Grants Financial Coordinator

2 weeks ago

Federal Way, Washington, United States Federal Way Public Schools Full time

Position Type:
Professional/Technical/Business Services

Location:
Educational Service Center

Hours per Day:
8 hours; $54.18 DOE

Days of the Week:
Monday to Friday

Shift Times:
8 a.m. - 4:30 p.m.

POSITION SUMMARY:
This role encompasses a diverse range of financial management tasks and support for the District's General Fund. Key responsibilities include aiding in the formulation, development, and assembly of the District's annual budget, along with necessary documentation and reports.

Acting as a resource for staff and administration, this position involves analyzing and interpreting financial data while overseeing revenue and expenditure trends against authorized allocations.


Additionally, this role serves as the primary contact for accounting functions related to all state and federal grants, ensuring that expenditures comply with applicable federal, state, and local regulations.

Responsibilities include assisting with the preparation of grant application budgets, establishing grant budgets in line with awarded amounts, reviewing for alignment with updated budgets and additional carry-over funds, and submitting billings as required.

ESSENTIAL DUTIES AND RESPONSIBILITIES: This list is representative, not exhaustive. Some individuals may not perform all listed duties, while others may be assigned related tasks. Reasonable accommodations may be made for individuals with disabilities to perform essential functions.

Conduct research and provide insights related to budgeting and financial management practices; resolve issues and conflicts while making recommendations for corrective measures.

Collaborate with state agencies, other school districts, and local educational service districts on budgetary, fiscal, and grant-related matters to ensure compliance with federal, state, and local standards.

Work alongside Human Resources to confirm staffing assignments for accurate account distribution, state-required excess cost reporting, and grade group assignments for compliance purposes, maximizing revenue generation and minimizing audit risks.

Monitor and interpret financial data, making necessary corrections. Identify potential issues regarding fiscal integrity, audit risks, or legal compliance and notify management accordingly.
Perform analyses on categorical programs for state-required maintenance of effort levels and revenue recovery purposes.

Assist in the organization, development, and preparation of the District's General Fund annual budget, required documents, and related reports.

Engage in special budget and/or accounting projects that necessitate detailed financial analysis.

Serve as a resource for budget managers and office personnel regarding budgetary and fiscal matters; communicate guidelines, processes, and requirements effectively.

Participate in monthly school business group meetings; provide training to staff on budgetary matters, chart of accounts, and the development and execution of financial reports.

Execute budget transfers as needed. Assist with maintaining the chart of accounts and assigning new account codes in accordance with state and local policies.
Coordinate accounting activities for federal, state, and other district grants.
Analyze each grant for the preparation of monthly billings to grantor agencies.

Identify, rectify, and correct various errors and issues, including coding mistakes; perform expense and budget transfers as necessary.

Support program managers in developing grant-related program budgets and budget revisions, ensuring compliance with federal, state, and local grant fiscal requirements and guidelines.

Act as the global administrator for the OSPI I-Grants System; coordinate grant processing; submit final applications to OSPI program managers for review and approval; provide training and support to system users.

Verify time and attendance records for time and effort reporting to ensure documentation for grant expenditures adheres to federal guidelines and the Single Audit Act.

Prepare required schedules of financial assistance or grant inventories for year-end audits; reconcile grant revenues with closing financial reports; provide various assistance and information to auditors.

Prepare year-end accruals and reconcile expenditures and revenues for grants.
Assist management in forecasting current and future grant revenues.
Prepare reports for external granting agencies in accordance with grant application parameters and state and federal requirements.
Prepare the Title I comparability report to ensure equitable distribution of state and local funds to schools.

OTHER RESPONSIBILITIES: Maintain current knowledge of rules, regulations, legislation, negotiated agreements, technology, policies, and procedures governing federal and state grants, as well as financial, accounting, and budgeting matters.

Acquire new skills as necessary; attend relevant state and local meetings and training sessions; consult with regulatory agencies as needed.

Serve as a resource for all District staff, committees, other Business Services personnel, and external customers regarding financial, accounting, and budgeting matters.

Contribute as a member of the Business Services team; perform related duties consistent with the scope and intent of the position.


MINIMUM QUALIFICATIONS:
Bachelor's degree in Business Administration with a focus on accounting or a related analytical field
Two years of progressively responsible budgeting and/or accounting and/or grants experience in a large and complex organization

OR any combination of experience and training that provides the applicant with the knowledge, skills, and abilities required to perform the work.

(Related education and experience may be substituted for the educational requirement on a year-for-year basis.)

PREFERRED QUALIFICATIONS:
Familiarity with BusinessPlus software for efficient data access
School Business Specialist certification (CSBS)

CONDITION OF EMPLOYMENT:
Criminal background clearance

KNOWLEDGE OF:
Basic understanding of computer, phone, copier, fax, and email skills
School finance and general accounting practices and procedures
Budgeting and cost projection
Federal and state grant accounting regulations

SKILL IN:
Effective customer service and public relations
Computer operation and adaptability to various software applications (e.g., Microsoft Excel, PowerPoint, Word, and Access)
Ensuring quality, timeliness, and confidentiality of information
Problem resolution
Accurate 10-key operation
Identifying errors and verifying data

ABILITY TO:
Learn and interpret laws and regulations governing school finance, federal and state grants, and other categorical programs.
Prioritize, organize, construct, implement, and monitor timelines and meet deadlines on projects and reports
Extract, interpret, analyze, and compile data from District records for effective reporting
Detect and correct accounting errors
Provide training and direction to District staff
Communicate effectively through verbal, written, and graphic presentations and documentation
Work independently without daily supervision
Establish and maintain positive working relationships with internal staff and external support agencies
Demonstrate success in a team environment
Be flexible and work effectively under pressure
Evaluate processes for efficiency and effectiveness and present recommendations when necessary
Ensure quality, timeliness, and confidentiality of information
Follow written and oral directions and instructions
Maintain excellent customer service skills
Establish and maintain a cooperative and effective working relationship with a diverse community consisting of the public, staff, students, co-workers, and supervisors
Perform essential duties and responsibilities with or without reasonable accommodations

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES RELATED TO CULTURAL COMPETENCE AND EQUITY:

Knowledge/awareness of one's own cultural identity and its influence on behavior, along with a desire to learn about the cultural identities of others.

Ability to create and foster an environment that promotes cultural competence and equitable treatment of staff, students, and patrons of the District.

Ability to recognize that each individual is unique while celebrating their group cultural heritage.


PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


While performing the duties of this job, the employee will frequently stand and walk, bend neck and back, and use hands for repetitive grasping and pushing/pulling.

The employee is often required to squat, kneel, and use hands for fine manipulation. The employee may occasionally need to sit, climb stairs/ladder, lift and reach overhead, crawl, and lift/carry. The employee must consistently lift/carry up to 5 pounds and frequently lift/carry up to 10 pounds. The employee may occasionally lift/carry a maximum of 20 lbs. The employee may occasionally be required to push/pull a maximum weight of 100 pounds. This position requires visual concentration on detail, dexterity, and precision.

This position also requires sitting for extended periods, walking, standing, carrying, filing, hearing, speaking, writing, keyboarding, and prolonged reading from a computer monitor.


WORKING CONDITIONS:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


While performing the duties of this job, the employee regularly works in indoor conditions and frequently works near video displays.

The noise level in the work environment is typically moderate.

The position regularly deals with frequent interruptions, deadlines, and occasionally interacts with upset employees and community members.


WORK SCHEDULE:
Work schedule typically follows a Monday through Friday pattern, day shift or as otherwise determined by the District.

REPORTING RELATIONSHIPS:
This position reports to and is evaluated by the Director of Budgets and Grants.

REPRESENTATION:
Professional-Technical Employees Association

LEVEL OF COMPENSATION:
Level E.2 on the Professional-Technical Employees Association salary schedule

Disclaimer
The preceding list is not exhaustive and may be supplemented as necessary.

The statements contained herein reflect general details necessary to describe the principal functions of this job, the scope of responsibility, and the level of knowledge and skills typically required, but should not be considered an all-inclusive listing of work requirements, skills, or duties so classified.

All personnel may be required to perform duties outside their normal responsibilities from time to time as needed.

All employment open positions are made available on a nondiscriminatory basis without regard to race, color, creed, religion, sexual orientation, national origin, gender, age, disability, or veteran status.

Job descriptions are written as a representative list of the ADA essential duties performed by the entire classification. They cannot include, and are not intended to include, every possible activity and task performed by every specific employee.

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