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State of Oregon Jobs Page
Post Code:  D722
Announcement Number:   LEED9018
Classification Number:   C0108
Open:   06/24/2009
Close:   07/7/2009
Location:  Salem
Availability:  Full Time

ADMINISTRATIVE SPECIALIST 2
(Subrecipient Compliance Reviewer)

$2,473 - $3,547 MONTHLY


GENERAL INFORMATION
  • There is currently one full-time, limited duration position available with the Office of Finance and Administration at the Oregon Department of Education in Salem.
  • This position is scheduled to end on or before June 30, 2011.
  • This recruitment will be used to establish a list of qualified people and may be used to fill vacancies as they occur.
  • Applicants will be subject to a thorough background investigation including driving record.  Adverse background data may be grounds for immediate disqualification.
  • Applicants will be subject to a Computerized Criminal History check.  Conviction of a crime will not automatically preclude an appointment.  The circumstances involved in the conviction will be considered.
  • This position is represented by Service Employees International Union (SEIU).
  • Note:  School district employee’s sick leave may be transferable.
 
DUTIES AND RESPONSIBILITIES
 
This position is assigned to the Office of Finance and Administration (OFA), which provides fiscal and administrative services for the department. Within OFA is the School Finance Unit, this unit calculates the apportionments of the State School Fund (SSF) for the 197 school districts and 20 education service districts in the state.  The unit collects financial information - budget and actuals - for each of these local education agencies, and performs subrecipient monitoring for compliance with the Single Audit Act. The unit addresses financial issues that impact school districts state-wide and acts to set policy for the financial activity of the school districts and education service districts.  This activity includes, but is not limited to, updating the Program Budgeting and Accounting Manual (PBAM) biennially.
 
Duties include:
  • Review uniformity and consistency of subrecipients’ financial reporting according to Generally Accepted Government Auditing Standards (GAGAS). Communicate progress and results of audits to unit supervisor, subrecipients, and stakeholders.
  • Compare data obtained from subrecipients with ODE data and verify audited reports for accuracy and completeness, as required by OMB A-133.
  • Track performance of subrecipient compliance with customized forms and databases.
  • Monitor updates to guidelines affecting audits and reporting of federal award programs.
  • Solicit documentation and materials from involved parties.
  • Review of subrecipients’ schedule of expenditures of federal awards (SEFA).
  • Assist with reconciliation of school district documents to their electronic submission.  This includes a review of budget and audited financial statements.
  • On completion of A-133 audit review, send completion letter to subrecipient and to DAS.
  • As needed, communicate Single Audit guidelines to school district managers.
  • Recommend improvements and efficiencies of procedures to supervisor.
  • Assist in preparing records for archiving and filing.
 
WORKING CONDITIONS
 
Normal office working conditions with seasonal overtime may be required to assist with meeting deadlines. May require bending to access files from file cabinets. May require repetitive hand and arm movements for 30 to 90 minutes per session.  You must possess and maintain a current, valid driver’s license and an acceptable driving record or be able to provide an acceptable alternate method of transportation. 
 
 
TO QUALIFY
 
Your PD100 application form will be reviewed to verify that you meet the requirements stated in this section.  To receive credit, your application form must clearly show that you have:
  • two years of experience as an administrative specialist or executive support specialist which included administrative support for a project, program, or operation. Administrative support includes those duties beyond clerical/secretarial such as: interpretation of laws, rules, and regulations; administrative data collection and analysis; and evaluation of projects, processes, and operations; OR
  • an equivalent combination of training and experience.
One year of postsecondary education may be substituted for up to one year of the experience.  All applicants must submit a photocopy of all related transcripts to receive credit.  Transcript must include applicant’s name, coursework completed, and indicate that a degree was conferred.
 
 
IF YOU QUALIFY
 
With your application materials please submit a cover letter, not more than two (2) pages describing your experience in the following: 
  • communicating results to internal and external stakeholders
  • work with and understanding of K-12 school finance
If you do not submit ALL of the requested application materials, your application packet will be considered incomplete and will not be considered further.
 
Only those applications whose background most closely matches the needs and the requirements of this position will be contacted for an interview.
 
 
HOW TO APPLY
 
DELIVER, MAIL, EMAIL or FAX your completed PD100 application and materials to:
 
Oregon Department of Education
Attn: Human Resources
255 Capitol St NE
Salem, OR 97305
FAX (503) 378-8162
EMAIL ode.jobs@state.or.us
 
If you have a disability and need an alternate format in order to complete the employment process, you may call Human Resources at (503) 947-5635 between the hours of 8:00 a.m. and 5:00 p.m.  Please be prepared to leave a message describing the alternate format needed.
 
SUBMIT only the required materials.  Reference letters or work examples should be kept for interviews.  KEEP a copy of your application for job interviews.  COPIES ARE NOT PROVIDED.  Application materials must be received by 5:00 pm on the close date.  Due to the volume of applications received, the Department will not verify the receipt of faxed, mailed, or e-mailed applications.  The Department cannot be responsible for material that is illegible or missing as a result of transmitting by fax or e-mail or lost/delayed through the mail.
 
AFTER your application materials have been reviewed, you will be sent a notice by mail advising if your application was accepted or not accepted.  If you do not agree with the results, you may request a review.  Review requests must be submitted in writing and must be received within 10 days from the date of the notice.  Additional information cannot be accepted.  However, if your application was not accepted, and if the recruitment is still open, you may submit a new application as long as it is received in our office by the close date.
 
NOTE: The Oregon Department of Education does not offer visa sponsorships. Within three days of hire, all applicants will be required to complete the U.S. Department of Justice form I-9, confirming authorization to work in the United States.
 
The pay on all announcements may change without notice.
 
THE OREGON DEPARTMENT OF EDUCATION IS AN AFFIRMATIVE ACTION EQUAL OPPORTUNITY EMPLOYER AND ENCOURAGES QUALIFIED WOMEN, PERSONS OF COLOR, PERSONS WITH DISABILITIES, AND ANY OTHER CLASSIFICATION PROTECTED UNDER STATE OR FEDERAL LAW TO APPLY FOR THIS OPENING
 
 
Page updated: June 24, 2009

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