Position Title: Grant Operations Technician/Bookkeeper

Pay Grade: 15 Period of Employment: 12 months

Description Approved/ Revised: 02/2025 FLSA Status: Non-Exempt

Supervised by and/or Reports to: Director of Federal Programs and Family Engagement

General Responsibilities: Performs the bookkeeping and accounting service functions for programs funded by federal or state grants.

Essential Duties:

This list is intended solely as an illustration of the various types of work performed. The omission of specific duties does not exclude their addition if they are similar to or a logical extension of the position.)

• Works with MCPS staff and the Director of Federal Programs to submit applications required for Federal Title grants pandemic relief grants and other grants as awarded by federal or state agencies.
• Monitors status of grant approvals budget transfers and reimbursements in Virginia Department of Education (VDOE) Omega Works with program manager on denials revisions and amendments of grant submissions. Researches VDOE denial comments and works with applicable personnel to submit revisions.
• Creates budget transfers as needed to align budget dollars to grant applicationsand amendments. Tracks grant allocation changes and revisions.

• Tracks individual grant expenditures by award year in detail to ensure funds are spent as approved in the grant Ensures set aside funds are spent as required by the grant. Notifies and works with program manager when realignments are needed.
• Tracks school-based Works with school bookkeepers on availability and expenditure of funds.
• Reviews and monitors grant transactions for compliance with School Board Regulations and state and federal grant allowable uses of funds.
• Coordinates with program personnel to support proper expenditure of grant funds in compliance with all applicable guidelines. Ensures grant funds are expended within grant award periods.
• Gathers and reviews grant purchase requests from departments/schools ensuring adequate justification complete documentation and compliance with grantguidelines.

• Verifies invoice accuracy ensures receipt of goods and assists in gathering packing slips and confirmation of receipt of goods prior to submitting invoice for payment.
• Prepares and submits grant expenditure reimbursement requests ensuringexpenditure totals agree to general ledger records.

• Creates and/or prepares reports on grant expenditures and comparison to budget.
• Works with Finance Department on fiscal year end balances accruals and carryover of grant funds.
• Processes Purchase Requisitions obtains proper approval measures availability of funds assigns codes and uploads supporting documents; places orders and verifies receipt of purchased items processes invoices for payments.
• Manages P-Card purchases including authorizing use of card in accordance with P-Card purchasing procedures places orders and reconciles monthly P-Card statements.
• Creates invoicing for P-Card purchases. Submits statement reconciliation to Accounts Payable following scheduled due dates.
• Prepares monthly Bank of America P-Card statements for proper coding and accuracy in Munis releases and submits to the Finance Department.
• Works with Budget Supervisor on budget projections for grant funds.
• Prepares grant related analyses schedules and reports for management.
• Works with Director of Federal Programs and/or Finance Department to provide grant documentation as requested for annual or state/federal audits.
• Creates and maintains organized grant fiscal records.
• Maintains equipment and supply inventories if required by grant Works with Finance Department to support annual physical inventory.
• Researches and responds to questions regarding grant guidelines or processes ina timely manner.

• Develops and maintains positive working relationships with departments and schools.
• Attends professional development training/webinars applicable to grant regulations accounting and processes.
• Performs support/clerical functions related to grant processes.
• Performs other duties as assigned.

Requisite Knowledge Skills and Abilities:

• Detail-oriented with strong organizational skills.
• Proficient in Excel Word and Outlook.
• Ability to work independently while being an effective team player.
• Able to communicate effectively both orally and in writing.
• Ability to establish and maintain effective working relationaships.

Requisite Education and Experience:

• Must possess a high school diploma or equivalent (GED). Associates degree in accounting or business-related field preferred.
• Three (3) to five (5) years general accounting or bookkeeping experieince.
• Working knowledge of school-based Title grants helpful.

Physical Requirements:

Must have the use of sensory skills in order to effectively communicate and interact with other employees and the public through the use of the telephone and personal contact as normally defined by the ability to see read talk hear handle or feelobjects and controls. Physical capability to effectively use and operate various items of office related equipment such as but not limited to: a personal computer calculator copier and fax machine. Some climbing stooping kneeling crouching reaching standing walking pushing pulling lifting grasping or repetitive motions required.

Manassas City Public Schools (MCPS) does not discriminate in employment nor in the provision of educational programs services and activities on the basis of race color religion national origin sex gender identity sexual orientation pregnancy childbirth or related medical conditions age marital status veteran status disability genetic information or any other basis prohibited by law.

This job description is intended to accurately reflect the position activities and requirements. It is neither intended to be nor should it be construed as an all-inclusive list of the responsibilities skills or working conditions associated with the position. The administration reserves the right to modify assign or remove duties as necessary.

Required Experience:

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