KANSAS CITY PUBLIC SCHOOLS

Job Description

Job Title:              Early Learning Federal Grants and Special Projects Specialist

Job Title Code:     1653

Salary Grade:       A604

Department:        Early Learning

Reports To:          Early Learning Director

FLSA Status:        Non-exempt

Date Prepared:    May 2017                         

PURPOSE OF JOB: The Early Learning Federal Grants and Special Projects Specialist provides administrative support and coordinates a large portfolio of federal, state and private sector grants including inter-agency agreements, cooperative agreements, and special projects for the Office of Early Learning

ESSENTIAL DUTIES AND RESPONSIBILITIES: Include the following and other duties may be assigned.

1. Assesses a variety of financial documentation including grant documentation for the purpose of evaluating necessary program financial guidelines to meet Early Learning Office needs
2. Reviews federal and state regulations, agency policy, and other requirements that affect grant program administration to ensure effective coordination of grants submissions
3. Communicates with District Business and Finance offices (e.g. billing and collection of fees for MPP, ECE, and Pre-K B/A care programs, etc.) for the purpose of providing necessary administrative oversight and support of program financial transactions
4. Provides timely support to auditors (e.g. program audits for Head Start, PAT and MPP/ECE audits, etc.) for the purpose of ensuring accuracy in budget/financial processes
5. Maintains accurate financial records including: invoices, purchase orders, payroll, mileage reimbursement, employee expenditures, for all federal programs and oversight for all other program expenditures.
6. Ensures timely payment of all accounts payable invoices
7. Provides all information requested on a timely basis for all federal program audits. Participates in audits as requested
8. Reviews all reimbursement requests for appropriateness, and ensures that awardees are in compliance with established administrative and financial policies, procedures, and sound business practices
9. Establish timelines and goals for gathering needed information with department leaders to meet grant deadlines
10. Evaluate grant outcomes according to objectives developed
11. Maintains personnel files and monitors Safety Registry reports in addition to any related tasks critical to compliance with Head Start and State accreditation standards
12. Other related duties as assigned including but not limited to: prepare Board items as needed, order food, sort mail, serve as interpreter, prepare sign-in sheets, and provide guidance to Head Start site secretaries

SUPERVISORY RESPONSIBILITIES: None

MINIMUM QUALIFICATIONS:

EDUCATION and/or EXPERIENCE:

• Associates degree in accounting, business administration or other closely related fields
• Three (3) years of experience in grants administration, purchasing, accounts payable and payroll functions required
• Working knowledge of Microsoft Excel
• Ability to manage numerous tasks, possess good organizational skills, communicate effectively with co-workers and the public, and work collaboratively in a team environment

PREFERRED QUALIFICATIONS:

• Knowledge of federal regulations regarding Head Start and Early Head Start programs

TRAVEL and/or SCHEDULE

• Travel by car, bus, airplane or train may also be required associated with attendance at conferences, meetings and other duties carried out at distant locations in and out of the state. In some cases overnight travel may be required

• Must be available, as requested, for a variety of evening and weekend meetings, as well as social and community events

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Occasional need to lift typical office items, including small furniture, some equipment, boxes, etc.
• Work requires the use of computers with exposure to video display, the need to work in a sitting position in front of a computer for extended periods of time
• May be required to lift up to 20 pounds
• Some exposure to communicable diseases
• Noise level in work environment may be moderate to loud

Length of work year: 12 Months 7.5 hours per day 5 days per week

Benefits: Health and Dental Insurance are provided.

KCPS Defined Benefit Pension plan – mandatory 9% contribution is required from employee and matched by KCPS; Voluntary retirement savings plans are also available.

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