Grant Manager - Oregon Public Schools : Job Details

Department: Business Services

Program: Operations

Reports to: Director of Business Services

Classification/Range: ADM01

Schedule: 240 days per year, 8 hours per day

POSITION PURPOSE:

The Grant Manager position is the district point of contact for internal grant processing and leads the development and implementation of cross-agency grant processes, coordinating regional efforts to secure, manage, and comply with grants. Additionally, this role carries out professional-level accounting and administrative functions related to agency grants and contracts ensuring compliance with grantor agency regulations and laws. This position will focus heavily on collaboration with regional grant managers and their fiscal teams, budgeting, compliance, reporting, and variance analysis functions regarding grants/contracts. This position is responsible for maintaining financial, accounting, and grant support services to meet the needs of Multnomah ESD and the Federal/State and Local Agencies.

ESSENTIAL JOB FUNCTIONS:

Notifies programs and component districts of new grant opportunities, explains eligible uses and fiscal compliance requirements.

Leads the coordination of regional grant applications, ensuring transparency and collaboration between districts.

Assists District staff with the fiscal components of grant applications. Maintains a resource of MESD fiscal information commonly needed for grant applications.

Works collaboratively with grantors, District program staff, and component districts around grant programs, compliance, and accounting issues, and provides fiscal guidance and support as the Grant Manager.

Responsible for tracking and monitoring the MESD grant portfolio for timely submission of applications, reimbursement claims, and financial reports.

Responsible for the accounting of grants not assigned to a grant accountant. Assigns new grants to grant accountants with a goal to to maintain a balanced portfolio between staff.

Oversees preparation of financial projections and budgets, actual vs. budget reporting, reviewing and monitoring of individual grants and transactions for compliance with private, local, state, and federal funding requirements.

Coordinates with districts and partners that receive reimbursement from MESD grant funds. For example: professional development stipends, contracts with MESD, or as subrecipients.

Develops and prepares a monthly grant financial report for senior administrators and the Board of Directors.

Prepares the annual Schedule of Expenditures of Federal Awards (SEFA) and be the lead contact for the Single Audit.

Coordinates updates to MESD grant policies and administrative rules. Review MESD internal grant chart of accounts/coding structure and recommend updates.

Performs a variety of fiscal support functions, including but not limited to: contract preparation, budget and expense analysis, periodic invoicing, financial reporting, labor distribution changes, reconciliations, re-budgeting, and grant closeout functions.

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

Maintains up-to-date knowledge of federal, state, local, and other funding source compliance, regulations, and laws.

ESSENTIAL QUALITIES:

Equity: Lead and support regional equity initiatives

Vision: Lead with vision, follow-through and student focus.

Trust: Develop trust among coworkers and students through honesty and fairness.

Communication: Communicate in an inclusive, effective and collaborative manner.

Personal Qualities: Be respectful, excel in customer service, caring, humble and courageous.

Agency-wide perspective: Be involved in and supportive of continuous overall improvement of MESD programs and services.

Attendance: Daily and consistent attendance and puncuality are paramount as this provides consistency and alignment with students, peers and programming outcomes.

MINIMUM QUALIFICATIONS, SKILLS, ABILITIES:

Daily and consistent attendance and punctuality

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 the 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 Microsoft Office with advanced skills in Excel.

DESIRED QUALIFICATIONS, SKILLS, ABILITIES:

Bilingual or multilingual in Spanish, Vietnamese, Chinese, Russian or other language needed by agency partners

EDUCATION & EXPERIENCE:

Bachelor's degree in Finance, Accounting, Business Administration, or a related field is required.

Additional certification in grant management (e.g., Certified Grants Management Specialist) is preferred.

Minimum of 3-5 years of experience in grant management, financial analysis, or related work within a nonprofit, government, or educational setting.

Any combination of education and experience which would provide the applicant with the desired skills, knowledge and ability required to perform the job

WORKING CONDITIONS:

Work is performed in a typical office environment subject to moderate noise. Work is performed fully hybrid

PHYSICAL DEMANDS:

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this classification. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Mobility: Ability to sit, stand, walk, and move around for extended periods of time.

Lifting: Ability to lift and carry up to 25 pounds.

Vision: Visual acuity to read and interpret written and electronic information.

Dexterity: Ability to use hands and fingers to handle, feel, and operate objects, tools, or controls.

Hearing/speaking: Ability to communicate and exchange accurate information so others will understand.

Emotional/Psychological: Ability to maintain composure and professionalism in challenging situations, remain empathetic and understanding towards individuals with diverse backgrounds and needs, handle stress and pressure effectively, and adapt to change in the workplace.

BENEFITS:

District pays full medical, dental and vision premiums for eligible employees and dependents

Three medical insurance plan options:

Group Health Reimbursement Arrangement (HRA)

Health Savings Account (HSA), or

Opt-Out option

MESD pays employee's 6% Public Employees Retirement System (PERS) contribution

Selection of one annual additional benefit option:

Two (2) additional Floating Holidays

One (1) additional Floating Holiday AND $500 MESD Paid contribution to a Section 125 Medical Flexible Savings Account

One (1) additional Floating Holiday AND $500 paid contribution to a Health Savings Account (HSA)*

$1000 MESD paid contribution to their Section 125 Flexible Spending Account

$1000 MESD paid contribution to their Health Savings Account (HSA)*

* Employee must be enrolled in a HSA-eligible medical plan through MESD

Paid holidays, sick leave and personal time off

Tuition Reimbursement and Professional Development

This position is subject to board policies, administrative rules and procedures, department regulations and applicable state and federal statutes. This position does not carry administrative authority. All commitments outside of authorized programs and services are subject to prior approval by the supervisor of this position.

NOTE: The description contained herein reflects general details as necessary to describe the principle functions of this job, the level of knowledge and skill typically required, and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief, to equalize peak work periods, or otherwise to balance the workload.

EQUAL OPPORTUNITY EMPLOYER

MESD recognizes the diversity and worth of all individuals and groups. It is the policy of MESD that there will be no discrimination or harassment of individuals or groups based on race, color, religion, gender, sexual orientation, gender identity, gender expression, national origin, marital status, age, veterans status, genetic information or disability in any educational programs, activities, or employment.

Reasonable accommodations for the application and interview process will be provided upon request and as required in accordance with the Americans with Disabilities Act of 1990. Individuals with disabilities may contact the Human Resources Director for additional information or assistance. Speech/Hearing impaired persons may contact the district for assistance through the Oregon telecommunications Relay Service at 1-800-###-####.