Job Description

Job Title – Federal Programs Specialist 1   

Supervised by/Reports to : Federal Programs Coordinator

FLSA Status : Non-Exempt

Job Goal:

• To accurately process and manage grants and budgets for the related concentration area for all eligible sites.


• To maintain organized and detailed records and required documentation of all related activities and budget expenditures for areas of concentration.


• To provide efficient and effective management of grant services to support the financial operations of the Baldwin County School System and programs in the concentration area.


• To ensure compliance with all applicable policies, procedures, and regulations related to area of concentration.

Qualifications:

1. High school diploma or equivalent.


2. Associate’s degree or higher in accounting or related field and bookkeeping experience in a governmental or public sector environment, preferred.


3. Comprehensive knowledge of accounting, bookkeeping and/or clerical procedures.


4. Ability to meet the suitability criteria for employment and/or certification licensure under the Alabama Child Protection Act of 1999 and Act No. 2002-457.


5. Ability to use technology to communicate, to manage data, and to produce/submit required reports, correspondence, and financial information.


6. Strong understanding of applicable grant processes and procedures.


7. Strong focus on precision and thoroughness in data entry and processing.


8. Knowledge of computer software including spreadsheets and word processing; knowledge of the CSI/McAleer or other state recommended accounting system preferred.


9. Proficient in oral and written communication skills.


10. Effective communication and interpersonal skills, with the ability to interact professionally with vendors and colleagues.


11. Strong organizational and time-management skills, with the ability to prioritize tasks and meet deadlines.


12. Demonstrated ability to manage assigned jobs and tasks with minimal supervision.


13. Ability to work independently and as part of a team.


14. Ability to identify and resolve discrepancies and issues related to concentration area budgets and expenditures.


15. Ability to use technology to communicate, to manage data, and to produce/submit required reports, correspondence, and/or financial information.


16. Ability to be punctual and in regular attendance.


17. Such alternatives to the above qualifications as the Board may require.

Performance Responsibilities and Essential Functions:

1. Demonstrates support for the school system and its goals and priorities.


2. Assists in grant management and submission of applications, renewals, budgets, evaluations, and documentation.


3. Completion of required forms for submission in the eGAP platform.


4. Reconciles grant budget monthly reports and resolves discrepancies.


5. Maintains accurate and organized records and files for compliance monitoring.


6. Submits request for correct vendor forms, works with vendors to obtain quotes, generates requisitions for Purchase Orders with correct funding sources, submits orders and invoices upon receipt, and resolves payment issues in a timely and professional manner.


7. Assists with the preparation of reports and analyses for areas of concentration.


8. Assists with monthly and yearly closing processes related to areas of concentration.


9. Participates in cross-training for other finance related duties and tasks as needed within Federal Programs.


10. Assists in review, preparation, and updating any local internal policy and departmental procedure documents as required or assigned.


11. Attends workshops and staff development programs as directed or assigned to maintain and enhance job-related skills or licensure.


12. Upholds and demonstrates high ethical standards performing duties in a courteous and professional manner.


13. Maintains appropriate confidentiality regarding school/workplace matters.


14. Demonstrates initiative in identifying potential problems and/or opportunities for improvement in processes.


15. Reports potential problems, unusual events, or work irregularities to appropriate administrative or supervisory personnel.


16. Responds to inquiries, requests, constructive feedback, concerns and/or complaints in a timely and positive manner.


17. Maintains and submits reports, records, and correspondence in a timely and accurate manner.


18. Properly uses and cares for equipment and material resources of the school system.


19. Demonstrates support for the school system and its goals and priorities.


20. Serves on school system committees, task forces, and representative groups as required.


21. Adheres to school system rules, administrative procedures, local Board policies, and state, federal, and local regulations.


22. Reports absences and takes leave in accordance with Board policies and procedures.


23. Assumes other job-related duties as assigned by the Federal Programs Coordinator or concentration area supervisor.

Terms of Employment: Twelve-month position in accordance with Board’s salary schedule.

Evaluation: Performance of this job will be evaluated in accordance with provisions of the State Department of Education and/or Baldwin County Board of Education policy on evaluation of classified personnel.

The statements above are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities as needed.

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