GENERAL STATEMENT OF RESPONSIBILITIES:
Oversees and maintains accurate financial records in areas of District grants. District procurement; Monitors and maintains compliance with State and Federal reporting requirements. Conducts reconciliations on several District cash accounts.
RESPONSIBILITIES AND DUTIES (GRANTS):
- Oversees fiscal component of district federal and state grants; assists with developing grant budgets; collaboration on grant applications with Educational Services, Special Services, and Food Services; processes, monitors, and reconciles
- Coordinates and enters grant applications on Grants Management System, eCivis and other platforms. Obtains and uploads required documents. Recalculates and revises grants as needed
- Monitors the financial management of grants (e.g. budget preparation, budget adjustments, expenditures, etc.) for the purpose of complying with all programs and funding guidelines of awarding organizations
- Collaborates with internal and external personnel (district administrators, principals, office managers, teachers, auditors, ADE, etc.) for the purpose of implementing and/or maintaining services and programs as it relates to grants finances
- Researches topics required to manage assignments (e.g. relevant policies, new federal and state statutes, education and school finance law, etc.) for the purpose of developing new grant applications, ensuring compliance with regulatory requirements (USRF, EDGAR, UGG, etc.), securing general information and/or responding to requests
- Ongoing fiscal monitoring of grants and monthly draw downs (reimbursement requests)
- Ensures district compliance with established guidelines (state and federal)
- Prepares a wide variety of materials (e.g. grants, grant budgets, funding requests, reports, procedures, reconciliations, comparability reports, Single Audit Questionnaire and Audit upload, Self-Assessment, General Statement of Assurance, SAM.Gov registration renewal, time and effort reconciliation (payroll records to grant expenditures), preparation, distribution and upload as required of time and effort logs, completion reports (reconciliation, and entry in grants management), capital outlay forms, indirect cost reconciliations, etc. for the purpose of documenting activities and expenditures, meeting compliance requirements, providing audit references, and/or providing supporting materials for requested actions
- Monitors grant capital outlay inventories working with District General Fixed Assets (GFA) personnel
- Approves and provides coding on time sheets, purchase orders, and vouchers
- Submits information to the Executive Director of Finance on journal entries to be processed
- Reconciles cash in Grant funds by monitoring revenues and expenditures through County treasurer and general ledger
- Participates in meetings, workshops and seminars for the purpose of gathering current/new information and guidelines
- Presents, as requested, status updates, draw down status, per pupil allocation calculations, proportionate share calculations, etc?
RESPONSIBILITIES AND DUTIES (GENERAL):
- Assists with reconciliation of Non-Major Special Revenue Funds
- Prepares annual Tax Credit donor statements; prepares and files annual reports with Arizona Department of Revenue
- Ensures compliance with Board policy, State and Federal Laws, and other regulations governing procurement and accounting practices
- Performs research and analysis on special finance projects, and prepares reports based on the findings and results; assists the Executive Director in researching and interpreting regulations
- Monitors budget limits on grant accounts; ensures budgets are not exceeded
- Maintains and tracks Facility Use, related certificates of insurance, timely receipt of payment, and annual update of Facility Use Handbook including fee schedule
- Assists with required annual Governing Board approvals related to Business Services financial activity
- Explains rules, regulations, policies, and procedures to employees, administration, vendors, outside agencies, and the public within the scope of authority; refers technical questions and matters requiring policy interpretation to the Executive Director of Finance for resolution
- Public Surplus tracking and reporting
- Draft/update standard operating procedures; PTO handbooks/training
- Verify and maintain journal entries
- Cross-train and work collaboratively with other team members of the Business Office
- Represent the District in a professional manner and in the best interest of the District
- Perform additional duties and accept other responsibilities as may be assigned by the Executive Director of Finance
MINIMUM QUALIFICATIONS & EXPERIENCE:
Knowledge and experience with:
- Principles and practices of governmental grants
- Principles and practices of government accounting
- Budgeting and accounting principles and practices (3 years experience/training preferred)
- Establishing and maintaining grant encumbrance and expense records
- Uniform System of Financial Records (USFR), Arizona Revised Statutes, Arizona Accounting Manual, Governing Board Policy
- Code of Federal Regulations (CFR), Education Department General Administrative Regulations (EDGAR), Uniform Grant Guidance (UGG)
- Writing, maintaining and tracking grants
- Principles and practices of governmental cash handling, including deposits and reconciliation
- Principles and practices of facility use
- General office practices, time management, and organizational skills
- Associate or Bachelor's degree in a related field (preferred)
OTHER REQUIREMENTS:
Competencies required:
- Effective communication and collaborative skills
- Ability to operate office technologies including phone computer, printer, fax machine,copier and scanner
- Ability to utilize office computer software including, but not limited to, accounting database, word processing, spreadsheets, presentation software, email, and internet applications
- Ability to perform arithmetic calculations quickly and accurately
- Ability to prepare specifications and contracts for a large diversity of items
- Ability to provide technical leadership in grants accounting
- Demonstrate ability to carry out assigned work with minimal supervision
- Such alternatives to the above qualifications as the Board may find appropriate and acceptable
- Such alternatives to the above qualifications as the Board may find appropriate and acceptable
ESSENTIAL DUTIES:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the tasks, duties, knowledge, skill, and/or ability required. This is illustrative only and is not a comprehensive listing of all duties and tasks performed by employees in this role. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
PHYSICAL AND WORK ENVIRONMENT:
The employee regularly works indoors. The noise level in the work environment is moderate to loud. The employee may be exposed to machinery, potential physical harm, hazardous chemicals, and infectious diseases.
TERMS OF EMPLOYMENT:
- Exempt Status
- 40 hours per week/12 months (207 days)
- Sick/Personal & Vacation Leave
- Benefits per Board Policy
- Participation in Arizona Retirement System (ASRS)
COMPENSATION:
Band 2 on the Exempt Support Staff Salary Schedule
SUPERVISED BY:
Executive Director of Finance
Board Approved 3.28.2022 . +