Finance and Grants Coordinator; Administrator II

Introduction

The mission of the Maryland Department of Veterans and Military Families is to lead veterans, service members, and their families through life’s transitions. Charlotte Hall Veterans Home is a key component of that mission, providing quality skilled nursing and assisted living to veterans and eligible spouses. The Finance and Grants Coordinator advances the Department’s mission at Charlotte Hall Veterans Home by ensuring efficient spending of taxpayer dollars, reviewing, monitoring and regularly testing the accuracy and appropriateness of charges from the Charlotte Hall Veterans Home management contractor to the Department.

The position prepares and submits billing to the US Department of Veterans Affairs (VA) and monitors payment of such. The position maintains internal CHVH accounting records and reviews deposits for accuracy. The position also advances the Department’s mission by identifying grant opportunities from the US Department of Veterans Affairs, coordinating all activities required to submit valid and compelling grant applications, monitoring grant compliance and closing out grants.

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• Review invoices from CHVH management contractor and test for accuracy of charges for labor, supplies, contracted services, etc., and for proper preauthorization of capital expenditures
• Propose improvements to contractor methodology and/or documentation to improve invoice accuracy and timeliness
• Test for reasonableness of incurred expenses, identify and question costs that are clearly higher than expected/higher than market
• Maintain subledger of deposit records (all sources) for CHVH
• Verify bank deposits for accuracy and proper approval
• Maintain internal records of Veterans Home Program appropriations and expenditures, and highlight areas of concern for the Director
• Prepare VA Form 10-5588 monthly (State Home Report and Statement of Federal Aid Claimed)
• Prepare OB-10 invoice and supporting documentation and upload Form 10-5588 for payment by VA

• Partner with DVMF and DGS staff and the CHVH management contractor to assess capital needs eligible for the VA’s State Home Construction Grant Program.
• Draft programmatic justifications required to secure placement on the VA Federal Priority List.
• Coordinate Initial Submissions:
  Draft, assemble, and finalize complex initial grant pre-applications for submission to the Federal VA Central Office prior to the annual April 15th deadline.
• Secure Environmental & Historic Approvals:
  Act as the state coordinator to secure clearances from the State Historic Preservation Officer (SHPO) and fulfill National Environmental Policy Act (NEPA)
• Serve as the agency’s primary Point of Contact with the U.S. Department of Veterans Affairs regarding grant rules, VHA handbooks, and design mandates
• Track architectural progress alongside construction teams to ensure all Design Development Drawings, technical specifications, and Space Program Analyses meet 38 CFR Part 59 requirements
• Ensure project execution complies with 2 CFR Part 200 (Uniform Guidance), the Davis-Bacon Act (wage rates), and Federal Life Safety Codes
• Monitor state-appropriated capital funds to guarantee the state maintains its mandatory 35% matching share alongside the 65% federal grant funding
• Submit reimbursement requests, review construction contractor invoicing, and draw down federal funds through automated government financial management clearinghouses
• Gather and submit final project documentation, including photos, equipment inventory lists, and final payment requests. Facilitate state and federal closeout audits upon project completion
• Maintain and update credentials to access Grants portal via Grants.gov Administration
• Provide backup for Director and Deputy Director when both are absent
• Attend meetings as directed by Director
• Other duties as assigned

• Education:
  
  Graduation from an accredited high school or possession of a high school equivalency certificate.
• Experience:
  
  Five years of administrative staff or professional work.
• Notes:
  • Candidates may substitute 30 credit hours from an accredited college or university for each year up to four…