Position Type: AdministrationDate Posted: 10/15/2024Location: Administration POSITION TITLE: Federal Programs Accounting Specialist REPORTS TO: Business Manager MISSION: The Chester Upland School District is committed to providing all students the opportunity to achieve excellence in the four A's: Academics, Athletics, Arts, and Activities. The senior leadership team continues to build a talented and committed team to ensure all students are prepared to graduate from Chester Upland schools career and college ready! The C.O.R.E. is the foundation of the Chester Upland School District's vision and mission. C.O.R.E.: C- Children First: The well-being and continuous learning of every child will drive decisions. O- One Chester Upland: With dedicated community of partners, parents, students and staff, we will excel, united as One Chester Upland. R- Reimagining: Through a mode of continuous improvement, we will apply four important levers for change, collaboration, capacity building, deepening knowledge of pedagogy, and focusing direction to improve outcomes for all. E- Equity, Excellence, and Emotional Intelligence: We will ensure equitable access to a quality education that includes emotional intelligence and leads to excellence across all opportunities and services. Primary Purpose The Federal Programs Accounting Specialist supports programs funded by federal, state, and local grants by providing advanced accounting support and monitoring financial transactions. The Federal Programs Accounting Specialist is responsible for the full procurement process for grants. REPORTS TO AND EVALUATED BY: The Federal Programs Accounting Specialist reports directly to and is evaluated by the Business Manager with additional oversight provided by the Director of Federal Programs. The Federal Programs Accounting Specialist works cooperatively with the Central Administration staff members and with other district personnel to perform job responsibilities as outlined. Essential Functions Grant Reporting
- Ensure specific guidelines and mandated requirements are met on federal, state, and local grants.
- Prepare, analyze and submit precise monthly, quarterly and annual reports using various platforms such as e-Finance, eGrants, Grants.gov and other software applications as needed.
- Communicate effectively with state, federal, and local contacts and provide accurate and timely responses when requested.
- Prepare and submit appropriate invoices to the federal, state and/or county for grant reimbursements.
- Use time management skills proficiently in meeting deadlines.
- Prepare and track pass thru funding agreements and reimbursement statements for school districts.
- Create and submit professional board line-item budgets for approval by the Board of Directors.
- Develop grant budgets in collaboration with program staff, as well as provide data necessary for program staff to make budgetary decisions.
- Prepare and analyze monthly balance reports for budget meetings.
- Prepare journal entries when needed.
- Work with the CUSD Department offices to ensure proper account codes and FTEs are reported accurately.
- Prepare food service budgets and assist food service team members with financial information and reports for food program applications and audits.
- Prepare transportation budgets and assist the Business Office with financial information and reports for transportation applications and audits.
- Assist with preparation for any site audits or desk reviews.
- Maintain project files for all grant/special funding sources for audit purposes.
Accounting Support
- Review accounts payable batch entries for payment.
- Provide data entry of payroll extra payments, including but not limited to travel reimbursements, tuition reimbursements, etc.
- Make recommendations and provide information/data to supervisor and other administrators for necessary changes within area of responsibility.
- Assist with the gathering of data for local, state, and federal audit activities.
Procurement
- Negotiating the terms of contracts with suppliers, including prices, conditions, and delivery.
- Monitoring contract performance, adjusting, and ensuring compliance.
- Preparing, verifying, and closing out procurement documents, files, and reports.
- Ensuring vendors comply with contract terms, laws, and policies.
- Identifying qualified vendors and suppliers through market research and analysis.
- Analyzing cost estimates and proposal fees to determine the best value.
- Developing and implementing strategies to optimize cost, quality, and delivery.
- Resolving issues that arise during the procurement process or contract execution.
- Maintaining accurate and comprehensive procurement records for audit and reporting purposes.
Other
- Actively model the mission, values, and operating principles of the CUSD.
- Serve as a back-up to other staff members, as needed. Including, but not limited to accounts payable activities, etc.
- Perform other related duties as assigned by the Federal Programs Director and Business Office Administrator.
Additional Duties Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the accounting system. Note: The above description is illustrative of tasks and responsibilities. It is not meant to be all inclusive of every task or responsibility. Equipment
- Uses standard office equipment such as personal computer, copy machine, fax machine, telephone.
- Uses calculating devices.
Knowledge, Skills and Abilities
- Knowledge of accounting and bookkeeping principles.
- Organizational and time management skills.
- Ability to report work orally or in writing to supervisor as required.
- Ability to carry out instructions furnished in written or oral form.
- Ability to add, subtract, multiply and divide, perform complex arithmetic operations and use calculators.
- Ability to understand, apply and use personal computers and software applications (e.g., Word, Excel).
- Ability to problem-solve job-related issues.
- Ability to process paperwork accurately according to standardized procedures.
- Ability to maintain confidentiality of information regarding school district financial and other information.
- Ability to establish and maintain cooperative working relationships with others contacted in the course of work.
- Ability to train and mentor other accounting employees.
Physical and Mental Demands, Work Hazards
- Works in standard office building environments.
Note: Also see the Summary of Physical, Sensory and Environmental Requirements Needed to Perform Essential Job Functions for this position. Qualification Profile Any combination of education and experience providing the required skill and knowledge for successful performance would be qualifying. Typical qualifications would be equivalent to:
- BS Accounting or BS Business Administration
- Experience in school accounting preferred
- Experience in non-profit environment preferred
- Ability to proofread and submit error free work products
- Ability to work positively in a team environment and to work effectively with people
- Ability to problem solve and use technology to gain information and communicate effectively and efficiently with others
- Ability to work under stress and with frequent interruptions.
- Ability to meet deadlines, to communicate effectively, and to read and analyze written and verbal information.
- Ability to operate office equipment.
- Ability to use computer technology efficiently - proficiency in using all MS Office products.
- Must be a proficient typist; must know how to format business correspondence/reports.
- Original certificates of clearance from the State Police, Child Abuse Registry, and PDE FBI
- FLSA status: Exempt
TERMS OF EMPLOYMENT:
12 month (260-262 days) Salary and Benefits in accordance with Act 93 Non-Supervisory agreement $75,000.00-$79,500.00 The information in this job description is for compliance with Chester Upland School District Board Policy and the Americans with Disabilities Act (A.D.A). It is not intended to be an exhaustive list of duties, responsibilities and qualifications for the position. The incumbent may perform or be assigned other duties. Equal Opportunity Employer The Chester Upland School District (CUSD) is an Equal Opportunity Employer. CUSD ensures equal employment opportunities regardless of race, creed, gender, color, national origin, religion, age, sexual orientation, or disability. Any individual needing assistance in making application for any opening should contact the Department of Human Resources at 267-###-####.