Coast Community College District
Grants Fiscal & Administrative Specialist
Job D-023-25
Salary: $69,203.58 - $93,300.78 Annually
Deadline: 6/20/:59 PM Pacific
Full job description and OFFICIAL application available ONLY at:
Summary
Provides administrative, secretarial, proposal writing, and post-award grant administration support for the District's grant development and control function. Prepares various grant related reports and maintains specialized accounting and financial records.
Distinguishing Career Features
The Grants Fiscal and Administrative Specialist provides administrative and writing support to the sourcing, development, proposal, and securing of funding sources for on-going programs and onetime commitments that meet institutional priorities. The Grants Fiscal and Administrative Specialist demonstrates the ability to monitor proposal processes, write proposal sections, and monitor financial performance. The Grants Fiscal and Administrative Specialist supports the post-award grant activities by preparing various reports, compiling data and analyses of grant related data, and providing technical grant accounting and fiscal procedural assistance.
Essential Duties and Responsibilities
Specific duties may vary among departments, divisions and jobs. Incumbents typically perform a substantial portion or all of the following types of duties, as assigned:
1. Assists in the development of procedures for accounting and budgeting systems and recommends improvements. Prepares fiscal reports and maintains specialized accounting and financial records. Processes accounting transactions, auditing, and accounting/fiscal reports. Advises and assists other grant and accounting personnel with reports, financial systems, and operations. Participates in gathering, classifying, and summarizing of data; researches and analyzes budget and financial discrepancies and recommends a course of action to resolve problems. Prepares, reviews, and revises accounting/fiscal manuals and instructions for assigned areas of responsibility.
2. Participates in grant budget development; prepares various reports, schedules, charts, and tables as needed or required. Participates in the compilation of data and analyses of grant related data. Prepares documents and reports, as assigned.
3. Coordinates operations and activities of assigned area of responsibility to ensure timely and accurate processing and reporting. Confers with and provides technical grant accounting and fiscal procedural assistance to administrators, project directors, staff, and others, as requested. Collects, receives, reviews, verifies, researches, and/or corrects grant related narratives, financial data, schedules, reports, documents and/or entries as needed.
4. Assists in the implementation of grant organization or grant goals, objectives, strategies and work plans. Establishes schedules and methods for monitoring grant activities. Assists in ensuring compliance with organization/program, college and District policies and procedures. Prepares and/or coordinates reports, presentations, statistical reports and other program documents. Proofreads for accuracy, correct form, content and proper English usage. Attends meetings, when required.
5. Prepares and processes grant routing sheets for internal approval. Scans, organizes, maintains, and tracks electronic files related to grants.
Qualifications and Physical Demands
Qualifications
Knowledge and Skills
1. Requires knowledge of regulations and procedures for grant funding, monitoring, and administration in the public sector.
2. Requires knowledge of general principles and procedures of accounting, auditing, budgeting, bookkeeping, and fiscal record keeping related to public agencies.
3. Requires knowledge of principles of fiscal administration including development and maintenance of sound internal fiscal controls and policies.
4. Requires knowledge of financial and statistical analysis.
5. Requires knowledge of appropriate rules, standards, and reporting requirements applicable to financial transactions, program development and control, and fiscal solvency.
Abilities
1. Requires the ability to perform the essential responsibilities and functions of the position.
2. Requires the ability to perform a variety of complex accounting, monitoring, and fiscal analysis related to financial and accounting transactions.
3. Requires the ability to independently perform assigned administrative duties with speed and accuracy.
4. Requires the ability to organize, implement and direct administrative activities.
5. Requires the ability to learn and understand all aspects of the assigned unit.
6. Requires the ability to gather, organize, analyze, prepare and present varied finance data and statistical analysis.
Physical Abilities
1. The general physical demands, working conditions, and essential job functions associated with this classification will be kept on file with the Office of Human Resources.
2. Essential functions will vary by position.
3. As defined by Title I of the Americans with Disabilities Act ("ADA") and California's Fair Employment and Housing Act ("FEHA"), the District shall engage in a timely, good faith interactive process with employees or employment applicants who are requesting or are in need of reasonable accommodations and, provide reasonable accommodations for employees or employment applicants who, because of their disability, are limited in or unable to perform one or more of the essential functions of their job in accordance with applicable state and federal law.
Education and Experience
This position requires an Associate degree in accounting, business administration, or related field. Four (4) years of experience in grant administration or equivalent. At least four (4) years progressively responsible experience in accounting and progressively responsible clerical and/or administrative work experience in office administration. Or, any combination of education and experience which would provide the required equivalent qualifications for the position.
Preferred: Bachelor's Degree in accounting, business administration, or related field.
Licenses and Certificates
Requires a valid driver license.
- Manage new and existing grants by tracking grants
- Manage audits and reviews of grants and grants management
- Analyze expenditures for project grants
- Develop plans to comply with all grant requirements prepared grant by grant
- Perform duties related to foundation grants
- Develop and maintain grant funding
- Submit grants to granting agency
- Prepare official documentation for funding of grants
- Monitor and analyze donor grants
- Evaluate existing grants to determine if funded grants are achieving intended program outcomes
- Manage grants from proposal to closeout
- Update relevant databases such as grants
- Develop and maintain a grants calendar
- Oversee and manage grants & contracts
- Ensure compliance with grant requirements
- Evaluate progress of funded grants and contracts
- Maintain control of all grant vouchering deadlines for all grants in the department
- Close out for currently active community grants
- Analyze the grant deliverables with funding agency
- Manage a team of professional grants management staff