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Fiscal and Program Analyst 91-04-18

    • Job Tracking ID: 512378-616603
    • Job Location: Salem, OR
    • Job Level: Mid Career (2+ years)
    • Level of Education: BA/BS
    • Job Type: Full-Time/Regular
    • Date Updated: June 18, 2018
    • Years of Experience: 2 - 5 Years
    • Starting Date: ASAP
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Job Description:

Recruitment #: 91-04-18

Closes: Open until filled

Location: Salem

Salary: Starting at $4,091 per month with excellent benefits. (See below)

Agency Sponsored: Medical/Dental 100% paid for employee and 90-98% for dependents, generous Paid-time off, Public Employee Retirement (PERS), Employee Assistance Plan, Long Term Disability, great culture.

Employee paid: Deferred Compensation, Life Insurance, Short Term Disability, Colonial Life Supplemental Plans, Legal Shield.

General Description

Responsible for contract administration and program data management.  Meets Agency mission and values by providing analysis and oversight of fiscal and program operations to meet contractual and reporting requirements.


Essential Functions                                                        

  1. Prepare and administer contracts and bid specifications for program services supported by the Older Americans Act and Oregon Project Independence. Monitor contract status, process contractors’ monthly activity reports and payment requests.
  2. Review and approve service data for entry into the State of Oregon database for Older Americans Act and Oregon Project Independence funded services. Compile and review fiscal year data for annual submission to the State Unit on Aging for the State Program Report (SPR).
  3. Generate monthly/quarterly/annual management reports comparing historical to current program data; budget to actual program expenses; and forecasted service utilization.
  4. Assist in the development and preparation of the Agency's area plan, annual budget and audit.

 1. Prepare and administer contracts:

  • Coordinate with Community Services Program Manager to develop and monitor contracts; ensure the Agency is in compliance and that those providing contracted services are meeting the requirement of their contract.
  • Develop requests for proposals (RFPs) or other appropriate application procedures required for contracting with outside agencies to provide services under Older Americans Act and Oregon Project Independence.
  • Review contractors’ monthly activity reports and payment requests for accuracy and submit to management for approval. Ensure timely processing of approved payment requests.
  • Develop and implement contract monitoring system in coordination with Community Services Program Manager and Quality Assurance Manager.

 2. Review, compile and analyze service utilization data:

  • Review and ensure timely data entry of service data into the State of Oregon data base for Older Americans Act and Oregon Project Independence funded activities.
  • Analyze program service utilization data and prepare management reports showing historical and future trends.
  • Analyze program expenditures and prepare budget to actual reports, including forecasts to end of fiscal year/biennium.
  • Ensure that all required elements for the State Program Report (SPR) are provided to the State Unit on Aging in accordance with annual instructions and within prescribed time frames.

 3. Support Fiscal Unit to meet expectations and goals:

  • Support Budget & Fiscal Services Manager as needed.
  • Review revenue and expenditure reports to confirm adequate supporting documentation.
  • Serve as back-up for other fiscal positions as needed, including payroll, reconciliation of bank accounts, providing research and problem solving, assisting with budget, audit and accounting reports.

Job-Specific Skills Needed to Meet Agency Expectations

In order to best serve consumers, the Fiscal and Program Analyst must know, or be able to learn:

  • Strong mathematical and analytical skills.
  • Intermediate Excel and MS Access knowledge.
  • Intermediate Oregon Access knowledge.
  • Ability to identify, track and correct errors.
  • Knowledge of general accounting practices and principles.
  • Experience with accounting and database software.
  • Project management skills.
  • Ability to explain complex technical information and collaborate with others.
  • Knowledge of documentation requirements and public auditing requirements.
  • Knowledge of public contracting and procurement procedures and requirements.

General Skills needed to Meet Agency Expectations:

  • Support the agency mission and exemplify its core values – integrity, professionalism, service, and compassion.
  • Understand the role of consumer choice.
  • Demonstrate good interpersonal communication skills through written, verbal, and nonverbal communication.
  • Educate self and others of resources available for populations served including researching electronic and written materials and Aging and Disability Resource Connection of Oregon resource database, as appropriate to position. 
  • Understand other Agency resources and accessing resources and assistance as needed to assist consumers the public, as appropriate to position.
  • Serve as a mandatory reporter of suspected abuse of vulnerable populations as required by policy and regulation.
  • Maintain and share information according to privacy regulations.
  • Use sound organizational skills to meet deadlines in a timely, accurate, and efficient manner.
  • Following policies, regulations and requirements of project and Agency; documenting plan and progress as required. 
  • Exhibit technology skills related to the work needing to be done, (word processing, spreadsheets, database, internet research, mail, IM, phones, copiers, assessment programs like as CAPS, Oregon ACCESS, etc.).
  • Speak, read, write, and understand English and follow verbal and written instructions.
  • Regular attendance to meet the demands of this job and provide necessary services.

Supervisory Responsibilities:


Experience and Skills:

Minimum Qualifications – Experience and Education

We will consider any combination of education and experience that shows the minimum knowledge, skills and abilities to perform the job.  A typical way to obtain this combination would be:

  • Completion of two years of college or business school training in business administration, accounting, public administration or related field.
  • Four years of responsible accounting/data analysis or contract experience and experience with accounting and/or data systems.  Prefer experience with public sector accounting/data analysis and/or contracting/procurement.
  • Ability to secure and maintain a driver’s license valid in the state of Oregon, and reliable transportation.  
  • Successful completion of a background check.

Work Environment/Physical Demands

This job is performed in the field, and in the office.  It requires occasional travel to Agency offices, including local errands and driving an Agency car or employee car.  Office work will be conducted using general office equipment, includes substantial sitting/standing and is performed primarily in a cubicle/office environment, with noise and interruptions, being on phones and working at a computer.

This job will typically be conducted during regular business hours.

These essential outcomes require regular sitting, walking, talking, hearing, computer use and writing; frequently required to use repetitive hand motion, handle or feel, and to stand, walk, reach, bend or lift up to 25 pounds.

Contact with the public in home or office environments may risk exposure to irrational/hostile behavior, contagious diseases, or contact with domestic animals.                   

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Classification:  Fiscal and Program Analyst

Position Number: 91

Salary Range: UN22

FLSA Status: Non-Exempt

Unit: Administration

Location: Salem

Reports to: Budget & Fiscal Services Manager

Union Status: Non-represented

Last revision: November, 2016



This job description is a general guide for the job to be performed and does not cover everything. Employees may be required to perform other duties, including covering for, and in, other offices. Employees are expected to follow and perform other job-related duties requested by their manager.

 Reasonable accommodations will be made as needed.

Job descriptions are subject to change.

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