Grants Management Specialist - IDEA

Provides advanced programmatic and fiscal expertise to support Director of Special Education regarding the administration of the school division’s Individuals with Disabilities Education Act (IDEA) complex grant and associated budgets. Key responsibilities include compliance monitoring, interdepartmental liaison, financial analysis, and grant accounting execution. Performs a variety of complex work within state and federal regulations and CCPS established procedures and standard practices.  Specialized knowledge of IDEA regulations, policies and procedures is required, including the scope and sequence of work, advanced planning to meet state established timelines, and the development and implementation of the Local Special Education Annual Plan. Work is performed under general supervision without specific instruction, requires frequent coordination with others at all organizational levels within and outside the department, and may require handling of sensitive information or dealing tactfully with the public. Considerable judgment is required.

Essential Job Functions:

• Supports the Director of Special Education to develop, manage, and implement state and federal requirements surrounding the Special Ed and IDEA budget therein.

• Performs programmatic, fiscal work, and monitoring activities to ensure the efficient operation of and compliance with the school division’s IDEA grant award and individual school IDEA programs. 

• Facilitates cross-departmental communication to provide guidance and data surrounding Local Verification Reports related to IDEA expenditure verification reports.

• Conducts monthly, quarterly, semi-annual, and annual analysis for all expenses relative to Special Ed and IDEA expenditures associated with the grant.

• Performs accounting functions associated with grant funding for all school budgets, primary administrative IDEA budget and other related areas of support. 

• Provides administrative and programmatic support in implementation and compliance, ensuring record-keeping and adherence to grant stipulations.

• Provides administrative and programmatic support to various programs supported through IDEA funding including but not limited to: Early Childhood Special Education (ECSE), Maintenance of Effort (MOE), and Proportionate Set Aside (PSA).  

• Serves as the primary contact for school administrators and office managers regarding fiscal and programmatic grant under IDEA. Provides guidance and assistance to school and division staff regarding IDEA expenditures related to policies and procedures to meet federal, state, and local regulations.

• Conducts risk assessments of grant-funded projects, identifying any area of potential non-compliance and working proactively to address them.

• Supports the process of closing out grants, ensuring all financial, reporting, and administrative procedures are completed.

• Oversees documentation of IDEA funded non-contractual assignments and provides supports to school administrators and office managers in preparing and providing documentation for IDEA-funded non-contractual agreements. 

• Provides checks and balances and account reconciliation for documentation and expenditures related to travel expenses made utilizing IDEA funds. Prepares travel and training requests and secures appropriate levels of approval. Communicates with various staff members and organizes documentation for travel expense reports for any IDEA-funded travel.

• Monitors the receipt of materials and supplies by the schools, preparing documentation for proper payment of invoices. 

• Coordinates contractual services including contract approval when needed to cover vacant positions.

• Liaises with the Finance Department as a programmatic and fiscal point of contact regarding grant funding and programming.

• Prepares documentation for internal/external audits including VDOE program monitoring.

• Responds to routine inquiries from internal and external stakeholders regarding the grant and directs non-routine matters to appropriate resources.

• Keeps abreast of policy or procedural changes as they relate to the IDEA Program at federal, state and local level.  Attends workshops and seminars.

• Performs other related duties as assigned.

Budgetary Responsibility:      

Performs grant accounting functions for Special Education and  IDEA and supports the Director of Special Education in budget development and implementation for the IDEA grant and subsequent applications as well as the overall department.

Report Preparation:      

Prepares a variety of reports as needed related to all Special Ed, IDEA operations, reporting, budget, and programs for Director approval. 

Equipment Operation:   

Utilizes general office equipment, including personal computer, copier, and fax.

Contacts:      

Interacts daily with administrators, office managers, teachers, vendors, department personnel, and division staff at all levels. Interacts frequently with the general public, family members, and faculty to obtain or provide information.  

Work Direction:  

Provides work direction to the Special Ed and  IDEA office personnel in the absence of Director.

Supervision:      

N/A

Decision Making:  

Performs majority of functions independently.  Supervisory approval is required for purchases, personnel transactions and correspondence and is consulted in unusual or complex situations.

Formal Policy-Setting Responsibilities:  Assists Director of Special Education in establishing internal policies and procedures. 

Physical Demands: 

The physical demands described here represent 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.  While performing the duties of this job, the employee is regularly required to use hands to lift, support, handle or feel objects, tools, equipment and/or controls; reach with hands and arms; and talk and hear.  The employee is occasionally required to stand, walk, sit, climb or balance and stoop or kneel.  Specific vision abilities required by this job include close vision, distance vision, depth perception and the ability to adjust focus.

Work Environment: 

The employee regularly works in an office setting.  The noise level in the work environment is quiet to moderate.

Considerable knowledge of office operations and procedures; general accounting principles, business, English and mathematics, and office equipment to include manual and automated filing systems.  Working knowledge of the supervisor's responsibilities, and programs and regulations at both the school and division levels. Considerable knowledge, skills, and experience in the areas of IDEA program policies or federal grant programs.  Skill in the use of a personal computer, utilizing word processing, spreadsheet and database software.  Demonstrated ability to compose correspondence, assemble data and prepare reports.  Demonstrated ability to manage office activities and administrative work; communicate effectively both orally and in writing; establish and maintain effective working relationships with other offices, schools, and governing agencies, provide work direction to others; interpret and apply policies and procedures; and work effectively with all levels of personnel and the public. 

Considerable education, training and experience sufficient to demonstrate the required knowledge, skills and abilities. A minimum of 3 years’ experience working with the IDEA or other federal grants preferred. A minimum of 5 years’ experience working in an office environment is preferred.

Applicants considered for employment must successfully complete the following background investigations/tests: 

• Federal Bureau of Investigation (FBI) Criminal History Investigation

• State Police Criminal History Investigation

• Child Protective Services (CPS) Investigation

• Tuberculosis Screening/Test

Salary : $56,372 - $95,823