Management Analyst - PHPP - STI/HIV and TB Program (Departmental Promotional Only)

About the Role

Public Health, Policy & Planning is dedicated to advancing health equity and well-being in San Mateo County. The Sexually Transmitted Infections (STI)/Human Immunodeficiency Virus (HIV) and Tuberculosis (TB) Program seeks a Management Analyst to provide grant management, fiscal oversight, performance monitoring, and project management while collaborating with community partners and multidisciplinary teams to advance public health initiatives.

Responsibilities

• Administer multiple federal, state, and local grant awards throughout the grant lifecycle, including Ryan White HOPWA, TB, and STI/HIV/HCV Prevention and Surveillance funding.
• Monitor grant compliance to ensure adherence to funding requirements, regulations, policies, and reporting deadlines.
• Prepare, review, and submit quarterly and annual financial reports, reimbursement requests, invoices, and expenditure documentation.
• Develop, monitor, and reconcile grant budgets; identify funding trends and recommend budget adjustments as needed.
• Prepare and process budget modifications and revisions in accordance with grantor and County requirements.
• Analyze expenditures, revenue, and spending projections to ensure fiscal accountability and maximize grant utilization.
• Review invoices, supporting documentation, and expenditures for allowability, accuracy, and compliance with grant requirements.
• Coordinate with County fiscal staff to reconcile accounts, resolve discrepancies, and support audits.
• Monitor contractor expenditures and performance to ensure contractual and financial compliance.
• Develop, negotiate, and monitor scopes of work, contracts, Memoranda of Understanding (MOUs), and amendments.
• Prepare procurement documents and coordinate contract routing through County procurement and approval processes.
• Prepare grant applications, continuation applications, budget narratives, and required supporting documentation.
• Track grant deliverables, milestones, performance measures, and reporting requirements using spreadsheets and data management systems.
• Analyze program performance data and prepare reports, dashboards, and presentations for leadership and funding agencies.
• Conduct quality assurance reviews of financial, programmatic, and performance data to ensure completeness and accuracy.
• Provide technical assistance and guidance to internal program staff and community-based organizations regarding grant, fiscal, and reporting requirements.
• Interpret grant regulations, policies, and contractual requirements and communicate expectations to program partners.
• Serve as a subject matter expert on grant administration, compliance, budgeting, and financial reporting.
• Collaborate with program managers, epidemiologists, fiscal staff, procurement, legal counsel, and executive leadership to support grant administration.
• Coordinate monitoring activities, desk reviews, and site visits for contracted providers.
• Identify compliance risks and recommend corrective actions and process improvements.
• Develop and maintain grant management tools, tracking systems, standard operating procedures, and documentation.
• Assist with federal, state, and County audits, monitoring visits, and corrective action plans.
• Research funding opportunities and assist in developing competitive grant proposals.
• Lead or participate in special projects involving program planning, process improvement, data analysis, or operational initiatives.
• Prepare correspondence, Board memoranda, reports, and presentations for County leadership and external funding agencies.
• Represent the program at meetings with funding agencies, community partners, and County departments.
• May supervise administrative level staff.

Qualifications

Ideal Candidate Experience

• Identifying and managing federal, state, and local grant funding, including grant administration and compliance.
• Developing and monitoring budgets; tracking expenditures; fiscal oversight; invoicing and regulatory reporting.
• Developing scopes of work and memoranda of understanding (MOUs) for contracted service providers.
• Utilizing grant reporting, financial management, procurement, and contract management systems to ensure compliance with funding requirements and program objectives.
• Working with multiple public health and population health information systems to analyze data, develop tracking systems, dashboards, and performance measures.
• Implementing quality assurance and continuous quality improvement initiatives that enhance program performance, data integrity, and operational effectiveness.
• Managing complex projects independently by coordinating competing priorities, facilitating cross-functional collaboration, monitoring project outcomes, and developing data-driven recommendations.
• Providing technical assistance and serving as a subject matter expert on grant administration, program operations, data systems, regulatory compliance, and performance management.
• Building collaborative relationships with community-based organizations, healthcare providers, state agencies, and internal stakeholders.
• Communicating effectively through reports, presentations, executive briefings, and other written and verbal communications.

Knowledge of:

• Project and/or program management, analytical processes, and report preparation techniques.
• Business administration and/or public administration.
• Organizational and management practices as applied to the analysis, evaluation, development, and implementation of programs, policies, and procedures.
• Principles of mathematical and statistical computations.
• Research and reporting methods, techniques, and procedures.
• Modern office practices, methods, computer equipment, and applications related to the work.
• English usage, grammar, spelling, vocabulary, and punctuation.
• Applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
• Principles and practices of public administration as applied to operational unit and program administration.
• Principles and practices of county management and government.
• Sources of information related to a broad range of county programs, services, and administration.
• Basic principles, practices, and procedures of funding sources and grant funds disbursement.
• Principles and practices of contract administration and evaluation; public agency budget development and administration, and sound financial management policies and procedures.
• Recent and ongoing developments, current literature, and sources of information related to the operations of the assigned division.
• Record keeping principles and procedures.
• Techniques for effectively representing the County in contacts with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and County staff.

Ability to:

• Assist in the development of goals, objectives, policies, procedures, and work standards for the department.
• Coordinate and oversee programmatic administrative, budgeting, and/or fiscal reporting activities.
• Perform responsible and difficult administrative work involving the use of independent judgment and personal initiative.
• Conduct research on a wide variety of administrative topics including grant funding, contract feasibility, budget and staffing proposals, and operational alternatives.
• Evaluate and develop improvements in operations, procedures, policies, or methods.
• Research, analyze, and evaluate new service delivery methods, procedures, and techniques.
• Prepare clear and concise reports, correspondence, policies, procedures, and other written materials.
• Interpret, apply, explain, and ensure compliance with applicable Federal, State, and local policies, procedures, laws, and regulations.
• Establish and maintain a variety of filing, record keeping, and tracking systems.
• Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
• Operate and maintain modern office equipment, including computer equipment and specialized software applications programs.
• Use English effectively to communicate in person, over the telephone, and in writing.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
• Plan, organize, and carry out assignments from management staff with minimal direction.
• Plan and conduct effective management, administrative, and operational studies.
• Analyze, interpret, summarize, and present administrative and technical information and data in an effective manner.
• Use tact, initiative, prudence, and independent judgment within general policy and legal guidelines in politically sensitive situations.
• Effectively represent the department and the County in meetings with governmental agencies, community groups, and various businesses, professional, and regulatory organizations.

Training and Experience

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

• One year of professional administrative experience for the Associate Management Analyst level, and at least three years for the Management Analyst level.

Schedule

• The incumbent is expected to work onsite during the initial three months of employment to complete training.
• Upon successful completion of the training period, the incumbent may be eligible for a hybrid work schedule of approximately 50% telework and 50% in-office work.
• Telework eligibility and schedules are subject to operational needs, departmental business requirements, and the County's Telework Policy, and may be modified at any time based on County policy or management discretion.