Grants Coordinator


OVERVIEW OF POSITION:

Under the supervision of the Chief Financial Officer and Assistant Superintendent, the grants coordinator carries out professional level fiscal and compliance functions related to grants. This position will focus heavily on budgeting, accounting, reporting, fiscal analysis, and compliance. The incumbent will serve as a key intermediary between the fiscal and program departments to ensure the needs of the Oregon City School District and Federal/State and Local Agencies are met.

PERFORMANCE RESPONSIBILITIES:

● Plan, organize and coordinate the budget, accounting and financial reporting for District grants.

● Work with program and fiscal staff to provide accurate budgetary data and projections in conjunction with the submission of spending plan narratives to ODE and other grantor agencies.

● Work with program staff on developing grant proposals and other narratives explaining desired outcomes.

● Work with program and fiscal staff to create a logical set of account codes to track grant expenses at an appropriate level of detail while maintaining an efficient chart of accounts structure.

● Maintain and apply an up-to date knowledge of federal, state, local and other funding source compliance, regulations, and laws, including 2 CFR 200, the OMB compliance supplement, ODE guidance and grant terms, and other authoritative sources and guidance.

● Prepare accurate and timely financial reports to Federal/State and Local Agencies, such as quarterly Federal Financial Reports and ODE required reports.

● Work with program staff on completing any required programmatic reports by providing financial and other information and analysis, including analyses of how grants met desired outcomes.

● Perform grant-related post-award functions, including budget and expense analysis, financial reporting, payroll distribution changes, reconciliations, re-budgeting and grant closeout functions required by Grants and Contracts Administration.

● Prepare accurate and timely financial reports, including budget and expense analysis reports, on grants for internal management purposes. Train program staff on interpreting Infinite Visions grant reports and looking up details of financial transactions through the general ledger.

● Develop expertise with creating reports through the report writer in the Infinite Visions software in order to meet management needs.

● Develop knowledge and expertise in applying federal allowable cost and ODE guidance to expenditure transactions to ensure all costs comply with relevant laws, meet audit requirements, and align with District policies and procedures.

● Work with management to ensure grant related policies and procedures are in place and up to date to ensure compliance with all relevant rules and regulations.

● Proactively identify and report new compliance responsibilities to management and assist in implementing required changes.

● Review employee personnel action requests to ensure staff payroll expense allocations will be charged to the correct account codes. Advise program staff as to when new personnel action requests are needed to align spending with new or revised spending plans.

● Coordinate with fiscal staff to process journal entries to various grants or projects as needed in order to align actual spending with planned spending.

● Collaborate with District program staff, including holding recurring and ad-hoc meetings, in relation to grant programs, compliance and accounting issues along with providing fiscal support and guidance.

● Perform ad-hoc financial analysis in response to requests to provide support to various programs.

● Identify and recommend cost savings initiatives for program activities.

● Effectively communicate complex financial issues to employees, administrators, auditors, donors and granting agencies.

● Compile year-end reports, work papers and analysis necessary for the District’s external auditors to complete the annual audit. Pull backup documentation and provide explanations to external auditors as part of the annual Single Audit.

● Work collaboratively with program staff on grantor audits, such as ODE desk and in-person audits, by providing fiscal backup documentation and explanations as needed.

● Take initiative on professional development through attending relevant trainings and webinars through professional associations and other sources.

● Other duties as assigned by the CFO or Assistant Superintendent.

MINIMUM QUALIFICATIONS:

● Bachelor’s degree in accounting, finance, business administration or other related field plus two (2) years’ experience in the preparation, administration and monitoring of grants; OR, any satisfactory equivalent combination of education, training and experience which demonstrates the knowledge, skills and abilities to perform the job.

● Have prior work experience and understanding of grant funding, grant billing and grant accounting using federal and state rules and regulations governing grants for public sector employers.

● Knowledge of Generally Accepted Accounting Principles (GAAP), General Accounting Standards (GAS), Government Accounting Standards Board (GASB), and familiarity with regulations on the use of grants under federal and state requirements;

● Demonstrate working knowledge of or aptitude to learn grant administration processes, including reporting, record maintenance, billing support, contract compliance and closeout;

● Ability to analyze and systematically compile technical and statistical information to prepare correspondence and reports;

● Must be able to keep current with volume of work for federal and state grants billing and accounting;

● Ability to interpret federal, state and local government laws and regulations related to grant contracts and administration;

● Strong background in analytical functions including financial analysis and funds control;

● Demonstrate the ability to balance multiple initiatives simultaneously, completing assignments thoroughly and on time while working in a fast paced work environment;

● Proficient in complex accounting systems and Microsoft Office with intermediate skills in Excel.

PREFERRED QUALIFICATIONS:

Individual with experience working with restricted funds or grants, non-profit, governmental or school district experience.

EVALUATION:

Performance of this job will be evaluated annually by the Chief Financial Officer and Assistant Superintendent in accordance with provisions of the Board's policy on evaluation.

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Fiscal Services Supervisor

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Oregon City Community Education Supervisor