PHI Finance Manager

Company Overview

With an annual budget of $2.3 billion and more than 7,000 employees throughout the five boroughs, the New York City Department of Health and Mental Hygiene (NYC DOHMH) is one of the largest public health agencies in the world, serving 8 million New Yorkers from diverse ethnic and cultural backgrounds. We're tackling a broad range of public health issues with innovative policies and programs and getting exceptional results, but our work is never finished. The breadth of our innovative programs provides the widest range of choices for every member of our team. 

DOHMH is undertaking a new initiative that will meet critical infrastructure needs and make possible strategic investments that will have lasting effects on public health, using grant funds from the Centers for Disease Control and Prevention (CDC). Investments and improvements through this initiative will help modernize DOHMH’s foundational capabilities and data infrastructure, enabling it to partner in complex health and health care environments and, in turn, support better public health outcomes, including COVID-19. This initiative supports larger efforts to rebalance investments in public health and more equitably serve communities and populations.

The selected candidate will be an employee of Public Health Solutions, a nonprofit organization which is the fiscal and administrative manager of the grant but work will be supervised by DOHMH. This is a grant-funded position ending in November 2027.

The Office of Emergency Preparedness and Response’s (OEPR’s) work focuses on promoting and protecting public health through emergency preparedness and response; and recognizes that social inequities negatively impact our efforts to maintain and improve the health of NYC during and after a disaster. With these inequities in mind, OEPR is also working to improve its application of a social justice and racial equity lens to its emergency preparedness and response work. OEPR’s employees are expected to align their work with OEPR’s efforts to combat the harmful effects of systemic injustices on communities and work towards the most equitable post-disaster public health outcomes possible. 

The Bureau of Grants Management and Administration (GMA) manages all programmatic grant-related functions and engages with programs and the agency fiscal agent to ensure spend-down according to federally approved budgets. This position will work directly on the Public Health Infrastructure (PHI) grant. This position operates within the GMA Finance Unit which is responsible for overseeing OEPR’s financial operations. 

Job Description

Reporting to the OEPR GMA Director of Finance, the PHI Finance Manager will facilitate federal grant implementation, encumbrances and spend-down working with GMA counterparts, divisions across the agency and the agency’s fiscal agent. The PHI Finance Manager will initiate procurement actions, review and approve invoices, develop documentation to guide programs and ensure compliance, while maintaining required grant documentation, identifying funds for redirection and monitoring the spend-down of program budgets.

Duties

• Initiate and follow up on procurements, including contracts, task orders, and purchases to encumber federal grant budgets and to fulfill the procurement needs of programs. 
• Ensure the encumbrance and spend-down of grant funds in a timely manner by developing budget summaries and tracking reports, developing and communicating budget balances, policies/guidance, and engaging regularly with programs to meet fiscal deadlines. 
• Assist with maintaining up to date budget records for encumbrances, monitor the spend-down of program budgets, ensure shared accountability with programs, and keep the Directors of Finance and Grants Management, along with leadership updated on any underspending risks.
• Partner with programs, lead meetings, closely coordinating with various internal and external stakeholders to ensure expenditures occur within the required time period, obtaining necessary approvals for contracts, purchases, and payments.
• Troubleshoot issues and process fiscal actions while exercising independent judgement.
• Ensure compliance with the PHI grant requirements by reviewing and maintaining all back-up documentation for audit purposes.

Qualifications:

• Bachelor’s Degree. 
• 5 years previous experience working in the public sector or grant-funded programs in fields related to grants administration, budget management, and fiscal reporting.
• Experience with data collection, analysis, and interpretation.
• Experience with stakeholder engagement and project management.
• Fluency in Microsoft Office including Excel, Outlook, Word, PowerPoint and Teams.
• Able to work independently, pay attention to detail, and exercise good judgement.
• Ability to work in a fast-paced, collaborative and highly dynamic environment with multiple stakeholders and hard deadlines.

Additional Desired Qualities:

• Excellent communication (verbal & written) and interpersonal skills.
• Strong numerical and analytical skills to manage and report complex information.
• The ideal candidate for this position must be a proactive and self-motivated individual with a desire to grow professionally, develop new skills and willingness to work outside of comfort zone.
• Experience working with the public health sector and coordinating complex projects involving multiple stakeholders.
• Familiarity with salesforce and AirTable or similar software.
• Ability to form positive working relationships with internal/external stakeholders.

Benefits:

• Hybrid Work Schedule. 
• Generous Paid Time Off and Holidays. 
• An attractive and comprehensive benefits package including Medical, Dental and Vision. 
• Flexible Spending Accounts and Commuter Benefits. 
• Company Paid Life Insurance and Disability Coverage. 
• 403 (b) + employer matching and discretionary company contributions. 
• College Savings Plan. 
• Ongoing training and continuous opportunities for professional growth and development

Additional Information: 

• This is a temporary grant-funded position ending in November 2027.
• This individual must reside in the tri-state area (NY, NJ, CT) by their confirmed start date. 
• Preference may be given to individuals residing in New York City (5 boroughs) or surrounding New York State counties. 
• This individual will be expected to work non-business hours during emergencies.

At PHS, we place immense value on diversity within our teams, understanding that varied backgrounds and experiences significantly enhance our community and propel us toward our goals. If you find you don’t have experience in all the areas listed above, we still encourage you to apply and share your background and experiences in your application. We are eager to discover how your unique perspective can bring positive transformations to our team and help advance our mission of creating healthier, more equitable communities. 

We look forward to learning more about you! 

PHS is proud to be an equal opportunity employer and encourages applications from women, people of color, persons with disabilities, LGBTQIA+ individuals, and veterans.