General Description
Develops and supervises grants accountants and specialists. Responsible for the accuracy and timeliness of submitting grant applications and reports. Maintaining systems for legal compliance and required reporting for each reporting entity. Collaborates closely with grant program coordinators, CCPS leadership, outside organizations and other stakeholders. Performs work under broad departmental policies and established objectives and interprets policy on own initiative; decisions and actions impact the entire system; position requires considerable personal responsibility for accuracy and considerable judgment; supervises and evaluates the work of highly technical support staff.
Plans, organizes and directs the fiscal management of Federal, State and Local grants for CCPS and Appomattox Regional Governor's School (ARGS) totaling approximately $30+ million (grants over $5,000 or that cross fiscal years). Works with Federal, State and Local governments to insure compliance with the applicable laws and regulations.
Essential Job Functions
Oversee the grants administration of all CCPS programs. Develops and maintains over 50 separate grant ledgers for CCPS and ARGS. Directs and provides financial reports and reimbursement requests to the U. S. Department of Education, U.S. Department of Labor, State Department of Education and the Chesterfield County School Board. Assists in the development of the annual application and budget of each grant. Provides amendments to the Office of Management & Budget for approval by the School Board and the Board of Supervisors. Maintains on a daily basis a complex database that provides detailed information of each grant. Develops and maintains an accounting system for the Appomattox Regional Governor's School. Reconciles all expenditures to the county general ledger system. Provides assistance and financial reports to the grant coordinator for ARGS.
Provides financial reports, assistance and training to grant coordinators, principals and secretaries/bookkeepers on a regular basis. Maintains and provides financial status of each grant. Requests reimbursement for all grants on a monthly and/or quarterly basis, ensuring timely submission, as stated in the requirements of each grant. Closes out each grant at the end of the grant period, ensuring that grant funds are spent or obligated during the authorized period, according to specific regulations provided by the grantor. Verifies receipt of recovered funds for the CCPS School Board. Audits all expenditures to ensure compliance with federal and state laws including U.S. OMB Circulars A-21, A-87 and A-122 and EDGAR. Reconciles all expenditures to the county general ledger system to ensure all funds are spent or obligated during the authorized period. Ensures that all approvals and expenses are in accordance with policies established by the CCPS School Board and EDGAR. Coordinates and responds to all internal and external fiscal audits. Ensures compliance with U.S OMB Cost Principles Circulars, EDGAR and A-133 audit guide for federal grants. Attends training seminars to ensure CCPS compliance with grant regulations. Maintains grant records in accordance with federal recordkeeping requirements.
Oversee and directly manage when appropriate the end-to-end process of grants; sending out requests for proposals, driving key deadlines for submissions, and revisions, as well as sending reminders to grantees for required reporting.
Coordinating with partners and internal leadership to develop plans, timelines, and corresponding activities to develop and execute funding.
Contributing to team-wide or foundation-wide projects and other continuous improvement efforts, including the optimization processes. Work with CCPS leadership on the development of a streamlined grants process and structure to ensure integrity and compliance.
Conduct due diligence on potential grantee organizations, including compliance and legal review, in collaboration with the Director.
Develop and manage a process where grant information is shared in a timely fashion with the appropriate program, finance, payroll, finance, legal, and leadership, as needed.
Provide professional-level support to leadership by taking an active role in researching federal, state, and local regulatory and compliance issues applicable to CCPS projects.
Work with the grants team to provide guidance and support to program staff-related matters in various federal, state, and local proposal efforts. This includes reviewing terms, suggesting alternate language, preparing standard forms, and informing all internal department and program staff of potential issues, work with external applicants, and grantees to facilitate grant allocation and monitor activity including the performance of annual fiscal and programmatic review as necessary.
Supervisory responsibilities include planning, assigning, supporting, and directing work; providing instruction and guidance in prioritizing tasks, meeting deadlines, and grant regulations. Resolves the most complex problems encountered by staff and departments. Maintains department grant budget.
May perform other duties as assigned.
Budgetary Responsibility: Plans, organizes, and directs the fiscal management of Federal, State, and Local grants for CCPS and Appomattox Regional Governor's School (ARGS) totaling approximately $30+ million. Assists in the development of the annual application and budget of each grant
Report Preparation: Use of various reporting tools to prepare various monthly and quarterly reports as required
Equipment Operation:
General office equipment and equipment specific to the assigned area. Microsoft Office applications, Google Suite, financial/payroll software, and integrated mainframe database applications.
Contacts: All levels of CCPS personnel, County Government personnel, various vendors, and outside agencies.
Work Direction/Supervision:
Provides work direction and supervision for all assigned staff in the functional area.
Decision Making:
Authority to make independent decisions that would directly affect the ability of the grants department to process reports timely and accurately. Interprets federal law, state law, and county/school policies and procedures. Seeks director’s guidance regarding major decisions and high-cost impact.
Formal Policy-Setting Responsibilities:
NA.
Physical Demands:
Must have the ability to sit for extended periods; exhibit manual dexterity to use a telephone, to enter data into a computer terminal; to see and read a computer screen and printed material with or without vision aids; hear, understand speech, and speak in audible tones so that others may understand clearly at normal levels indoors and on the telephone.
Work Environment:
The employee regularly works in an office setting. The noise level in the work environment is quiet to moderate.
Qualifications
Considerable knowledge of generally accepted accounting principles, state and federal regulations related to grant and cost accounting and office operations. Considerable knowledge of grant regulations as to allowable costs, reimbursement requirements, and deadlines. Working knowledge of supervisory principles and practices. Considerable skill in the use of mainframe applications and the use of personal computers utilizing spreadsheets word processing, database software, and the internet (Excel, Word, and Google preferred). Demonstrated ability to understand, interpret and apply Federal and State guidelines and regulations; to prepare and conduct employee training; to make accurate mathematical calculations and reconciliation of reports; to develop spreadsheets and modify databases to suit the specific needs of the grants; to work independently, pay attention to detail and meet strict deadlines; to provide supervision and assist other staff members as necessary to meet deadlines and to communicate effectively with all levels of personnel.
Requirements
Bachelor's Degree in Accounting or Business Administration preferred; five plus years of grant accounting experience, and experience working in a school division preferred; or any equivalent combination of experience and training that would provide the required knowledge, skills, and abilities. Supervisory experience preferred.
Applicants considered for employment must successfully complete the following background investigations/tests:
Federal Bureau of Investigation (FBI) Criminal History Investigation
State Police Criminal History Investigation
Child Protective Services (CPS) Investigation
Tuberculosis Screening/Test
Chesterfield County Public Schools assures Equal Employment Opportunities for employees as required by Federal and State Orders and Laws. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential tasks. This job description is intended to accurately reflect the position activities and requirements. However, administration reserves the right to modify, add, or remove duties and assign other duties as necessary. It is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills, or working conditions associated with the position and does not imply an employment contract.
