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SUMMARY Responsible for monitoring and taking necessary actions to ensure compliance with federal guidelines regarding the awarding of Title I, II, III, IV, and V funds. Responsible for identifying funding sources; notifying staff of grant opportunities via the Grants Alert newsletter; assisting in the preparation of federal, state, and non-profit grant proposals, assisting with coordination and development of grant-funded projects and budgets; training faculty; ensuring that grants adhere to Strategic Plan and organizational standards; and No Child Left Behind (NCLB) regulations. Serve as a liaison between grant procurement and fiscal management; notify the Board of grants awarded to the District and interface with District and community members in developing grant-funded projects and proposals that support student achievement.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
Facilitation of the federal consolidated grant application process for Title I, II, III, IV, and V program managers; ensure that proposed programs are in compliance with Every Student Succeeds Act (ESSA) mandates. Monitor and coordinate compliance activities of other departments to remain abreast of the status of all compliance activities and to identify trends, taking appropriate steps to improve effectiveness. Coordinate with private/charter schools to ensure distribution of funds are in compliance.
Identify potential areas of compliance vulnerability and risk, develop and implement corrective action plans for resolution of problematic issues, and provide general guidance on how to avoid or deal with similar situations in the future. Act as an independent review and evaluation body to ensure compliance issues and concerns are appropriately evaluated, investigated, and resolved. Collaborate with other departments (i.e., DLEA, Human Resources, Multicultural Student Services, etc.) to direct and develop effective communication on understanding compliance issues.
Guide personnel on District policies and procedures for securing grant funds, guide teachers, principals, other staff, and community members through the grant proposal process; ensure proposals comply with federal, state, and private guidelines; provide writing support in creating an innovative proposal and develop a realistic budget and timeline. Meet critical, time sensitive deadlines to secure grant funding.
Assist teachers, principals, and other staff and community members in identifying the need for, developing grant-funded projects and budgets that support student achievement and align with the District strategic plan.
Develop, write and publish the Grants Alert newsletter every 5-6 weeks listing grant opportunities, awards to the District, grant writing tips, etc. Distribute to staff via interoffice mail, Leadership Memo, Messenger, and Employee Connections. Design and maintain Grants Department website, updating with new grant opportunities.
Research grant opportunities using the Federal Register, federal and state websites, foundation websites, annual reports and grant scanning services. Maintain files for over 800 grant sources.
Attend state, federal, and private grant writing workshops and training. Build relationships with state, federal, and private funding to better understand their role in giving funds and the District's role in receiving funds. Review and update rules, regulations, policies, and procedures to provide guidance to management and staff on matters relating to compliance matters.
Maintain database of all grants applied for, including funding status, amount awarded, Board of Education submission, project manager, etc. Prepare Board of Education agendas for all grants awarded over $10,000. Ensure that legal contracts related to grants are signed appropriately and copies sent to all involved parties. Serve as liaison between grants development and fiscal management; collaborate with grant accounting support team to ensure accountability.
Develop curriculum and teach a Grant Writing Inservice class offered to the District and parents two to three times/year; make logistical arrangements.
Perform other duties as assigned.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EXPERIENCE Preferred experience in communications. Preferred experience in proofreading and technical writing or granting writing, with experience working with grantors.
EDUCATION AND TRAINING Bachelor's degree
CERTIFICATES, LICENSES, REGISTRATIONS Certified Grants Specialist Certification preferred at hire, but not required.
SKILLS, KNOWLEDGE, & EQUIPMENT Strong writing skills, including editing and design, and project and budget development. Ability to synthesize and accurately communicate complex issues in an understandable manner. Self-motivated, ability to take initiative, handle time-sensitive deadlines, and work under pressure at multiple tasks. Knowledge of grant procedures and processes. Demonstrated skills in organization, business practices, ability to supervise other, work collaboratively with other district personnel, as well as community members. Proficient using the Internet, electronic calendar and standard office systems (FAX, copiers, 10-key, phone, etc.) and Microsoft office software products (Excel, Powerpoint, Word) required for hire
DECISION MAKING Requires independent judgment, strategic planning, discretion, and an understanding of the impact additional resources may have on staff; ability to problem solve for District personnel; address concerns and questions raised while developing grant-funded projects. Misunderstanding federal, state, or private guidelines and regulations could adversely affect receiving grant funds. This potential error could impact students, District departments, and school programs. Private funders typically do not allow corrections once a deadline has passed. Errors could also result in substantial embarrassment and/or cost to the District.
COMMUNITY RELATIONS Daily contact with classified and professional staff outside the department to discuss routine internal matters, obtain/furnish information, resolve routine corrections/adjustments, interpret policy, and maintain relationships; with classified and professional staff within the department to discuss routine internal matters, obtain/furnish information, resolve routine corrections/adjustments, and maintain relationships. Weekly contact with school support team to obtain/furnish information, resolve routine corrections/adjustments, interpret policy, maintain relationships, and recommend policy; with local government to obtain/furnish information, resolve routine corrections/adjustments, interpret policy, and maintain relationships; and with Colorado Department of Education to discuss routine internal matters, obtain/furnish information, resolve routine corrections/adjustments, interpret policy, and maintain relationships. Monthly contact with the general public and community members to obtain/furnish information, interpret policy, and maintain relationships; with public agencies such as North Jeffco Parks & Recreation District, Wheat Ridge Recreation Center, Rocky Mountain Center for Health Promotion and Education to obtain/furnish information, and maintain relationships; with the Board to discuss routine internal matters and furnish information; with advisory committees to obtain/furnish information, interpret policy, maintain relationships, and recommend policy; and with the Administrative Leadership Team to discuss routine internal matters, furnish information, and maintain relationships. Annual contact with student and parents to furnish information.
SPAN OF CONTROL The position does not have supervisory responsibilities, however will assist the Executive Director, Grants and Federal Programs with interviewing.
EDUCATIONAL DELIVERY Assist schools and departments in securing supplemental funds for special programs; projects; or resources that provide additional services, tutoring, or training for students and staff. Ensure that federal resources are being used accountably as mandated by NCLB guidelines. Provide programmatic and budgetary technical assistance to District departments and all Jeffco Schools applying for grants. The majority of time is not spent on the school site.
COMPLEXITY OF WORK Work is assigned by Executive Director, Grants and Federal Programs and is also generated by grant opportunities and staff interested in pursuing these opportunities. Must have working knowledge of District policies and procedures as well as individual grant guidelines; good oral and written communication skills; and ability to communicate effectively with management, staff, and community members. Independent judgment is exercised daily. Ability to take initiative to improve processes and means of communication, to accurately define problems, and to translate desired outcomes into a grant format.
The physical demands, mental functions, and work environment characteristics 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.
PHYSICAL DEMANDS While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to walk. The employee must frequently lift and/or move up to 10 pounds. There are no specific vision abilities required by this job.
MENTAL FUNCTIONS While performing the duties of this job, the employee is regularly required to compare, analyze, communicate, coordinate, instruct, compute, synthesize, evaluate, use interpersonal skills, and compile. The employee is occasionally required to negotiate.
WORK ENVIRONMENT The noise level in the work environment is usually very quiet.
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