Security and Emergency Management, Response Division, is seeking a detail oriented and highly motivated self-starter to join the Non-Disaster Grants and Administration Bureau. As part of our continued growth and commitment to compliance excellence, candidate must have superb computer skills and communication skills, must be able to read and interpret federal and state regulations related to grants and financial management.

Who We Are

Enhancing the quality of life for Iowans by preparing our State and building resilient communities. The person selected for this position will demonstrate actions and behaviors guided by the HSEM's four core values:

MISSION ORIENTED -

INTEGRITY -

DISTINGUISHED -

ONE TEAM -

What We Are Seeking

The Iowa Department of Homeland Security and Emergency Management (HSEM) is seeking a highly motivated, detail oriented, and analytical team player to join its emergency preparedness grant management team. Candidates must have superb computer skills and communication skills. Must be able to read and interpret federal and state regulations related to grants and financial management. During disaster response operations, the incumbent must be able to handle pressure and perform tasks effectively, efficiently, and properly. Incumbent may need to work long hours and on weekends. Candidates must be able to work independently or as part of a team. Must be able to work a minimum of 40 hours a week. Overtime may be required during times of disaster response operations. On-site work location required, long hours may be required during activation of SEOC or other Homeland Security sensitive events. Travel may be required.

General Duties

This position serves as a member of the grants and finance team which includes accounting and finance responsibilities.

• Process payments through the Department's in house system known as EMGrants and the State Accounting System. Audit accounting transactions of expenses and related documents to ensure compliance with applicable State and Federal policies. Resolve any discrepancies between the purchase order and invoices received. Monitor outstanding invoices and work with vendor to obtain invoices in a timely manner. Investigate and resolve vendor inquiries into past due accounts. Individual must have good working knowledge and the ability to apply state and federal regulations to ensure payments processed are allowable and charged to the proper accounts. Must be able to interpret and apply all applicable guidelines set forth by DAS-SAE to ensure compliance.
• Assist HSEM’s grants and accounting team with grant financial monitoring tasks, and accounts payable tasks as assigned. This includes but not limited to:
  1. Working with Compliance Officer in reviewing sub recipient procurement policies and other applicable sub recipient written procedures.
  2. Confirming vendors and applicants for debarment and suspension.
  3. Working with grant managers to strategize effective alternatives for grant fund reallocations.
  4. Work directly with State and Federal Auditors. Provides necessary reports or documents as requested.
  5. Assist with the preparation of the GAAP package.
  6. Reconciles the departments accounting system with the State’s accounting system for all grants.
• Performs financial budget oversight of the Radiological Emergency Preparedness Program (REP), the State and Local Cybersecurity Grant Program (SLCGP), the State Individual Assistance Program, and the State Disaster Case Advocacy Program. Duties includes but not limited to:
  1. Performs performance-based budgeting and analysis on new and existing programs to ensure deliverables are connected to department-wide performance measures.
  2. Recommends budget adjustments & other improvement measures.
  3. Tracks grant expenditures and ensures projects are completed on schedule per grant agreements.
  4. Reconciles the departments accounting system with personal tracking spreadsheet and the State’s accounting system.
  5. Assist in budget preparation and enter the budgets in the State’s budget system and EMGrants.
• The incumbent will manage inventory to ensure compliance with state and federal requirements.
  1. Utilize the inventory management database to verify items on existing inventory list and ensure items/locations are current in the inventory database.
  2. Conduct virtual or on-site visits to verify inventory locations. Draft site visits reports and file accordingly.
  3. Report any inventory discrepancies to supervisor and grant managers. Resolve inventory discrepancies issues and provide inventory report as requested.
  4. Provides report to State and Federal Auditors as requested.
• Perform assigned accounting functions in accordance with the state’s procurement, accounting policies and procedures, and standard operation procedures. Duties include, but are not limited to:
  1. Serve as the primary staff member with cash receiving and deposit functions by following standard operation procedures, scanning and uploading supporting documents, and completing steps in both the state’s accounting system and HSEM’s grant management system.
  2. Make recommendations on updating standard operation procedures to improve operation efficiency and/or operation integrity.
  3. Review daily warrant register and daily processing packet.
  4. Review payment claims to ensure required supporting documents are scanned and attached properly and apply pre-audit approval.
  5. Assist with the main office phone line and office mailings.

Benefits:

At the State of Iowa, we are committed to your well-being. As a valued team member, you'll enjoy a comprehensive benefits package that includes:

• Paid Time Off: Enjoy vacation with accruals that rollover on a yearly basis, sick leave with no limits on accrual and 9 paid holidays per year.
• Great Benefits: Excellent Health, Dental, and Vision Insurance Options.
• Retirement Plan: IPERS Retirement package and an option for a deferred compensation plan.
• Flexibility: Flexible Spending Accounts (medical and dependent care).
• Life Insurance: Free Life Insurance.
• Support: Employee Assistance Programs and Employee Discount Programs.

To learn more about the benefits of working with the State of Iowa, visit our benefits webpage.

HSEMD is an equal opportunity employer. All applicants will be considered for employment without attention to race, creed, color, religion, sex, national origin, age, physical or mental disability, sexual orientation, gender identity, pregnancy or pregnancy-related condition, consistent with applicable state and federal policies and regulations.

E-Verify and Right to Work

The State of Iowa participates in E-Verify, a federal program that helps employers confirm the employment eligibility of all newly hired employees. Within the required timeframe, new hires will be verified through the E-Verify system to ensure authorization to work in the United States. The State of Iowa also complies with the federal Right to Work laws, which protect employees’ rights to work without being required to join a labor organization. For more information, please visit www.e-verify.gov.

002 Accounting:

6 months experience, 12 semester hours, or a combination of both in accounting or the accounting field. Accounting is the measurement, processing, and communication of financial information about economic entities which includes individuals and businesses

AND

208 Financial:

6 months experience, 12 semester hours, or a combination of both in one or in a combination of the following areas: accounting, auditing, budgeting, economics, or finance.

Applicants must meet at least one of the following minimum requirements to qualify for positions in this job classification:

1) Graduation from an accredited four-year college or university with a degree in accounting, finance, or business administration, and experience equal to three years of full-time work in professional level budget analysis or fiscal management.

2) All of the following (a and b):

a. Three years of full-time work experience in professional level budget analysis or fiscal management; and

b. A total of four years of education and/or full-time experience (as described in number one), where thirty semester hours of accredited college or university course work in accounting, finance, or business administration equals one year of full-time experience.

NOTE: Unofficial transcripts are required to verify education. Please attach to your application

3) All of the following (a, b, and c):

a. Graduation from an accredited college or university with a master's degree in business administration or public administration; and

b. Two years of full-time work experience in professional level budget analysis or fiscal management; and

c. A total of four years of education and/or full-time experience (as described in number one), where twenty-four semester hours of accredited college or university course work in accounting, finance, or business administration equals one year of full-time experience.

NOTE: Unofficial transcripts are required to verify education. Please attach to your application

4) Current, continuous experience in the state executive branch that includes one year of full-time work as a Budget Analyst 2.

For additional information, please click on this link to view the job description.