Budget & Grants Analyst

Budget & Grants Analyst Fiscal Services ACPS employees enjoy competitive pay and benefits, including health & dental coverage, retirement, flexible spending accounts, paid time off, wellness program, discounts on gym memberships, and more! Be sure to check out our website to learn more about our Division and our Schools.
ESSENTIAL FUNCTIONS: Writes or assists with writing grant applications, amendments, and reports through coordination with various program coordinators/directors; Assists program coordinators/directors in planning the utilization of funding and coordinates budgetary requirements for grant-funded projects with the appropriate internal and external stakeholders; Administers, supervises, and coordinates the administration of federal, state, and local grant monies in accordance with individual, grant-specific standards, regulations, and guidelines; Develops, monitors, and revises grant and self-sustaining program budgets through analysis of personnel and benefits costs, Full-Time Equivalent (FTE) distribution, program needs, and current expenses and projected spending; Monitors grant/self-sustaining/local fund appropriations and prepares agenda items as required for presentation to the school board to ensure compliance with the County’s appropriations ordinance; Requests additional State funds and assists program managers with State revenue requests; Works with internal and external clients (i.
e.
, Social Services, Blue Ridge Juvenile Detention Center, City of Charlottesville) in projecting future expenditures based on actual results and proposed maximization strategies; Participates in the preparation of the County School’s budget development as it relates to grant/self-sustaining/local revenues & expenses.
Enter, update, and finalize budget projections in OpenGov as needed, balance revenues vs expenses for each grant and/or program; Administers all accounts payable functions including entering invoices for payment and purchase requisitions in e-Pro, submitting for approval receipts for purchase card transactions in Works, submitting employee reimbursements, one-time refunds, and reimbursement requests for non-employees via e-mail to Accounting, preparing and submitting journal entry requests as needed for all assigned programs; Coordinates and assists in the preparation of Requests for Proposals (RFP) and contracts relative to grants and all assigned programs, to ensure compliance with procurement rules and regulations and applicable federal, state, and local regulations; Oversees compliance by all personnel in the Fiscal Services Department and all assigned programs, including Homebound Instructors and all Summer School Programs with Kronos timekeeping; Administers all accounts receivable functions of programs including invoicing, tracking delinquent payments, daily deposits of revenue, account posting, and reconciliation; Coordinates, reviews, and determines revenue codes for cash, checks, credit card, and EDI deposits for submission to Treasury; Administers distribution of credit card convenience fees collected daily, and distribution of credit card processing and software usage fees every month; Ensures donations for assigned programs are processed and donors receive an acknowledgment letter; Verifies all expenditures and receivables and ensures accounts reconcile with County books monthly; Payroll entry into Kronos, submission of historical corrections, and stipend payment requests to HR for processing for all assigned programs; often daily, always weekly; Conducts a thorough and detailed analysis of payroll data, and identifies and reports discrepancies as bi-weekly payroll transactions are posted; Researches and composes complicated/complex transactions to correct identified errors as bi-weekly payroll transactions are posted; Evaluates Payroll as needed across the school division along with the Fiscal Services Project Manager; Plans, coordinates, and oversees the creation & processing of numerous mass JE requests along with the Fiscal Services Project Manager to correct a multitude of payroll-related errors including but not limited to inaccurate account coding, distribution, FTE splits, etc.
; Evaluates and ensure all identified issues and discrepancies are resolved in a proper manner; Combines, adds, manipulates, and validates payroll data to design, develop and produce various payroll reports; Monitors, inputs, and reviews federal and state grant data in the State OMEGA system and federal grant data on the USDOE G5 system; Prepares, completes, and submits paper reimbursement requests as required for specific grant programs and federal match documentation, program income, and program cost reports as required to secure and retain grant funding; Maintains grant files and documentation as required.
Includes retention of all applications, reimbursement requests, contracts, inventory lists, etc.
; Works with the Department of Finance and prepares monthly and year-end adjustments; Develops, presents, monitors, and analyzes all financial statements; such as budget projections, expenditures, revenue summaries, etc.
relevant to assigned programs; Maintains required records of grant funding and ensures the proper listing, labeling, maintenance, and disposition of inventory purchased with grant funds; Ongoing learning through training, including webinars, with VDOE, USDOE, other state/federal agencies, and through Albemarle local government & school departments to maintain a knowledge base that will ensure compliance with regulations, legal requirements, and operational practices; Attends and participates in school division-wide team meetings related to grant-related needs and applications; Supervises training, informing, and consulting with all persons involved with grants and other assigned programs.
Contact person for executive directors, coordinators, etc.
, for help and instruction on guidelines, policies, and requirements of grants and other funds; Leads, mentors, trains, and assists support staff and internal clients to ensure management and compliance with policy, procedures, and guidelines for employee reimbursements, vendor payments, and PCard purchases; Serves as the liaison with external agencies and internal personnel; frequently acts on behalf of lead administration in answering questions and providing operational guidance to fiscal and grant matters; Researches and provides financial data on request, works as a liaison with internal and external clients to provide information and resolve grant or budget issues; Interprets and oversees a system of accounts and procedures in accordance with generally accepted accounting practices (GAAP); Reviews accounting and finance procedures and recommends needed/continuous process improvements; Analyzes costs and makes recommendations for improved processes and cost savings; Works collaboratively with instructional grant personnel to ensure compliance with private school participation requirements of ESSA (Every Student Succeeds Act); Monitors staffing levels related to grants to ensure compliance with the program or grant guidelines; Manages and ensures the accuracy of all staff data in the system in order to obtain maximum federal and state funding; Administers VDOE Federal Grant Audits: write, and enter detailed narrative responses in Monitoring Protocol Report, using Google-sharing to facilitate group participation and linking of extensive supporting evidence to provide proof of compliance; Ensures compliance with the rules and regulations administered by the grantor; oversees special audits conducted by the grantor; Prepares required reports for internal and external auditors, including but not limited to local, state, and federal funding audits; Manages and tracks accruals across fiscal years to ensure ASR meets the Virginia Department of Education’s requirements and special revenue fund balances; Assists in the building and implementation of new financial, payroll, timekeeping, reporting, etc.
, systems by providing valuable input, and feedback and participating in system design and testing; Performs other duties as required; KNOWLEDGE, SKILLS AND ABILITIES: Strong communication, excellent interpersonal skills, and strong computer skills are necessary.
Knowledge of the principles and practices of grant obtainment and management, budget formulation, budget execution and appropriation processes, and financial administration practices and methods; good research methods and techniques; good written abilities and knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar; ability to communicate effectively, both verbally and in writing, and to express ideas clearly and concisely to both individuals and groups, and in public; ability to deal tactfully and effectively with people, and to establish and maintain effective working relationships with staff, elected officials, and the public; ability to use a variety of software packages including word processing, presentation, and spreadsheet programs, database programs, project management software.
EDUCATION AND EXPERIENCE: Any combination of experience equivalent to graduation from an accredited four-year college or university and 4 years of experience in Public Administration, Business, Finance, Accounting, or other related field.
Experience in local government or the public sector is preferred.