POSITION:

Business Office Specialist for Grants and Finance

JOB GOALS

This Specialist role performs a variety of duties in support of the Finance Department with respect to grant management, budget development and analysis, and general accounting functions. This person manages the full grant lifecycle—from pre-award through close-out—serves as the district’s liaison with granting foundations and institutions, and provides support to program administrators overseeing various grant-funded initiatives. In addition, this role supports the business office staff in various functions related to budget preparation, position control management, purchasing, accounts payable and receivable, state reporting, and capital project accounting. The position works with business office administrators to ensure that all financial activity is processed accurately and in compliance with state, federal, district, GAAP, and GASB requirements.

MINIMUM QUALIFICATIONS

• Bachelor’s degree in Accounting, Finance, Business Administration, or a related field required; Associate’s degree with at least 3 years experience in a financial or accounting setting may be substituted for this requirement
• At least three (3) years of accounting and finance experience required
• Experience with competitive and state/federal grants preferred

KNOWLEDGE AND SKILLS

• Skill utilizing financial accounting and payroll systems, especially MUNIS, to support financial workflows, reporting, and financial data management
• Strong proficiency in office platforms, particularly data analysis and management platforms; ability to work with large volumes of data accurately and efficiently
• Demonstrated high-level organizational, interpersonal, and problem-solving skills, including:

• Proficiency in providing support to users across cross-functional teams and in various roles throughout the organization
• Ability to build effective relationships with administrators, staff, students, and occasionally families and community members
• Strong written and verbal communication
• Ability to work effectively in a fast-paced team environment

• Demonstrated ability to deliver culturally responsive services
• Demonstrated ability to streamline processes with a focus on enhanced efficiency and effectiveness
• Ability to exercise discretion in handling confidential information

JOB RESPONSIBILITIES

The essential functions and duties listed below are intended as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

• Monitor DESE, federal, state, and other agency websites to identify competitive grant opportunities;
• Support administrators in the technical aspects of developing and submitting grant applications;
• Create timelines and work plans to identify key milestones and assess risks associated with grant applications and project implementation;
• When needed, enter drafted grant applications in required MA State and Federal Grant Administration platform for review and approval by the Assistant Superintendents and Superintendent;
• Support administrator evaluation of grant-funded projects to meet funding requirements, and contact state liaisons as needed to clarify funding requirements;
• Ensure all grant reports and applications are submitted on time.
• Compile and maintain records and reports on all grants, including time and effort reports;
• Submit grant amendments and carry-over applications to ensure grant compliance and budget adherence.
• In collaboration with project directors, support completion and submission of annual and final reports for all grants;
• Ensure efficient funds collection and drawdown on all grants;
• Assist project directors with Requests for Proposals or Invitations for Bids for grant procurement; review and submit all procurement requests once approved by administration;
• Perform monthly account reconciliations on assigned grant and/or internal fiscal projects; review expenditure and revenue reports and payroll, create invoices as needed on assigned projects;
• Perform accounts payable duties to support timely posting of the School Department warrant and collaborate with district departments to review their open purchase orders;
• Participate in the end-of-year budget process, including fiscal close, annual reconciliations, budget rollover, and other tasks associated with end-of-year reporting as directed by the Director of Finance;
• Assist with assigned business office functions during peak work periods to ensure timely payment of bills, posting of revenue, and other general accounting transactions;
• Process and monitor accounts payable transactions capital and building projects as assigned;
• Assist with reconciliation of progress payments and expenses for select capital projects;
• Provide data and analysis for required state and/or federal reports as needed and directed by the Director of Finance or Assistant Superintendent.

TERMS OF EMPLOYMENT: Full year position.

REPORTS TO: Assistant Superintendent of Finance and Operations

SALARY AND BENEFITS: In accordance with Unit C Contract.

This job description does not constitute an employment agreement between the employer and employee, and is subject to change by the employer, as the needs of the employer and requirements of the job change.

The Arlington Public Schools are committed to creating an inclusive and safe learning and working environment that reflects a diversity of perspectives, values, and experiences. We welcome staff who are aware of the role that bias and prejudice play in society, are creative and willing to try new approaches, and are reflective about their daily practice. We are looking for candidates who welcome a challenge, are eager to collaborate and contribute to the success of students, are ready to engage in two-way partnership with families, and who will contribute their diverse talents to the organization as a whole.