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Department: Business Services
Program: Operations
Reports to: Director of Business Services
Classification/Range: ADM01
Schedule: 240 days per year, 8 hours per day
POSITION PURPOSE:
The Grant Manager position is the district point of contact for internal grant processing and leads the development and implementation of cross-agency grant processes, coordinating regional efforts to secure, manage, and comply with grants. Additionally, this role carries out professional-level accounting and administrative functions related to agency grants and contracts ensuring compliance with grantor agency regulations and laws. This position will focus heavily on collaboration with regional grant managers and their fiscal teams, budgeting, compliance, reporting, and variance analysis functions regarding grants/contracts. This position is responsible for maintaining financial, accounting, and grant support services to meet the needs of Multnomah ESD and the Federal/State and Local Agencies.
ESSENTIAL JOB FUNCTIONS:
- Notifies programs and component districts of new grant opportunities, explains eligible uses and fiscal compliance requirements.
- Leads the coordination of regional grant applications, ensuring transparency and collaboration between districts.
- Assists District staff with the fiscal components of grant applications. Maintains a resource of MESD fiscal information commonly needed for grant applications.
- Works collaboratively with grantors, District program staff, and component districts around grant programs, compliance, and accounting issues, and provides fiscal guidance and support as the Grant Manager.
- Responsible for tracking and monitoring the MESD grant portfolio for timely submission of applications, reimbursement claims, and financial reports.
- Responsible for the accounting of grants not assigned to a grant accountant. Assigns new grants to grant accountants with a goal to maintain a balanced portfolio between staff.
- Oversees preparation of financial projections and budgets, actual vs. budget reporting, reviewing and monitoring of individual grants and transactions for compliance with private, local, state, and federal funding requirements.
- Coordinates with districts and partners that receive reimbursement from MESD grant funds. For example: professional development stipends, contracts with MESD, or as subrecipients.
- Develops and prepares a monthly grant financial report for senior administrators and the Board of Directors.
- Prepares the annual Schedule of Expenditures of Federal Awards (SEFA) and is the lead contact for the Single Audit.
- Coordinates updates to MESD grant policies and administrative rules. Reviews MESD internal grant chart of accounts/coding structure and recommends updates.
- Performs a variety of fiscal support functions, including but not limited to: contract preparation, budget and expense analysis, periodic invoicing, financial reporting, labor distribution changes, reconciliations, re-budgeting, and grant closeout functions.
- Effectively communicates complex financial issues to employees, administrators, auditors, donors, and granting agencies.
- Maintains up-to-date knowledge of federal, state, local, and other funding source compliance, regulations, and laws.
ESSENTIAL QUALITIES:
- Equity: Lead and support regional equity initiatives.
- Vision: Lead with vision, follow-through and student focus.
- Trust: Develop trust among coworkers and students through honesty and fairness.
- Communication: Communicate in an inclusive, effective and collaborative manner.
- Personal Qualities: Be respectful, excel in customer service, caring, humble, and courageous.
- Agency-wide perspective: Be involved in and supportive of continuous overall improvement of MESD programs and services.
- Attendance: Daily and consistent attendance and punctuality are paramount as this provides consistency and alignment with students, peers, and programming outcomes.
MINIMUM QUALIFICATIONS, SKILLS, ABILITIES:
- Daily and consistent attendance and punctuality.
- Knowledge of Generally Accepted Accounting Principles (GAAP), General Accounting Standards (GAS), Government Accounting Standards Board (GASB), and familiarity with regulations on the use of grants under federal and state requirements.
- Demonstrate working knowledge of or aptitude to learn grant administration processes, including reporting, record maintenance, billing support, contract compliance, and closeout.
- Ability to analyze and systematically compile technical and statistical information to prepare correspondence and reports.
- Must be able to keep current with the volume of work for federal and state grants billing and accounting.
- Ability to interpret federal, state, and local government laws and regulations related to grant contracts and administration.
- Strong background in analytical functions, including financial analysis and funds control.
- Demonstrate the ability to balance multiple initiatives simultaneously, completing assignments thoroughly and on time while working in a fast-paced work environment.
- Proficient in Microsoft Office with advanced skills in Excel.
DESIRED QUALIFICATIONS, SKILLS, ABILITIES:
- Bilingual or multilingual in Spanish, Vietnamese, Chinese, Russian or other language needed by agency partners.
EDUCATION & EXPERIENCE:
- Bachelor’s degree in Finance, Accounting, Business Administration, or a related field is required.
- Additional certification in grant management (e.g., Certified Grants Management Specialist) is preferred.
- Minimum of 3-5 years of experience in grant management, financial analysis, or related work within a nonprofit, government, or educational setting.
- Any combination of education and experience which would provide the applicant with the desired skills, knowledge, and ability required to perform the job.
WORKING CONDITIONS:
Work is performed in a typical office environment subject to moderate noise. Work is performed fully hybrid.
PHYSICAL DEMANDS:
The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this classification. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Mobility: Ability to sit, stand, walk, and move around for extended periods of time.
- Lifting: Ability to lift and carry up to 25 pounds.
- Vision: Visual acuity to read and interpret written and electronic information.
- Dexterity: Ability to use hands and fingers to handle, feel, and operate objects, tools, or controls.
- Hearing/speaking: Ability to communicate and exchange accurate information so others will understand.
- Emotional/Psychological: Ability to maintain composure and professionalism in challenging situations, remain empathetic and understanding towards individuals with diverse backgrounds and needs, handle stress and pressure effectively, and adapt to change in the workplace.
BENEFITS:
- District pays full medical, dental and vision premiums for eligible employees and dependents.
- Three medical insurance plan options:
- Group Health Reimbursement Arrangement (HRA).
- Health Savings Account (HSA), or.
- Opt-Out option.
- MESD pays employee’s 6% Public Employees Retirement System (PERS) contribution.
- Selection of one annual additional benefit option:
- Two (2) additional Floating Holidays.
- One (1) additional Floating Holiday AND $500 MESD Paid contribution to a Section 125 Medical Flexible Savings Account.
- One (1) additional Floating Holiday AND $500 paid contribution to a Health Savings Account (HSA)*.
- $1000 MESD paid contribution to their Section 125 Flexible Spending Account.
- $1000 MESD paid contribution to their Health Savings Account (HSA)*.
*Employee must be enrolled in a HSA-eligible medical plan through MESD.
- Paid holidays, sick leave and personal time off.
- Tuition Reimbursement and Professional Development.
Job Type: Full-time
Pay: $78,420.00 - $93,218.00 per year
Benefits:
- 403(b).
- Dental insurance.
- Employee assistance program.
- Flexible schedule.
- Flexible spending account.
- Health insurance.
- Health savings account.
- Life insurance.
- Paid time off.
- Tuition reimbursement.
- Vision insurance.
Schedule:
- 8 hour shift.
- Monday to Friday.
- No weekends.
Work Location: Hybrid remote in Portland, OR 97220.
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