What are the responsibilities and job description for the Grants and Administrative Support Specialist position at Enterprise State Community College?
Position Summary
The Grants and Administrative Support Specialist is responsible for supporting the fiscal management, monitoring, and reporting of federal, state, and institutional grants while also providing administrative support to the Executive Director of Financial Services. This position ensures compliance with grant agreements, institutional policies, and applicable accounting standards and regulations. The position requires strong accounting knowledge, organizational skills, and the ability to coordinate financial and administrative activities across departments.
The Grants and Administrative Support Specialist reports directly to the Executive Director of Financial Services.
Essential Duties and Responsibilities
At a minimum, the Grants and Administrative Support Specialist will:
Grant Accounting and Compliance
- Monitor fiscal and programmatic compliance of assigned grants to ensure expenditures coincide with Board of Trustees authorization documents, grant agreements, and institutional policies.
- Post and balance general ledger journals and monthly journal entries related to grant and restricted funds.
- Assist with the preparation of annual financial statements related to grants and restricted funds.
- Assist in budget planning and preparation for grants and contracts, and track budgets in accordance with associated grant agreements.
- Monitor grants and contracts to ensure compliance with award restrictions, reporting requirements, and applicable regulations, including federal grant regulations such as EDGAR and accounting standards, including GAAP, GAAS, GASB, and FASB.
- Receive, log, and maintain files for requests for funding, budgets, and budget amendments, and monthly remittance submissions for projects within the assigned grant portfolio.
- Collect, enter, and verify financial and performance data used to prepare monthly, quarterly, and annual internal and external reports.
- Maintain accurate and auditable grant files and assist internal and external auditors or examiners by providing requested documentation.
- Review or approve grant-related expenditures, including items related to student financial aid and work-study programs, where applicable.
- Assist with grant-related reconciliations and preparation of specialized financial reports.
- Assist in maintaining the finance module in the Ellucian Banner system, including coding, fund setup, and reporting configuration to ensure accurate grant accounting and reporting.
- Assist with procedures and internal controls related to accounts receivable, accounts payable, cash receipts, and restricted funds associated with grant activity.
Reporting and Data Management
- Prepare or assist with the preparation of financial and statistical reports for the Executive Director of Financial Services, Executive Director of Workforce Development, and other institutional administrators.
- Track grant expenditures and prepare reports that monitor grant performance relative to approved budgets.
- Support submission of required grant financial and performance reports to funding agencies and internal stakeholders.
Administrative Assistant Support
- Provide assistance to student Accounts Receivable.
- Provide administrative support to the Executive Director of Financial Services, including scheduling meetings, coordinating calendars, and preparing meeting materials.
- Prepare correspondence, reports, and financial documentation for internal and external distribution.
- Maintain organized electronic and physical files for Financial Services operations.
- Assist with coordination of departmental meetings, agendas, and minutes as needed.
- Support communication with internal departments, grant project directors, and external partners regarding financial and grant-related matters.
- Assist with special projects and administrative assignments as requested by the Executive Director of Financial Services.
Qualifications
Minimum Qualifications
- Bachelor’s degree in accounting, finance, business administration, or a related field required.
- Two (2) years of experience in accounting, grant accounting, governmental accounting, or financial administration preferred.
- Knowledge of federal and state grant regulations and accounting principles.
- Experience with financial management systems such as Banner or comparable ERP systems preferred.
- Strong analytical, organizational, and communication skills.
Knowledge, Skills, and Abilities
- Knowledge of governmental and grant accounting standards.
- Ability to interpret grant agreements and financial regulations.
- Ability to prepare accurate financial reports and maintain detailed records.
- Strong attention to detail and ability to meet reporting deadlines.
- Proficiency with Microsoft Office applications, particularly Excel.
- Ability to work collaboratively with multiple departments and external stakeholders.
Application Procedures/Additional Information
As this is an online application system, please use an email address you regularly monitor, as any follow-up notifications will be sent to the address listed on the application. Please read the entire application procedure before applying.
Applicants must meet the minimum and required qualifications and must submit a completed application through the online application system to be considered for this position. Submission of a completed application packet is the applicant's responsibility. To be considered for an interview, only complete application packages will be given consideration; incomplete application packets will eliminate the possibility of an interview.
The applicant must submit all the following as outlined:
- A completed official College employment application
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A cover letter addressing your interest in the position, relevant qualifications, and how your skills align with the essential duties and responsibilities of the posted position.
- The cover letter should be no more than one page in length.
- A current resume
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Written verification of minimum required work experience from a current or previous employer.
- Verification must include employment dates, job title, and indicate whether the employment was full-time or part-time.
- There is a form that can be used, which is available at https://www.rstc.edu/employment, located under Documents,
OR
- A letter on official letterhead and including an authorized signature.
- If employed by the College, it is the employee's responsibility to furnish official transcripts to the Office of Human Resources of Reid State Community College from the institution(s) granting the educational credits.
- Copies of a High School diploma will not be accepted.
Applications must be filed online at: https://www.rstc.edu/employment. If at any point you have problems completing your application, contact the human resources department at Reid State Community College (sbrown@reidstate.edu).
Please note: All application materials must be electronic. It is recommended that you have digital copies (such as PDFs) of your resume, employment verification documents (if applicable), all required transcripts, and any other documents identified in the vacancy announcement ready when you begin the online application process. You will be given the opportunity to upload these during the process. Reid State Community College does not accept faxed, mailed, or emailed application materials.
Please note: All application materials must be electronic. It is recommended that you have digital copies (such as PDFs) of your resume, employment verification documents (if applicable), all required transcripts, and any other documents identified in the vacancy announcement ready when you begin the online application process. You will be given the opportunity to upload these during the process. Reid State Community College does not accept faxed, mailed, or emailed application materials.
Complete application files must be received by the application deadline. Applicants who fail to submit all required information will be disqualified from consideration. Only applications received during the period of this announcement will be considered.
Applicants are responsible for their own travel expenses.
In accordance with Alabama Community College System policy and guidelines, the applicant chosen for employment will be required to sign a consent form for a criminal background check. Employment will be contingent upon the receipt of a clearance notification from the criminal background check.
Reid State Community College is an active participant in the Employment Eligibility Verification Program (E-Verify). E-Verify electronically confirms an employee’s eligibility to work in the United States as required by the Department of Homeland Security.
Reid State Community College is an Equal Opportunity Employer. It is the policy of the Alabama Community College System, including all postsecondary community and technical colleges under the control of the Alabama Community College System Board of Trustees, that no employee or applicant for employment or promotion, on the basis of any impermissible criterion or characteristic including, without limitation, race, color, national origin, religion, marital status, disability, sex, age, or any other protected class as defined by federal and state law, shall be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program, activity, or employment.
Reid State Community College will make reasonable accommodation for qualified individuals with disabilities who are applicants or employees. Applicants who require reasonable accommodation for the interview are encouraged to request it when contacted for an interview appointment.
The College reserves the right to withdraw this job announcement at any time prior to the award being made. The College reserves the right to fill the position within one year of the stated anticipated starting date or not to fill the position due to budgetary or operational considerations.
The College reserves the right to fill more than one position in the same job classification should another vacancy occur during the search process.