"Grants Fiscal and Administrative Specialist"

Job Description

Definition

(ON-SITE - In-Person Position)

Come work with us at Coast Community College District!
Coast Community College District provides generous health and welfare benefits, district paid life insurance, a solid retirement plan, and 21 paid holidays a year which include 10 straight days off during the winter in addition to ample sick and vacation time. Employees can also choose to sign up for Long Term Care, Hyatt Legal Plans, and Section 125 compliant flexible spending accounts. The position is supported by various professional development opportunities. The position may have the option of a hybrid work format (some days onsite, some days remote) after the successful completion of the six-month probationary period, and subject to departmental needs and mastery of the job duties and responsibilities.

About Coast Community College District
Coast Community College District is a multi-community college district comprised of Coastline Community College, Golden West College, and Orange Coast College. The District Grants and Educational Services Department in the Educational Services and Technology Division provides leadership, oversight, and support for grant development, management, reporting, and compliance, and support for instructional programs and services district-wide. The three colleges offer programs in transfer, general education, career and technical education, adult education, and community services. The District enrolls close to 50,000 students annually in more than 300 degree and certificate programs. The District Office is located in Costa Mesa, just minutes from Southern California's beautiful beaches. Governed by a locally elected Board of Trustees, Coast Community College District plays a significant role in the community by responding to the needs of a changing and diverse population.

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.
6. Prepares and/or participates in the development of spreadsheets, journals, purchase orders, supply orders, personnel authorization forms, and budgets. Processes invoices.
7. Performs a full range of high-level clerical work in support of assigned projects such as independently prepare reports, correspondence, and other related duties. Maintains accurate records for grant accounts and functions.
8. Assists supervisor with special projects as required.
9. Assists with preparations for and may recommend budget elements for grant development activities. Monitors approved budgets.
10. Maintains necessary records, files, reports, databases and resource materials pertinent to grants office activities.
11. Performs other related duties as assigned that support the objective of the position.
12. Required to abide by all District policies and procedures including Board Policy 3050 – Code of Professional Ethics.

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.
6. Requires knowledge of budget development, monitoring, and analysis for educational programs and services, including grant development and administration.
7. Requires knowledge of principles and practices for implementing and coordinating administrative activities related to grants.
8. Requires knowledge of pertinent District, department, program, local, state and federal laws, rules, regulations, policies and procedures.
9. Requires knowledge of modern office practices, procedures and equipment, including use of computers for word processing, spreadsheet and other financial software, and database applications.
10. Requires knowledge of technical aspects of assigned programs.
11. Requires advanced knowledge of and skill at oral and written English to prepare professional correspondence.
12. Requires well-developed skills to be persuasive in presentations to individuals and groups.

Abilities
1. Requires the ability to perform the essential responsibilities and functions of the position.
[... truncated for brevity, full list in original ...]

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 [...]

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.

Working Conditions
Work is performed indoors where minimal safety considerations exist

This job specification describes the general nature of the work performed, representative duties as well as the typical qualifications needed for acceptable performance. It is not intended to be a complete list of all responsibilities, duties, work steps, and skills required of the job.

Conditions of Employment

Note: Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.

This is a grant/categorically funded, full-time, 12-months per year classified position. The District reserves the right to extend, modify, or eliminate this position based upon available funds. The normal hours of work will be Monday through Friday 8:00 am to 5:00 pm, with the flexibility to occasionally work extended hours and/or weekends, if necessary, to meet the department's needs. The effective date of employment will be arranged with the supervisor. The District provides medical, dental, and vision insurance for the employee and eligible dependents and life insurance for the employee. (Salary Schedule: EE-117)