Program Specialist

This position fulfills the accounts payable function of the Community Development division by performing basic bookkeeping and accounting functions for subgrants through the Community Development Block Grant (CDBG), HOME, and Homelessness Trust Fund (HTF) Programs. The incumbent manages the process using both a County-wide and a federal financial management system called IDIS. Also maintains voucher/contract files, expense reports, and accounting records. General office duties include filing, copying, collating, preparing mailings, and compiling documents for division/committee review. The incumbent must also attend committee meetings and provide administrative assistance to support the work of other staff as needed.

Essential Functions

• Prepare resolutions that are necessary for the execution of grant agreements and expenditures.
• Create and maintain purchase orders using the county financial management system and IDIS.
• Coordinate and prepare submission of Community Development vouchers to the County Finance Division.
• Monitor activity in three County bank accounts, county financial management system, and IDIS.
• Manage process for reimbursement from Department of Housing and Urban Development (HUD) using IDIS.
• Review completed transactions for reconciliation purposes; take steps to correct when necessary. Update supporting internal records, including voucher batch files, CDBG and HOME bank account files, and grant payment files.
• Provide prompt and accurate response to requests for information about open grant balances and purchase orders.
• Assist with the preparation of contract documents and grant agreements between the Division and with non-profit and municipal subgrantees, HUD, contractors, and vendors.
• Maintain files and documents that are necessary for municipalities and non-profits to maintain good standing with the Community Development Division.
• Provide administrative assistance and support to other division employees. Updates records in a timely manner.
Participate in and contributes to special project and initiatives.

Qualifications

Essential

• High School diploma
• A minimum of one year of bookkeeping experience
• Advanced computer skills that support the use of software programs to manage accounts.
NJ Driver’s License

Hours: 25/week (9:00 AM to 3:00 PM with hour lunch)

Pay Rate: $25.00/hour