What are the responsibilities and job description for the Bookkeeper/Grant Assistant position at Regional Office of Education?
JOB GOAL
Under the general supervision of the Director of Finance & Operations and the Director of Organizational Leadership, performs advanced bookkeeping and fiscal management; and collaborates with officials
across regional offices and the project directors leading the grants she/he manages, and performs related work as required.
MAJOR DUTIES & PERFORMANCE RESPONSIBILITIES
The criteria indicated below are intended to describe various types of work that may be performed. The exclusion of specific responsibilities does not prohibit them if the work is similar, related, or a logical task of the position.
1. Contributes to the administration of several different federal and state grant-funded Lead Hub projects
2. Develops and leads necessary internal controls and ensures timely and accurate processing of payments to partners involved in state and federal grants
3. Collects expenditure information and completes reporting on any foundation grants secured to meet matching fund requirements of federal awards
4. Works closely and collaboratively with the entire project team to maintain partnerships with to ensure smooth day-to-day financial operations of the project
5. Ensures accurate and timely fund drawdowns from the federal G5 System in compliance with federal regulations
6. Manages the day-to-day financial requirements of the state and federal grants assigned
7. Prepares required financial reports and documents allowability of expenses, for audit and report submission in accordance with ROE and granting agency requirements
8. Reviews payroll entries for accurate account posting, performing accounting reconciliations, G5 invoicing, partner invoicing, PO processing, and bookkeeping entries in the state and federal grants assigned
9. Develops financial and performance reports that are required to be submitted to the US Department of Education on a semi-annual basis
10. Supervises practices and regularly interacts with finance officials at partner organizations in order to ensure proper administration of grant funds that comply with federal, state, and local regulations
11. Works with the Director of Finance & Operations, Director of Operational Leadership and Project Director(s) on annual budget development and external partner contract development and execution
12. Performs advanced bookkeeping tasks as needed
13. Maintains grant disbursement including processing checks, credit card charges, invoices, preparing vouchers, posting and reconciling multiple line items
14. Develops, maintains and shares customized databases, systems and calendars for recording and tracking grant award documents, project activities, and other related statistical information
15. Drafts and/or distributes communications, special reports, summaries, etc., as required
16. Works with ROE financial staff to track fund disbursement
17. Maintains relevant grant documentation, including funding agency forms and communications, original proposal submission documents, reference literature, dissemination materials, outcome and other project-related data, mid-year and annual reports, and other pertinent information
18. Works with those coordinating contracts and/or securing services for conferences / meetings to ensure that funder and ROE guidelines are followed, and arrangements are within project budget
19. Develops and completes with grant agreement modifications as required, and coordinates planning, and preparation of any supplemental grant proposals aligned to the project
20. Assists and completes account reconciliation for the grants
21. Assists with audits
22. Develops networks to communicate with internal staff and others from grant partner organizations to build knowledge and awareness of grant-related practices, challenges, and opportunities
23. Assists the Director of Organizational Leadership with project activities, scheduling project work; and ensuring deadlines are met
24. Collaborates and supervises practices with outside agencies to meet the goals of the DuPage Regional Office of Education, such as providing documents and other needed materials to independent auditors.
25. Performs other duties as assigned by the Director of Finance & Operations or Director of Organizational Leadership
26. Adjusts work assignments and schedules as necessary in response to evolving federal directives and governmental actions to ensure alignment with preparedness, response, and recovery efforts
Pay: $65,000.00 per year
Benefits:
- Health insurance
- Paid sick time
- Paid time off
Work Location: In person
Salary : $65,000