Budget Analyst/Grants Coordinator

First Consideration is July 29, 2024

POSITION SUMMARY : This position performs a wide variety of budgeting functions and financial support for the District’s General Fund.

Major responsibilities include assisting in the organization, development and preparation of the District’s annual budget, required documents and reports.

Serves as a resource to staff and administration; analyzes and interprets financial data; and monitors revenue and expenditure patterns against approved appropriations.

This position also serves as the focal point for accounting activities related to all state and federal grants and ensures expenditures are made in accordance with federal, state and local guidelines.

Assumes responsibility to assist with the submission of grant application budgets, to set up grant budgets according to grant awards, to review for compatibility with revised budgets and additional carry-over monies, and to submit billings as required.

Responsibilities also include preparation of year-end reconciliation of expenditures and grants inventory report (SEFA).

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. This list is meant to be representative, not exhaustive. Some incumbents may not perform all the duties listed while in other cases related duties may also be assigned.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Conduct research and provide information pertaining to budgeting and financial management practices; resolve problems and conflicts and make recommendations for corrective action.
• Coordinate with State agencies, other school districts and local ESD on budgetary, fiscal and grant matters to assure compliance with federal, state, and local requirements.
• Work in conjunction with Human Resources to validate staffing assignments for proper account distribution purposes, State-required excess cost reporting, and grade group assignments for S-275 purposes to ensure maximum revenue generation and minimize audit risk.
• Monitor and interpret financial data and make corrections as appropriate. Identify potential problems surrounding fiscal integrity, audit risk and / or legal compliance and notify management thereof.
• Perform analysis on categorical programs for State-required Maintenance of Effort levels and revenue recovery purposes.
• Assist with the organization, development, and preparation of the District’s General Fund annual budget, required documents including the F-195 and F-203, and related reports.
• Undertake special budget and / or accounting projects requiring detailed financial analysis.
• Serve as a resource to budget managers and office personnel for budget and fiscal matters; communicate guidelines, processes, and / or requirements for same.
• Participate in monthly school business group meetings; train staff as necessary on budgetary matters, chart of accounts, and development and running of financial reports.
• Perform budget transfers as required. Assist with chart of accounts maintenance and assign new account codes according to State and local policy.
• Coordinate federal, state and other district grant accounting activities.
• Analyze each grant for preparation of monthly billing to grantor agency. Detect, identify, and correct a variety of errors and problems including coding errors;

perform expense and budget transfers as necessary.

• Support program managers in creating grant-related program budgets and budget revisions. Support program managers to assure compliance with Federal, State, and local grant fiscal requirements and guidelines.
• Serve as the global administrator for the OSPI I-Grants System; coordinate the processing of grants; submit final applications to OSPI program managers for review and approval;

train and provide support to system users.

• Verify time and attendance records for time and effort reporting to demonstrate documentation for grant expenditures according to federal guidelines and the Single Audit Act.
• Prepare required schedule of financial assistance or grant inventory for audit at year-end closing; reconcile grants revenues to closing financial report;

provide a variety of assistance and information to auditor.

• Prepare year-end accruals and reconciliation of expenditures and revenues for grants.
• Assist management with forecasting of current and future grant revenues.
• Prepare reports for external granting agencies in accordance with grant application parameters and State and Federal requirements.
• Prepare the Title I comparability report to ensure schools receive their fair share of state and local funds.

OTHER RESPONSIBILITIES

Maintain current knowledge of rules, regulations, legislation, negotiated agreements, technology, policies and procedures governing Federal and State grants, and financial, accounting, and budgetary matters.

Learn new skills as required; attend state and local meetings and trainings as appropriate; consult with regulatory agencies as needed.

• Serve as a resource to all District staff, committees, other Business Services staff members, and external customers for financial, accounting, and budgetary matters.
• Serve as member of the Business Services team; perform related duties consistent with the scope and intent of the position.

MINIMUM QUALIFICATIONS

Education and Experience

Bachelor’s degree in Business Administration with emphasis in accounting or related analytical field

Two years of increasingly responsible budgeting and / or accounting and / or grants experience in a large and complex organization

OR any combination of experience and training which provides the application with the knowledge, skills, and abilities required to perform the work.

Related education and experience may be substituted for the educational requirement on a year-for-year basis.)

PREFERRED QUALIFICATIONS

Knowledge of BusinessPlus software, to access data and work efficiently

School Business Specialist certification (CSBS)

CONDITION OF EMPLOYMENT

Criminal background clearance

KNOWLEDGE OF :

Basic understanding of computer, phone, copier, fax and e-mail skills

School finance and general accounting practices and procedures

Budgeting and projecting costs

Federal and State grant accounting regulations

SKILL IN :

Effective customer service and public relations

Computer operation and in the use and adaptability of various software applications (Ex : Microsoft Excel, PowerPoint, Word and Access)

Ensuring quality, timeliness, and confidentiality of information

Problem resolution

Accurate 10-key operation

Detecting errors and verifying data

ABILITY TO :

Learn and interpret laws and regulations governing school finance, federal and state grants, and other categorical programs.

Prioritize, organize, construct, implement, and monitor timelines and meet deadlines on projects and reports

Extract, interpret, analyze, and compile data from District records for effective reporting

Detect and correct accounting errors

Provide training and direction to District staff

Communicate effectively through verbal, written, and graphic presentations and documentation

Work independently of daily supervision

Establish and maintain positive working relationships with internal staff and external support agencies

Demonstrate success working in a team environment

Be flexible and work effectively under pressure

Evaluate processes for efficiency and effectiveness and present recommendations when necessary

Ensure quality, timeliness, and confidentiality of information

Follow written and oral directions and instructions

Maintain excellent customer service skills

Establish and maintain a cooperative and effective working relationship with a diverse community consisting of the public, staff, students, co-workers and supervisors

Perform essential duties and responsibilities with or without reasonable accommodations

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES RELATED TO CULTURAL COMPETENCE AND EQUITY :

Knowledge / awareness of own cultural identity and how this influences behavior, and desire to learn about the cultural identity of others.

Ability to establish and nurture an environment that promotes cultural competence and equitable treatment of staff, students, and patrons of the District.

Ability to understand and hold self and others accountable for promoting the Federal Way Public Schools’ commitment to Each Scholar : A Voice. A Dream. A Bright Future.

Ability to recognize that each person is a unique individual even as we celebrate their group cultural heritage.

PHYSICAL DEMANDS

The physical demands 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 will constantly stand and walk, bend neck and back, use hands for repetitive grasping and pushing / pulling.

The employee is frequently required to squat, kneel, and use hands for fine manipulation. The employee will occasionally be required to sit, climb stairs / ladder, lift and reach overhead, crawl, and lift / carry.

The employee must constantly lift / carry up to 5 pounds and must frequently lift / carry up to 10 pounds. The employee will occasionally lift / carry a maximum of 20 lbs.

The employee is occasionally required to push / pull a maximum weight of 100 pounds. This position requires visual concentration on detail, dexterity, and precision.

This position also requires sitting for long periods of time, walking, standing, carrying, filing, hearing, speaking, writing, keyboarding, and extended periods of time reading off of a computer monitor.

WORKING CONDITIONS

The work 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.

While performing the duties of this job, the employee regularly works in indoor conditions and regularly works near video display.

The noise level in the work environment is usually moderate. The position constantly deals with frequent interruptions, some deadlines, and occasionally deals with angry and distraught employees and community members.

WORK SCHEDULE

Work schedule typically is Monday through Friday, day shift or as otherwise determined by the District.

REPORTING RELATIONSHIPS

This position reports to and is evaluated by the Director of Budgets and Grants

REPRESENTATION

Professional-Technical Employees Association

LEVEL OF COMPENSATION

Level E.2 on the Professional-Technical Employees Association salary schedule

CLASSIFICATION HISTORY

Updated 12 / 2016 new level per agreement with Association

Disclaimer

The preceding list is not exhaustive and may be supplemented as necessary. The statements contained herein reflect general details as necessary to describe the principal functions of this job, the scope of responsibility and the level of knowledge and skills typically required, but should not be considered an all-inclusive listing of work requirements, skills or duties so classified.

All personnel may be required to perform duties outside their normal responsibilities from time to time as needed.

All employment open positions are made available on a nondiscriminatory basis without regard to race, color, creed, religion, sexual orientation, national origin, gender, age, disability or veteran status.

Job descriptions are written as a representative list of the ADA essential duties performed by the entire classification.

They cannot include, and are not intended to include, every possible activity and task performed by every specific employee.