Job Description

Title:   GRANT ACCOUNTING ANALYST - SPECIAL EDUCATION BASED

Position Type: Exempt

Primary Function:

Performs technical accounting work and financial service functions for federal, state, and local grants specifically related to the YCSD Department of Special Education. The primary functions include preparing financial projections and budgets, actual v. budget, reviewing/monitoring individual grants and transactions for compliance, billing and collections, journal entries, and financial reporting including for grant authorities and the division’s annual school report. Assists with developing and monitoring the special education portions of the Operating Budget, to include federal, state, and local matching funds. Position is also required to verify budget proposals for grant applications to determine allowable costs.

Minimum Qualifications:

• Bachelor’s degree supplemented by college level credits in accounting and business administration; three to four years of experience in governmental and grants accounting; or any equivalent combination of training and experience which provides the required knowledge, abilities, and skills listed below.

Knowledge, Skills and Abilities:

• Knowledge of accounting principles and practices, and modern office practices and procedures.
• Knowledge of the application of data automation to account systems, spreadsheets, and processes.
• Knowledge of federal and state grant guidelines, specifically special education Maintenance of Effort (MOE) and Proportionate Set-aside
• Skill in operating a variety of office equipment.
• Ability to provide a high degree of accuracy and attention to detail.
• Ability to analyze, examine, and verify financial documents and practices; to prepare a variety of financial statements, reports, and analyses, and to communicate effectively, orally and in writing.
• Ability to establish and maintain effective working relationships with co-workers, county and state officials, and auditors.
• Ability to work under general supervision.

Performance Responsibilities:

• Assists instructional department administrators with preparation of Operating Budget and/or budget portion of grant applications.
• Establishes administrative structure (i.e. set up spreadsheets, files, and fiscal reporting calendar).
• Prepares contracts, purchase requisitions, and requests for payment.
• Provides support to department administrators to ensure expenditures are in compliance with grant guidelines.
• Tracks and reconciles grant and operating budget expenditures in detail. Grants include but not limited to Special Education Title grants, Virginia Preschool Initiative, and other state or competitive or local grants.
• Identifies discrepancies and initiates correction procedures.
• Analyzes and reconciles accounts to the monthly trial balance.
• Prepare and submits grant reimbursements, budget amendments, applications, and carryover requests for submission to appropriate governmental unit in compliance with guidelines established in each grant award.
• Maintain grant records for audit and for compliance with records retention guidelines.
• Submits fiscal year-end grant, Medicaid, SISNA, CSA and Homebound accrual figures to accounts receivable for correct summarization of revenue.
• Coordinates with county, state, and federal auditors.
• Prepares accounting reports as required.
• Prepares and verifies financial reports in coordination with county financial and management services, as well as regional grant administrators.
• Prepares regular and special financial and statistical reports for Administrative and Board review and use.
• Coordinate with state contracted vendor, YCSD vendor, VDOE and DMAS to compile and submit quarterly Medicaid Administrative claims and yearly Cost Report Reconciliation Report.
• Stays current with federal and state grant guidelines, and Medicaid guidelines.
• Compile and submit monthly CSA (Children's Services Act) reimbursement report.
• Compile and submit annual SISNA (Student with Intensive Support Needs Application) to Virginia Department of Education, monitor/amend as needed and coordinate with IT Business Analyst for accurate reporting/reimbursement of expenditures.
• Audit monthly Homebound/Homebased Time-Records and Log Sheets for submission to payroll and compile and submit annual Homebound reimbursement report via SSWS.
• Assist Special Education Director with preparation and submission of special education annual plan.
• Compile and submit Schedule B for inclusion in the Annual School Report classifying all Special Ed expenditures by disability, grade, and school and preparation of other supplemental year-end reports as required.
• Performs other duties as assigned.

Work Environment:

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 accommodation may be made to enable individuals with disabilities to perform essential functions. Must have the ability to sit for extended periods of time; exhibit manual dexterity to dial a telephone, to enter data into a computer terminal; see and read a computer screen and printed material with or without vision aids; hear and understand speech at normal levels and on the telephone; speak in audible tones so that others may understand clearly in person and on the telephone; ability to understand and follow oral and written instructions; physical agility to lift up to 25 pounds.

Reports to:

Accounting and Finance Manager

Terms of Employment:

Twelve months a year. Salary according to School Board Pay Plan.

Evaluation:

Performance on this job will be evaluated in accordance with School Board policy and administrative regulations on evaluation of non-licensed personnel.

7/1/2024