Overview
About this Role
This position requires the incumbent to maintain consistent and regular attendance; communicate effectively (orally and in writing) in dealing with the public and/or other employees; develop and maintain knowledge and skill related to specific tasks, methodologies, materials, tools, equipment; complete assignments in a timely and efficient manner; and, adhere to departmental policies and procedures.
All California Department of Public Health (CDPH) employees perform work that is of the utmost importance, where each employee is important in supporting and promoting an environment of equity, diversity, and inclusivity, essential to the delivery of the department’s mission. All employees are valued and should understand that their contributions and the contributions of their team members derive from different cultures, backgrounds, and life experiences, supporting innovations in public health services and programs for California.
Competencies The competencies required for this position are found on the classification specification for the classification noted above. Classification specifications are located on the California Department of Human Resource’s Job Descriptions webpage.
Job Summary This position supports the California Department of Public Health’s (CDPH) mission and strategic plan by performing a variety of fiscal and analytical duties for the Office of AIDS (OA). The Analyst II contributes to the oversight, monitoring, and maintenance of, Office of AIDS’ (OA’s) budget, expenditures and fiscal processes.
Key Responsibilities
35% Analyzes expenditure data from the Fi$Cal and California Department of Public Health’s reports to identify any discrepancies posted across OA’s different funding sources. Communicates with management on high level invoice issues and discrepancies and makes recommendations on resolution. Coordinates with OA’s program areas, Accounting, and vendors to respond to and resolve issues with invoices and payments to ensure timely processing. Reconcile invoices and related fiscal transactions to ensure accurate payment of invoices. Researches and responds to vendor and internal inquiries regarding invoice payment status.
30% Serves as the primary monitor of stakeholder proposal funding. Maintains current tracking of all stakeholder proposal funds associated procurements, and payment status. Updates fiscal tracking systems by inputting all invoice data and properly saving supporting documentation in folders. Utilizes Microsoft Excel to monitor payments and reconcile discrepancies and briefs management regarding tracking issues and process concerns. Ensures stakeholder proposal monitoring resources are maintained accordingly and adjusted year over year. Maintains ongoing oversight of contracts and amendments accordingly to maintain fiscal oversight. Assists with the preparation of invoices for submission to Accounting and helps to submit invoices through Accounting’s invoicing portal for final processing as needed. Maintains documentation of invoice submissions and monitors invoice payment status through final payment. Updates all applicable tracking records. Establishes, updates and maintains encumbrances and encumbrances balances. Also, as needed will assist with check deposits. Will enter or update revenue trackers on an as needed basis. Responsible for working with procurement and accounting staff to revise documentation that establishes encumbrances that allow for invoices to be paid against a given contract or grant agreement during the timeframe of the identified state fiscal year like form STD 215-215C as necessary.
20% Provides ongoing customer service and fiscal support. Ensures proper record retention for executed payments and retrieves fiscal records in response to audit inquiries. Monitors and maintains records of payments being issued by the State Controller’s Office by logging this information into various internal tracking resources. Maintains ongoing monitoring and correspondence with local entities receiving funding disbursements to compensate for funding delays or reductions. Updates and enhances existing tracking tool resources as additional entities are provided funding.
10% Acts as a liaison with the Department’s Budget and Accounting Offices regarding budgeting, accounting, drills, and financial reporting for state, federal, and special funds. Responds to OA Program Branch inquiries related to delayed payments and other fiscal issues.
5% Performs other work-related duties as required. Provides additional support with other fiscal duties as needed.
Qualifications
All employees shall possess the general qualifications, as described in California Code of Regulations Title 2, Section 172, which include, but are not limited to integrity, honesty, dependability, thoroughness, accuracy, good judgment, initiative, resourcefulness, and the ability to work cooperatively with others.
Conflict of Interest (COI)
Background Check and/or Fingerprinting Clearance
Medical Clearance
Travel:
Bilingual: Pass a State written and/or verbal proficiency exam in
License/Certification:
Other:
About California Department of Public Health (CDPH)
CDPH works to protect the public's health in the Golden State and helps shape positive health outcomes for individuals, families and communities. The Department's programs and services, implemented in collaboration with local health departments and state, federal and private partners, touch the lives of every Californian and visitor to the state 24 hours a day, 7 days a week.
Our Shared Vision
CDPH public health professionals, researchers, scientists, doctors, nurses, and other staff members have a shared vision to protect and improve the health of all Californians. We are dedicated to public service and passionate about our work and the people and communities we serve and protect.
Diversity Statement
At CDPH, equity, diversity, and inclusion are at the core of our mission to advance the health and well-being of California’s diverse people and communities. We are genuinely and strongly committed to cultivating and preserving a culture of inclusion and connectedness where we can grow and learn together with a diverse team of employees. In recruiting for team members, we welcome the unique contributions that you can bring to us and the work we do.
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