+ All positions in OHA require a Criminal Background Check

and an Abuse/Neglect Check. Fingerprints may be required.

STATE OF OREGON —OHA POSITION DESCRIPTION	Position Revised Date: 01/11/2022 This position is:
Agency: Oregon Health Authority Division: Health Systems Division New Revised	Classified Unclassified Executive Service Mgmt Svc – Supervisory Mgmt Svc – Managerial Mgmt Svc - Confidential
SECTION 1. POSITION INFORMATION
a. Classification Title:	Fiscal Analyst 2	b. Classification No:	C1244
c. Effective Date:	d. Position No:
e. Working Title:	BH Contract Specialist	f. Agency No:	44300
g. Section Title:	Business Operations, Contracts Unit
h. Employee Name:
i. Work Location (City – County):	Salem/Marion
j. Supervisor Name:	Regan Dugger
k. Position:	Permanent Seasonal Limited Duration Academic Year Full-Time Part-Time Intermittent Job Share
l. FLSA:	Exempt Non-Exempt	If Exempt:	Executive Professional Administrative	m. Eligible for Overtime:	Yes No

SECTION 2. PROGRAM AND POSITION INFORMATION

Describe the program in which this position exists. Include program purpose, who's affected, size, and scope. Include relationship to agency mission.

The Oregon Health Authority’s (OHA) goal is to improve the lifelong health of Oregonians. This is achieved through increasing healthcare access and quality while keeping costs under control. OHA has the strategic plan to eliminate health inequalities. OHA’s health equity definition means all people can reach their full health potential and well-being and are not disadvantaged by their race, ethnicity, language, disability, gender, gender identity, sexual orientation, social class, intersections among these communities or identities, or other socially determined circumstances. Achieving health equity requires the ongoing collaboration of all regions and sectors of the state, including tribal governments to address: (1) The equitable distribution or redistribution of resources and power; and (2) recognizing, reconciling, and rectifying historical and contemporary injustices.

The Health Systems Division is aligned with the Oregon Health Authority’s core values of partnership, service excellence, leadership, integrity, health equity, innovation, and transparency. In our practice, these values are expressed through:

Service Excellence:

Understanding and responding to Oregon public health needs and the people we serve

Pursing our commitment to innovation and science-based best practices

Fostering a culture of continuous improvement

Leadership:

Building agency-wide and community-wide opportunities for collaboration

Championing public health expertise and best practices

Creating opportunities for individual development and leadership

Integrity:

Working honestly and ethically in our obligation to fulfill our public health mission

Ensuring responsible stewardship in public health resources

Health Equity:

Eliminating health disparities and working to attain the highest level of health for all people

Ensuring the quality, affordability, and accessibility of health services for all Oregonians

Integrating social justice, social determinants of health, diversity, and community

Partnership:

Working with stakeholders and communities to protect and promote the health of all Oregonians

Seeking, listening to, and respecting internal and external ideas and opinions

Exploring and defining the roles and responsibility of public health staff and partners

Innovation:

We are not satisfied with the status quo if there are new and better ways to meet the needs of the people we serve. We bring creativity, experience, and openness to our search for solutions to problems. We pursue opportunities to develop new evidence to evolve our practices.

Transparency:

We communicate honestly and openly, and our actions are upfront and visible. We provide open access to information and meaningful opportunities to provide input and participate in our decision-making.

OHA is home to most of the state's publicly supported health programs. OHA divisions include Public Health, Equity and Inclusion, Health Systems Division, Health Policy and Analytics, Fiscal and Operations, and the Oregon State Hospital. The Health Systems Division (HSD) encompasses Medicaid and Behavioral Health Programs. Within HSD, the Office of Behavioral Health is responsible for the design, development, implementation, monitoring, evaluation, and improvement of publicly-funded, community based addiction and mental health service programs.

The Business Operations section is responsible for providing supports and services to HSD through its Business Office, Project Management/Business Continuity, Fiscal and Position Management, and Contracts units. Responsibility for the initiation, fiscal tracking, and ongoing management of all Health Systems Division’s contracts and grants belongs to the Contracts unit. This team facilitates the development and execution of grants, agreements, and contracts with the state’s Local Mental Health Authorities (LMHAs) and Community Mental Health Programs (CMHPs), Coordinated Care Organizations (CCO), and Direct Service Providers, as well as federal grants and agreements (SAMHSA Block Grant, TANF, etc.) and other behavioral health contracts administered by the Agency’s various Program staff.

Describe the primary purpose of this position, and how it functions within this program. Complete this statement. The primary purpose of this position is to:

The primary purpose of this position is to support the fiscal and programmatic administration of contracts within the Division, including addictions treatment and prevention, mental health treatment services, and problem gambling prevention and treatment.

The Fiscal Analyst 2 (BH Contract Specialist) position resides within Health Systems Division, Business Operations section, and supports many of the Medicaid, non-Medicaid, and administrative contract activities, which includes the management of several hundred contracts and interacts with Contract Administrators, external stakeholders, other HSD staff and Leadership.

The incumbent partners with Program staff, budget, financial services, and leadership to manage large and complex contracts that blend multiple funding streams, including federal funding, performs complex budget, contract, and fiscal analysis functions, provides data, and develops reports to support interactions with legislative, executive, and other governmental and non-governmental officials.

This position covers many aspects of contracted services, including contract development, essential budget liaison functions, and fiscal analysis in support of the Division’s services. Incumbents write, edit, or manage contract language , thoroughly review invoices for compliance with contract terms prior to approving payment, and provide Program support by executing processes that ensure contract accuracy, expenditures are within budget and authority, contract reporting is timely, and contract funding is accurately linked with budget categories, funding sources, financial coding, and other requirements.

Data is managed through electronic tools, including DocuSign CLM, Smartsheet, and Microsoft Excel, Word, and SharePoint to create and maintain spreadsheets, reports, and databases used by other divisional units including Budget, Finance. and Behavioral Health Program management.

OHA provides individuals the option to work remotely and flex their working hours when the responsibilities of a position make it possible and appropriate for the individual. This position qualifies for remote work and falls under knowledge work. Some work for this position may require the individual to perform their work in a state-maintained office environment. This position will retain access to printers and other specialized equipment generally not provided for remote work from home. The duties of this position may require on-site interaction with OHA staff.

SECTION 3. DESCRIPTION OF DUTIES
List the major duties of the position. State the percentage of time for each duty. Mark “N” for new duties, “R” for revised duties or “NC” for no change in duties. Indicate whether the duty is an “Essential” (E) or “Non-Essential” (NE) function.

% of Time	N/R/NC	E/NE	DUTIES
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At all times	Customer Service and Teamwork Consistently treats customers, stakeholders, partners, vendors, and co-workers with dignity and respect. Creates and maintains a work environment that is respectful and accepting of diversity. Sets clear guidelines and models expected office professional behaviors. Establishes and maintains clear methods for reporting inappropriate actions.
20	Contract Tracking and Program Support Prepares and manages the Division contract requests and contract database in collaboration with the Budget and program units. Maintains the databases and documentation at all levels of detail, including support materials and actual wording for contracts and requests for proposals. Prepares documentation for presentation to legislative committees, task forces, and work groups.
30	Fiscal Management and Analysis Develops and modifies complex databases that provide historical data and forecasting mechanisms. Develops special data extracts, both for ongoing data needs and to meet one-time analysis demands. Creates special data extracts to analyze and develop alternative policy options. Develops budget, fiscal, and contract reporting formats. Creates systems that monitor deviation between budgeted and contracted service levels. Develops analysis and explains changes in contracted caseloads, costs, and impacts of policy and management changes. Conducts investigations or inquiries to resolve fiscal or payment problems. Analyzes payment and obligation histories, reviews expenditure or utilization reports, and produces reports or summaries that identify problems and propose remedies. Serves as a primary resource to the Operations Manager, Contracts Administrator, and the Deputy Director in ensuring that payment to contractors is accurate and timely. Provides technical assistance to contractors on payment issues. Answers questions from stakeholders on contract status and payments. Maintains budget and financial information to assist with reconciliation with accounting systems.
30	N	E	Contract Development and Management Uses established tools for contract lifecycle management and tracking systems used to manage workloads, capacity utilization, and performance measurements. Apply analytic techniques to identify issues and conducts analysis to determine impacts of proposed or implemented policy or contract changes in mental health, addiction, or problem gambling program areas. Prepares and reviews contract language, statements of work, and identifies or proposes needed contract changes. Evaluates program performance and determines factors contributing to deviations from contract compliance. Proposes policy changes to correct contract or fiscal problems. Proposes or develops service delivery policies which optimize the use of resources. Prepares complex expenditure reports and allocation plans. The employee uses contracts databases and spreadsheets to develop base allocation information that will be provided to counties to serve as a basis for the biennial County Implementation Plan.
15	E	Training and Problem Solving Provides training and explains elements of the contract and budget processes to staff and policy managers. Advises them on methods for use in budget, contract and fiscal processes. Works as a team member to help others identify and solve program, contract and policy issues.
5	N	NE	Other duties and special projects as assigned by supervisor such as but not limited to assisting in review of rate structures or attending program site reviews.

SECTION 4. WORKING CONDITIONS

Describe any on-going working conditions. Include any physical, sensory, and environmental demands. State the frequency of exposure to these conditions.

Most or all duties can be performed remotely. Remote workers must establish and maintain an appropriate environment and schedule when working from home. To be eligible for telework, staff must have a home workspace that meets all applicable technology, security and safety requirements including the ability to provide protection of confidential information accessible in their home. Staff who work remotely may be required to periodically or regularly report to a state office location as part of their job.

Long periods of sitting at computer or for meetings, heavy use of personal computer. Employee may have to perform critical projects under a short timeline and with competing priorities, which may require hours outside the regular work schedule. High pressure situations develop during budget development periods, Legislative sessions and prior to Emergency Board presentations.

SECTION 5. GUIDELINES

a.	List any established guidelines used in this position, such as state or federal laws or regulations, policies, manuals, or desk procedures.

Department of Administrative Services Budget Instructions

Oregon Accounting Manual

Oregon Revised Statutes and Oregon Administrative Rules

Responses to Requests for Proposals and executed community, direct and professional services contracts.

Management Directives

Federal Regulations regarding Medicaid and Grant Application and Reporting Procedures.

Client Confidentiality Rules

Data Collection Manuals

Oregon Health Plan Enrollment and Eligibility Procedures

HSD Program Rules, Guidelines and Policies

Office of Contract and Procurement Policies, Procedures, Standards and Guidelines

OHA 010-023-01 Setting up the home office

OHA 010-023-02 Updating Workday: Registering for Remote Work and Accessing Flexible Work Solutions

OHA 010/023/03 Updating Workday: Reviewing, Changing or Removing Remote Work Status, Updating Asset Lists

b.	How are these guidelines used?

The above listed are used as instructions to carry out certain functions of this job and others are background to understand policy related to remote work, in hospital, and community program operations.

SECTION 6. WORK CONTACTS
With whom, outside of co-workers in this work unit, must the employee in this position regularly come in contact?

Who Contacted	How	Purpose	How Often?

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OHA Budget Personnel	Phone, remote meetings and tools, letter, and emails	Gather data, answer questions, disseminate info, resolve discrepancies, and develop info systems	Daily
State Budget Specialist	Phone, remote/facilitated meetings	Coordinate fiscal issues, gain/give information, discuss agency budget items and/or fiscal issues	As needed
Community Program And Contractor Staff	Phone, remote/facilitated meetings, letter, and emails	Gather data, disseminate info, answer questions, resolve conflicts, analyze issues	Daily
HSD Management & Programs	Phone, remote/facilitated meetings, letter, and emails	Program reporting, response to requests and questions	Daily
HSD Staff	Phone, remote meetings and tools, letter, and emails	Gather data, disseminate info, answer questions, resolve conflicts, provide reports, present status of funds, training, invoice payments	Daily
Consumers and persons with lived experience	Virtually, telephone, in person, and emails	Listen to identify opportunities to improve services and programs to create a simple, meaningful, and responsive system	Daily, Weekly

SECTION 7. POSITION-RELATED DECISION MAKING

Describe the typical decisions of this position. Explain the direct effect of these decisions.

Always determine the impact of programs, policies, operations, budgets, and all other aspects of the program on health equity. Ensure decisions prioritize the equitable distribution or redistribution of resources and power and recognizing, reconciling, and rectifying historical and contemporary injustices.

The person in this position is expected to self-initiate work, making decisions about workload prioritization, analysis methodology, and system development based on agency policy, managerial staff, or other sources. Failure to effectively prioritize and perform duties will jeopardize the ability of the Health Systems Division to be reimbursed for services provided, causing the Oregon Health Authority to be out of compliance, causing adverse program penalties, and not allowing managers to make informed decisions about the addictions, mental health system, or problem gambling service delivery system. This position is expected to resolve all issues that do not have major policy implications at the professional staff level, bringing forward to management only those issues that must be resolved with a policy directive. This position decides how to support program managers by identifying appropriate procurement methods, liaising with other departments, and executing operational processes that promote successful business relationships.

SECTION 8. REVIEW OF WORK
Who reviews the work of the position?

Classification Title	Position Number	How	How Often	Purpose of Review
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Principal Executive manager D	4065300	Work will be reviewed periodically for results through meetings and progress reports. Work is generally self-initiated.

SECTION 9. OVERSIGHT FUNCTIONS
a.	How many employees are directly supervised by this position?	0
How many employees are supervised through a subordinate supervisor?	0
b.	Which of the following activities does this position do?
Plan work Coordinates schedules Assigns work Hires and discharges Approves work Recommends hiring Responds to grievances Gives input for performance evaluations Disciplines and rewards Prepares & signs performance evaluations
SECTION 10. ADDITIONAL POSITION-RELATED INFORMATION

ADDITIONAL REQUIREMENTS: List any knowledge and skills needed at time of hire that are not already required in the classification specification.

All positions in OHA require a Criminal Background Check and an Abuse/Neglect Check. Fingerprints may be required.

Advanced proficiency with computers, including Word, Access, Power Point, Excel, contracting modules and graphics software. Experience using contract management systems such as DocuSign CLM, as well as productivity and tracking through Smartsheet preferred. Must have a general knowledge of principles and procedures of mathematics as well as practice and systems of fiscal management.

In addition, this position is required to organize and complete multiple unrelated tasks within established time frames. Good verbal and general communication skills are required. Employee must be able to maintain composure and professionalism in all interactions. Employee must maintain a positive “team player”, customer focused attitude. Employee must abide by all confidentiality policies.

This position requires interpretation and analysis of state and federal statutes and regulations, with the ability to determine impact of changes to the same. Analytical skills are critical, in addition to skills in financial analysis, principles and practices of public administration, procurement rules and regulations, governmental budgeting and finances, and principles and practices of fiscal management.

SPECIAL REQUIREMENTS:

Position requires expert knowledge of spreadsheet, database management including Rbase, word processing and desktop publishing microcomputer applications on a daily basis. Math skills, 10 key desired and knowledge of budget processes/program operations. Advanced knowledge and experience writing and preparing procurement documents and have successfully completed state procurement training.

Incumbent is preferred to have current contracting related credentials such as an Oregon Procurement Basic, Intermediate, or Advanced Certificate issued by the Department of Administrative Services, Procurement Services (DAS PS). Incumbent must possess or successfully pass all 11 modules to obtain the Contract Administration Training Certificate within 6 months of hire by the HSD Contracts Unit.

BUDGET AUTHORITY:

If this position has authority to commit agency operating money, indicate the following:

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Operating Area	Biennial Amount ($00000.00)	Fund Type

SECTION 11. ORGANIZATIONAL CHART
Attach a current organizational chart. Be sure the following information is shown on the chart for each position: classification title, classification number, salary range, employee name and position number.
SECTION 12. SIGNATURES
Employee Signature	Date	Supervisor Signature	Date
Appointing Authority Signature	Date