Budget and Grants Manager (Head Start PLUS)

Pay Grade: 3550

Department: Head Start PLUS

Accountable To:Director of Head Start PLUS

FLSA Status:Exempt

Creation/Revision Date: June 6 2023

Summary:

Under general direction incumbent(s) collaborates with Head Start PLUS administrators to manage fiscal requirements and personnel needs for the department. In addition incumbent(s) collaborates with state agencies and District departments in regards to the Head Start budgetary processes ensuring budgetary processes are compliant with the applicable state and federal regulations.

Essential Functions:

• Manages all budgets of the Head Start PLUS Department. Including Head Start Early Childhood Education Expansion and any other grants obtained for the programs.
• Works with department administrators to forecast plan and monitor budgets throughout the year.
• Reviews and monitors weekly program budget expenditures. Works with USFR budget codes to ensure that funds are properly allocated.
• Research budgetary concerns collaborate with Human Resources Payroll Accounts Payable Finance and Nutrition to make necessary adjustments and troubleshoot solutions.
• Collaborates with Head Start PLUS 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 in collaboration with the Administrative Specialist the purchasing for all programs in the Head Start PLUS Programs Department. Oversees purchase services for instruction and program needs.
• Reviews expenditures prepares reports and invoices and ensures compliance with grant guidelines.
• In collaboration with the Administrative Specialist processes all invoices and collaborates with accounts payable to ensure timely payment for all expenditures.
• 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 Head Start PLUS Programs department including supplies and materials staffing equipment and facility use.
• Utilizes appropriate district software for purchasing and budget oversight.
• Prepares initial budget uploads and completes journal entries to move funds to appropriate accounts.
• In collaboration with Head Start PLUS administrators plans prepares for all grant budget revisions and uploads information in the Head Start ChildPlus online system or any system required by the grants. Helps complete the yearly budgets for grant renewals and new grant applications.
• Helps plan and complete budgets for special grant projects.
• Seeks donations when applicable to support the mission of the department.
• Works with all audits including collecting preparing and coordinating of all annual requirements.
• Manages supporting hiring paperwork for all programs in the department.
• Assists as necessary creates and manages hiring running records prepares the hiring upload and completes the PARs.
• Assist in calculating yearly department staffing.
• Utilizes ERP Pro/Visions system to ensure that payroll expenditures are accurately coded.
• Interfaces with site coordinators collaborates with HR and payroll to complete hiring
• Provides training on TimeClock Plus and/or Frontline for all department staff Teacjers Support Instructors and Instructional Assistants.
• Prepares stipend PARS by determining appropriate budget code and correct pay rates.
• Assists in overseeing TimeClock Plus timekeeping every two weeks for all Head Start PLUS programs.
• Interfaces with all 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 related duties as required.

Required Qualifications:

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.

Preferred Qualifications:

It is preferred that applicant possesses the following preferred qualifications; however the following qualifications are not required to be eligible for this position.

• Bachelors degree in finance accounting or related field;
• Two years of supervisory experience;
• Two years of grant writing or grant management experience.

Knowledge And Skills Required:

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 programs;
• Using computer software related programs;
• Engaging and encouraging communication skills while interacting with supervisors staff students etc. to exchange information.

Physical Requirements:

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.

Working Environment:

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.

The Washington Elementary School District is an Equal Employment Opportunity Employer in compliance with Title VI of the Civil Rights Act of 1964 Civil Rights Act Title VII of 1972 Title IX of the Education Amendments of 1972 Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act (ADA) of 1990. Washington Elementary School District does not discriminate on the basis of race color religion national origin sex sexual orientation gender identify or expression disability or age in employment or in any of its educational programs or in the provisions of benefits and services to students. For information regarding discrimination grievance or complaint procedures contact the Executive Director for Human Resources at 602.347.2801

Required Experience:

Manager