Federal Programs Grants and Department Supervisor - Peoria Unified School District

Position Title: Federal Programs Grants and Department Supervisor
Department: Federal Programs
Supervisor: Director of Federal Programs
Term of Employment: 12 months
Salary Classification: Classified Exempt 6

Job Summary: The Federal Programs Department Supervisor oversees all the functions, tasks, and processes of the PUSD Federal Programs operations. This position performs a variety of complex administrative and staffing support including, but not limited to, coordination of purchasing, develops and manages grant budgets for schools and departments, oversees inventory management, and ensures budgetary and programmatic compliance with federal, state and district laws and regulations.

The Federal Programs Department Supervisor will assist with Federal grant related budget development, allocations, reporting, and monthly/annual reporting. This position also researches and makes recommendations for vendors, acts as the liaison to the PUSD Business Services department and manages/evaluates department staff

Essential Functions: Essential functions, as defined under the Americans with Disabilities Act, may include, but are not limited to, the following tasks, duties, knowledge, skills and other characteristics.This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by incumbents in this class.

ESSENTIAL DUTIES AND RESPONSIBILITIES generally include the following. Other duties may be assigned:

• Provides ongoing staffing support to schools and all departments to ensure compliance with federal, state and district laws and regulations.

• Coordinates assigned projects and/or program components (e.g. employment interviews, reference
  checks, payroll actions, timesheets, all data entry and paperwork to ensure accurate employee data,
  including recognition awards and extra duty pay, etc.) to ensure completion of all assigned projects and federal program components while complying with all federal, state and district rules and regulations.

• Creates/Updates school and department Federal Grant budgets to monitor timely expenditures.

• Develops and monitors procedures for complying with grant requirements, guidelines, and regulations at the federal, state, and local levels.

• Assists in the collection, organization and compilation of data required for Federal and state reporting.

• Processes a variety of documents and materials (e.g. time sheets, journal entries, requisitions, travel
  reimbursements, grant reports, etc.) to disseminate information in compliance with established administrative guidelines.

• Maintains a variety of manual and electronic documents files and records (e.g. time sheets, purchase orders, expense reimbursement requests, etc.) to provide up-to-date information and historical reference in accordance with established administrative guidelines and legal requirements.

• Compiles data (e.g. work orders, budget reports, specialized reports, personnel records, federal and state reporting data, etc.) for preparing reports or processing requests.

• Maintains Title I portal providing current and relevant information to the staff and public.

• Maintains inventory of supplies and materials (e.g. forms, office supplies, etc.) for department use.

• Provides feedback and direction (e.g. communicating new or revised information to department and school staff
  etc.) to maintain effective operations for all team members.

• Provides annual training for school level Federal Programs staff to ensure compliance with Federal requirements.

• Researches assigned topics (e.g. current practices, policies, education codes, federal grant programs, etc.) to provide information that address school and District-level operations required within Federal Grant regulations.

• Responds to inquiries from a variety of internal and external parties (e.g. district staff, other districts, government agencies, general public, private schools, etc.) to provide information, facilitate communication among parties and/or provide direction.

• Manages coordination, scheduling, and tasking for summer school (e.g. extra duty compensation, timesheets, guidance to staff, etc.) to ensure optimal operation of Title I summer school processes.

• Schedules meetings, conferences, interviews, in-services and workshops, and maintains schedule of appointments.

• Prepares a variety of correspondence, reports and other materials (e.g. letters, memorandums, minutes, charts, periodic and ad-hoc reports, all Federal grant reporting, etc.) to document activities, provide written reference, and comply with all district, state, and federal regulations and guidelines.

• Communicates effectively with team members, district personnel and all stakeholders.

• Provides positive customer service.

• Maintains confidential personnel files, records, and databases for the department.

• Performs other duties as assigned or required.

KNOWLEDGE AND SKILLS:

• Knowledge of applicable Federal, state, county and city statutes, rules, policies and procedures

• Knowledge of applicable grants management

• Knowledge of applicable Peoria Unified School District and departmental policies and procedures

MINIMUM QUALIFICATIONS:
HS Diploma required
Bachelors degree preferred
Minimum of two years of relevant experience

OTHER REQUIREMENTS:

• Must be able to pass a fingerprint and background check

• May be required to work outside normal working hours

• Must have at the time of application and must maintain a valid Arizona driver's license