Pay Grade: J

Department: Academic Support Programs

Accountable To: Director of Academic Support Programs

FLSA Status: Exempt

Creation/Revision Date: September 9, 2024

Summary

Under general direction, the incumbent collaborates with the Academic Support Program Director to manage fiscal requirements, grant writing and submissions, purchasing and overall needs for the department.

Essential Functions

Assists the Director in forecasting, planning, and managing the Academic Support Program Department budget which may include KidSpace, Nita M. Lowey 21st Century Community Learning Center Grant, After-School Academy Programs, Enrichment Programs, facility use, community engagement, and special grant projects.
Reviews and monitors weekly program budget expenditures. Works with ASFR budget codes to ensure that funds are properly allocated and meet the district, state, federal guidelines, and 21st Century Community Learning Centers Grant Requirements.
Positively contributes and collaborates with the Director, district administrators, and staff.
Seeks opportunities to learn and grow in the role; Attends professional learning opportunities as assigned and needed to support the program.
Conducts research to find resources and equipment to meet the needs of programs.
Manages the purchasing for all programs in the Academic Support Programs Department as directed by the Director.
Reviews expenditures, prepares reports and invoices, and ensures compliance with grant guidelines, district and state guidelines.
Researches budgetary concerns, collaborates with Human Resources, Payroll, Accounts Payable, Finance, Transportation, and Nutrition, to make necessary adjustments and troubleshoot solutions.
Processes all invoices and collaborates with accounts payable to ensure timely payment for all expenditures.
Prepares deposit summaries to verify payments from facility use and enrichment programs.
Processes billing for all program transportation needs.
Collaborates directly with vendors and with the Purchasing Department to prepare quotes to establish fair pricing to meet program needs. Assists with the Request For Proposal (RFP) process.
Verifies expenses for the Academic Support Programs department, including supplies and materials, staffing, equipment, and facility use.
Prepares initial budget uploads and completes journal entries to move funds to appropriate accounts.
Utilizes technology resources and tools to effectively execute role responsibilities.
Helps plan and prepare for all grant submissions, budget revisions, and enters information in the ADEConnect online system. Assists in compliance monitoring, completing the yearly budgets for grant renewals, and new grant applications. Collaborates with grants management through the AZ Department of Education.
Assists with planning and completing budget management for special grant projects.
Organizes and manages supporting hiring paperwork for all programs in the department.
Provides assistance with hiring procedures, documentation and training as directed.
Utilizes the district’s designated programs to ensure that timekeeping entries and payroll expenditures are accurately recorded and district procedures are followed.
Interfaces with site coordinators, collaborates with HR and payroll on shared processes
Prepares stipend PARS by determining appropriate budget code and correct pay rates.
Collaborates with Business Services, HR and payroll to ensure that district procedures and policies are followed related to staff hiring and pay.
Ensures that all finance and human resources procedures and practices comply with the District policies, 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;
Two years of grant writing and/or grant management experience.

Preferred Qualifications

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

Bachelor’s degree in finance, accounting, or related field;
Two years of supervisory experience;
Experience with Nita M. Lowey 21st Century Community Learning Center Grants, and/or other federal funding sources

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 mathematical functions;
Being a self-starter;
Knowing Federal and state laws governing area of assignment;
Applying practices and principles 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 extracurricular 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.

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, disability or age in employment or in any of its educational programs or in the provisions of benefits and services to students.

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