Grant Reimbursement Specialist

Definition

This is an accounting pre-professional technician work that involves the application of technical accounting procedures to the position management area of fiscal record keeping, balancing the requirements of budgeting, reconciling and accounting of that area of technical expertise.

This position requires an understanding of the manual and electronic processes of position management and its unique role in the overall budget of the organization.

An employee assigned to this position will be responsible for a large segment of the school system's financial record keeping operation.

Work involves responsibility for checking and verifying transactions documents, correcting errors, researching and resolving discrepancies, preparing entries, vouchers and other forms, reconciling the general ledger accounts, balancing accounts, preparing reports, creating a budget of this functional area based upon history and future requirements and other clerical duties as may be needed within the budget office.

Workers must acquire knowledge of the specific accounting and record keeping requirements of position management in order to function effectively.

Supervision

Work is performed under the general supervision of the Grants Accountant. After initial training, incumbents work independently, without detailed instructions, use independent judgment and initiative resolving problems and questions in their area(s) of expertise.

New or unusual problems are to be fully researched and taken to their supervisor for guidance when required.

Distinguishing Characteristic

This position is an intermediate class in the accounting and budget series, as differentiated from the clerical level and the professional level.

Incumbents use a more specialized technical knowledge of the assigned work than that of accounting clerical personnel.

Essential Functions : (These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related or a logical assignment to the position).

• Ensure timely spend down of grant funds and the accurate submittal for reimbursement of expenses for regional and school division Federal, State and Local grants.
• Perform all duties associated with preparing grant reimbursements for the school district.
• Report discrepancies to appropriate personnel for resolution and correction prior to submittal.
• Develop and maintain records, documents, and files related to the grants.
• Monitor grant spending, ensure compliance with grantor guidelines, and alert administrators of potential problems or issues.
• Monitor timelines and deadlines associated with grant spending and alert grant administrators to take timely action.
• Comply with internal and external policies, procedures and internal control.
• Assist in yearly closing and balance of grant accounts.
• Provide assistance to auditors as required.
• Provide administrative clerical support to the budget office during periods of heavy workload or as needed.
• Perform special projects or other duties as assigned.

Required Knowledge, Skill and Ability

• Comprehensive knowledge of technical accounting and budgeting programs, regulations, policies and record keeping practices, office procedures and equipment.
• Some knowledge of professional accounting practices.
• Knowledge of electronic office tools such as Word, Excel, PowerPoint or other related products.
• Knowledge of automated resource programs such as MUNIS.
• Ability to communicate effectively both orally and in writing, to work with others and to respond to inquiries with accuracy, and in a timely and professional manner.
• Ability to understand and follow complex oral and written directions.
• Ability to operate a personal computer with accuracy and at a reasonable speed.
• Ability to train and review the work of others if required.

Minimum Education, experience and training requirements :

Graduation from high school or completion of a GED, considerable experience in performing technical accounting and budgeting work that involves account maintenance and financial reporting;

or any combination of education and experience that provided the above noted knowledge, skill and ability.

License

None

Physical Attributes

The work requires sitting for extended periods at a computer workstation, lifting ledgers, record book, and binders and other associated activities with an office environment.

Hazards

Work involves exposure to normal, everyday risks.

Unusual Demands

Work is performed in an office subject to deadlines, some noise and frequent interruptions.