Job: Budget and Grants Manager

This posting has expired and is no longer available.

Job Description

Openings as of 3/2/2018
Administrative/Office Support

  • Budget and Grants Manager JobID: 5468
  • Position Type:
    Administrative/Office Support/Exempt Professional

  • Date Posted:

  • Location:
    Academic Support Programs

  •   Pay Grade: 3550
    Department: Academic Support Programs
    Starting Salary: $42,884 - $49,772
    Accountable To: Director of Academic Support Programs
    FLSA Status: Exempt

    Creation/Revision Date: May 26, 2017

    Under general direction, incumbent collaborates with Academic Support Program administrators to manage fiscal requirements and personnel needs for the department.

    Essential Functions:

    • Manages all budgets of the Academic Support Program Department. Including KidSpace, 21st Century Academy programs, Enrichment, Facility Use, community engagement, and special grant projects.
    • Works with department administrators to forecast, plan and monitor budgets throughout the year.
    • Reviews and monitors weekly program budget expenditures. Works with ASFR budget codes to ensure that funds are properly allocated.
    • Research budgetary concerns, collaborate with Human Resources, Payroll, Accounts Payable, Finance, Transportation, and Nutrition, to make necessary adjustments and troubleshoot solutions.
    • Collaborates with Academic Support Program administrators and program staff to discuss program needs and helps make appropriate program design decisions. Researches to find resources and equipment to meet the needs of programs.
    • Manages the purchasing for all programs in the Academic Support Programs Department. Oversees purchase services for instruction and program needs.
    • Reviews expenditures, prepares reports and invoices, and ensures compliance with grant guidelines.
    • Processes all invoices and collaborates with accounts payable to ensure timely payment for all expenditures.
    • Prepares deposit summaries to verify payments from facility use and enrichment programs.
    • Processes billing for all after school transportation.
    • Works directly with vendors. Helps prepare for the Request For Proposal (RFP). Works in collaboration with the Purchasing Department to prepare quotes to establish fair pricing to meet program needs.
    • Verifies expenses for the Academic Support Programs department, including supplies and materials, staffing, equipment, and facility use.
    • Utilizes MUNIS system for purchasing and budget oversight.
    • Prepares initial budget uploads and completes journal entries to move funds to appropriate accounts.
    • Helps plan, prepare for all grant budget revisions, and enters information in the ADE Connect online system. Helps complete the yearly budgets for grant renewals and new grant applications. Collaborates with grants management through the Department of Education.
    • Helps plan and complete budgets for special grant projects.
    • Seeks donations to support the mission of the department.
    Human Resources
    • Manages supporting hiring paperwork for all programs in the department.
    • Creates and manages hiring running records each semester and the summer, prepares the hiring upload and completes the PARs.
    • Assist in calculating yearly department staffing.
    • Utilizes MUNIS system to ensure that payroll expenditures are accurately coded.
    • Interfaces with site coordinators, collaborates with HR and payroll to complete hiring each semester and summer school.
    • Provides training on hiring procedures and Kronos for all Academy site coordinators, teachers and Instructional Assistants.
    • Posts all temporary after school positions in Applitrack and verifies applicant submissions.
    • Assists all site coordinators and program staff in navigating the Applitrack system and completing applications. Prepares stipend PARS by determining appropriate budget code and correct pay rates.
    • Oversees Kronos timekeeping every two weeks for all Academy programs. Interfaces with site coordinators to complete timekeeping entries at each site.
    • Interfaces with site coordinators, and after school staff, collaborates with HR and payroll to ensure that all employees are paid accurately and in a timely manner.
    • Ensures that all finance and human resources procedures and practices comply with the District policy, regulations and procedures.
    • Performs other duties as required.

    To be eligible for this position, an applicant must meet the following required qualifications. In addition, verification of these required qualifications is necessary.
    • High School diploma or equivalent (G.E.D.) prior to being hired;
    • Two years of finance, accounting, or related experience.
    It is preferred that applicant possesses the following preferred qualifications; however, the following qualifications are not required to be eligible for this position.
    • Bachelor’s degree in finance, accounting, or related field;
    • Two years of supervisory experience;
    • Two years of grant writing or grant management experience.
    To perform the job successfully, an individual must be able to perform each essential duty satisfactorily. The qualifications for this job description are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

    Skills required, but not limited to, for this position include:
    • Operating Microsoft Excel including using formula, pivot table, and interface functions;
    • Understanding general accounting techniques;
    • Using budgetary software programs;
    • Knowing accounting and algebraic mathematic functions;
    • Being a self-starter;
    • Knowing Federal and state laws governing area of assignment;
    • Applying practices and principals used in area of assignment;
    • Visualizing and applying various types of spreadsheet applications
    • Using the process of consensus as a strategy for decision making;
    • Motivating others to achieve intended outcomes;
    • Understanding grant guidelines;
    • Demonstrating grant writing techniques;
    • Generating the support needed to provide the best extracurricular programs;
    • Using computer software related programs;
    • Engaging and encouraging communication skills while interacting with supervisors, staff, students, etc. to exchange information.
    The physical requirements 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 is regularly required to use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is frequently required to stand; walk; sit; climb or balance and stoop, kneel, crouch, or crawl. The employee is occasionally required to taste or smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include Close vision, Distance vision, Peripheral vision, Depth perception and Ability to adjust focus.

    The working 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.

    The noise level in the work environment is usually moderate.