Support Specialist Grants

JOB SUMMARY
Provides advanced financial and administrative support for multiple year federally funded grants. Manages tracks and reconciles three grants concurrently ensuring compliance with all fiscal programmatic and audit requirements. Involves close coordination with program managers to align spending with approved plans and maintain accurate audit-ready financial documentation. Focuses on complex grant oversight and multi-grant coordination.

Additional Work Days/Hours
Based on the assignment the following additional work days and/or hours may be required as needed:

• Extended hours
• Outside of normal business hours
• Peak season

ESSENTIAL DUTIES/RESPONSIBILITIES

• Under the supervision of the Title IIA Grant Manager independently manages financial systems and compliance processes for three simultaneous grants including tracking allowable expenditures maintaining expenditure timelines and ensuring accuracy across overlapping fiscal years.
• Collaborates regularly with program managers to align actual spending with proposed program activities providing updates alerts and recommendations based on ongoing budget analysis.
• Develops and maintains a multi-grant electronic documentation and audit-ready filing system that clearly links each transaction to the correct grant year cost objective and allowable use.
• Performs budget reconciliation and reporting in accordance with MSDE and federal Uniform Grant Guidance ensuring internal and external reporting accuracy and transparency and ensures all reporting to MSDE is accurate and on-time.
• Coordinates all purchasing travel and contractual processes related to assigned grants and ensures all supporting documentation meets federal and state audit standards.
• Provides consultation and guidance to program staff and partners on budgeting procedures compliance documentation and expenditure tracking best practices.
• Serves as a liaison with AACPS fiscal representatives and internal finance teams to ensure timely and accurate reporting audit response and grant closure.
• Assists in the preparation and submission of budget proposals grant amendments interim reports and end-of-year reconciliations in partnership with program leadership.
• Prepares reviews and processes purchase orders disbursements reimbursements financial forms related to professional learning contracted services and other grant-funded activities.
• Coordinates and supports logistics for professional development events and grant-related activities ensuring all expenses are properly allocated and reconciled.
• Performs other related duties as assigned within the same classification or lower.

MINIMUM QUALIFICATIONS
To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed below 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.

Education

• Associates Degree in Business or related field of education from a regionally accredited college or university required;
• Or an equivalent combination of education and experience which provides the required knowledge skills and abilities deemed sufficient to prepare the employee to successfully perform the duties of the position.

Experience

• One (1) year relevant professional and/or senior level administrative office support experience in a related functional area required;
• Experience in preparing budget proposal documents and monitoring grant funds preferred;
• Or an equivalent combination of education and experience which provides the required knowledge skills and abilities deemed sufficient to prepare the employee to successfully perform the duties of the position.

Knowledge Skills Abilities and Other Characteristics

• Knowledge of current policies practices and procedures for accounting budget and finance contracts purchasing and financial administration of funds.
• Ability to organize and maintain multiple systems of record keeping both digital and physical.
• Knowledge of Board of Education organization and operations policies and procedures.
• Ability to manage projects and multiple tasks simultaneously.
• Demonstrated interpersonal verbal written and presentation communication skills.
• Ability to make decisions in accordance with established school policies and procedures.
• Knowledge of current office practices and procedures business English and spelling.
• Ability to exercise courtesy and good judgment in dealing with internal and external contacts.
• Ability to use school based financial student and human resource records management systems.
• Demonstrated ability to effectively work and communicate with diverse populations.
• Demonstrated proficiency with business technology applications (e.g. Video/Web Conferencing Microsoft Office Suite -Word Excel Outlook and/or PowerPoint preferred).

Licenses and Certifications
Employee must retain active licenses certifications and enrollment as a condition of employment.

• N/A

Driving Requirements

• N/A

CAREER LADDER REQUIREMENTS

Qualification Requirements for Employment in Higher Grade as a New Hire or Transfer requires:

• Two (2) additional years successful experience required.
• Achievement of Professional Certification or Certificate in Accounting Grants Business or Technology or Completion of coursework or workshops leading towards professional certification required.

Eligibility for Consideration for Advancement from Lower Grade to Higher Grade requires:

• Two (2) years continuous successful experience in the position at the Lower Grade level.
• Mastery of all responsibilities and duties of the position.
• Evidence of completion of additional training that may be recommended by supervisor and/or participation in approved professional development programs or courses approved in advance by the supervisor. Successful completion of a minimum of one professional development within the last two years is required. Successful completion of job specific professional developments identified on the job description performance evaluations and/or the supervisors documented recommendation are required.
• Achievement of identified goals as they relate to the needs of the district and as established by the supervisor.
• Consistent maintenance of an effective and orderly work environment.
• Consistent compliance with general office procedures such as standards contained in the AACPS Employee Handbook; demonstration of discretion and excellent customer service; regular and punctual attendance; and building dress code including wearing AACPS ID badge.
• Above Satisfactory overall job performance for the two most recent consecutive years of Probationary and Performance Ratings. Probationary Ratings completed after January 2 2024 will be accepted.
• Letter of Recommendation written by the supervisor.

Additional Requirements for Advancement from Lower Grade to Higher Grade requires:

• Achievement of Professional Certification or Certificate in Accounting Grants Business or Technology or Completion of coursework or workshops leading towards professional certification required.

LEADERSHIP ROLE

• N/A

PHYSICAL DEMANDS/WORKING CONDITIONS
The physical demands and working conditions 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.

Physical Demands

• Standing: under 1/3 of the time
• Walking: under 1/3 of the time
• Sitting: between 1/3 and 2/3 of the time
• Keyboarding: between 1/3 and 2/3 of the time
• Talking: between 1/3 and 2/3 of the time
• Hearing: between 1/3 and 2/3 of the time
• As required by the duties and responsibilities of the position.

Vision
The vision demands with correction described here are representative of those that must be met to successfully perform the essential functions of this job.

• No special vision requirements

Work Environment
Location

• Office school or similar indoor environment: over 2/3 of the time

Noise Level

• Moderate: between 1/3 and 2/3 of the time

Weight & Force
Lifting and carrying requirements

• Up to 10 pounds: under 1/3 of the time

Travel Requirements

• N/A

JOB INFORMATION

ORGANIZATION

HR JOB INFORMATION

VR# 27016

Required Experience:

IC