FLSA CLASSIFICATION: Exempt
COMPENSATION PLAN: Professional Technical
PAY RANGE: Range 4
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SUPERVISOR: Director or designee
LAST UPDATED: 07/01/2023
JOB SUMMARY: Maintain Grants Management accounting and reporting for the district. Coordinate and pursue the cooperation of the various departments and outside entities involved in the district's federal and state financial assistance programs by encouraging and monitoring the proper accounting for and reporting of such programs. Participate in the development of departmental, state, and federal budgets and the preparation of financial and decision-making information.
DUTIES AND RESPONSIBILITIES: The following tasks describe the basic functions of the job and represent the type of work performed. They do not constitute an exhaustive list of the duties and responsibilities performed on the job. The following frequencies and percentage of time spent are approximations only and are subject to flexibility dependent on organizational needs.
• Assist Grants Management employees with various aspects of departmental accounting functions. Provide instruction and clarification to end-users of the district's financial information by providing general business support. Locate and retrieve information from various systems and databases. Research questions regarding financial reports and communicate such research with individuals involved. Interpret system data and prepare and distribute monthly reports to department directors and required federal and state reports. [Daily, 15%]
• Interpret and summarize data generated from the accounting system as required for reporting to various government entities, namely the Colorado Department of Education (CDE). Develop related budgets and supervise equipment inventory and federal assurance compliances. [Daily, 15%]
• Coordinate, analyze, and monitor the coding, recording, and reporting of grant projects and activities through the Department of Grants Management. Prepare and input correcting journal entries resulting from analysis of such accounting information. Monitor and reconcile grant personnel and facilitate payroll corrections as needed. [Daily, 10%]
• Maintain the district's Grants Activities system to ensure the proper accounting for and reporting of districtwide federal and state grant projects and activities, including the monitoring and assistance in the tracking, reporting, and subsequent closing of multiple grant accounts within the Department of Grants Management. [Daily, 10%]
• Participate in the development of the district's multiple annual grant applications and revisions throughout the year. Prepare, organize, coordinate, and monitor multiple budgets for all the grants within the Department of Grants Management per lender approved grant awards. Review and revise specific budgets as required. Train directors and coordinators on budgeting and spending policies and procedures. Create analysis and verification of staffing reports related to multiple grant funded staff allocations. Manage multiple state and local grant budgets as assigned. Create and coordinate process training of personnel to access funding from approved applications adhering to district, state, and federal guidelines. Create budget spreadsheets and maintain the integrity of the grant budgets throughout the year by updating accounting line items and monitoring and approving the transfer of funds. [Daily, 10%]
• Stay abreast of the compliance requirements of federal, state, and local grant funded programs. Communicate research results with appropriate district personnel. Review contracts for compliance with grant guidelines ensuring state, federal, and district policies and procedures are met. [Daily, 5%]
• Coordinate with external and internal auditors to ensure compliance with spending requirements for the grants and carryover projects. Manage and distribute carryover funds for the federal, state, and local grants within the Department of Grants Management. [Daily, 5%]
• Collaborate with the district Budgeting, Accounting, Human Resources, Accounts Payable, Purchasing, Sub Office, and Payroll departments to create and maintain the account coding systems, staffing, payroll and expenditures related to each grant including creating yearly sub default coding per the lender approved applications. Prepare required analysis reports for grant funded staffing. Create and maintain grant-funded positions in the human resources information systems. [Daily, 5%]
• Assist with the duties and approvals of grant related activity in the absence of the Funded Projects Coordinator. Assist with providing information and collecting documentation for the Single Audit of accounts and on-site visitations by government grant officials. [Daily, 5%]
• Maintain and reconcile federal Title specific, state, and assigned local program grant budgets managed by the Department of Grants Management. Design and manage database files funded by districtwide programs through the Consolidated Federal Funding Programs (Title IA, Title IIA, Title III, Title IV, and Title V) and other programs as necessary. [Weekly, 5%]
• Develop and maintain appropriate tracking spreadsheets to assist in the monitoring and reporting of grant accounting activities. Preform monthly reconciliations on grant accounts, ensuring all transactions post correctly. Assure timesheets, time and effort records, payroll salaries, direct pays, and invoices (paid through Accounts Payable) are processed and balanced properly. [Weekly, 5%]
• Monitor quarterly budget spending reports to provide updates to the manager for grant revisions; prepare and distribute periodic reports of grant spending and current balances to office managers, principals, and project coordinators districtwide. [Monthly, 5%]
• Perform other related duties as assigned or requested. [Daily, 5%]
MINIMUM QUALIFICATIONS: The minimum amounts of formal education, professional work experience, knowledge, skills, and abilities that must be met for a candidate to be considered for a position.
• Bachelor's degree in accounting or related field.
• Three (3) years of related experience.
• Basic knowledge of typical office equipment such as telephones, copiers, fax machines, email, etc.
• Intermediate knowledge of Microsoft Office.
• Intermediate knowledge of accounting (e.g., posting, account reconciliation, account analysis).
• Intermediate mathematics skills.
• Intermediate critical thinking and problem solving skills.
• Intermediate interpersonal relations skills.
• Intermediate organizational skills.
• Intermediate analytical skills, including statistical analysis and the use of spreadsheets.
• Intermediate verbal and written communication skills.
• Ability to word process.
• Ability to operate a ten key adding machine.
• Ability to work independently and collaboratively with others.
• Ability to stay abreast of current accounting and human resource information systems.
• Criminal background check and fingerprinting required for hire.
MINIMUM CERTIFICATIONS AND LICENSES: The minimum certifications and licenses that must be met, valid, and unexpired for a candidate to be considered for a position.
• N/A
PREFERRED QUALIFICATIONS: Any job-related formal education, professional work experience, knowledge, skills, abilities, certifications, licenses, and other criteria that are inessential and in addition to the minimum qualifications, certifications, and licenses.
• General accounting experience.
• Experience with public school district grant life cycle.
• Experience working directly with people from diverse racial, ethnic, and socioeconomic backgrounds.
• Racially conscious and culturally competent with the skill, will, capacity, and knowledge to commit to a culture of continuous improvement.
PHYSICAL AND MENTAL DEMANDS: The physical exertion, cognitive capacities, and work environments required to perform a position's duties and responsibilities.
• Sedentary work.
• Light physical effort (lifting up to 10 pounds).
• Occasional bending, reaching, climbing, and lifting.
• Eye/hand coordination (e.g., typing, ten key).
• Concentrated reading/writing/mathematics.
• Hearing.
• Visual concentration on equipment.
• Normal office environment.
• Normal school district environment.
Additional Information: This position supports and manages multiple Federal, State, local and competitive grants. Preferred experience with IDEA and ESSA grants.