Agency Grants Specialist I

MD; Baltimore (MD); On-site; USD 59,000 - 85,000; Full time

Job summary

The Maryland State Department of Education is seeking a dedicated professional to manage the grant lifecycle, verify invoices, and oversee financial tracking for grants and contracts within the Office of Early Childhood.

Responsibilities include ensuring regulatory compliance, coordinating with program managers and the accounting department, and maintaining audit-ready records to support timely disbursement of funds.

Qualifications

• Five years of experience in grant evaluation and monitoring or budget preparation, presentation and execution.
• Bachelor's degree in a related field may substitute one year of experience.
• Graduate education in accounting, business, economics, finance, political science or public administration may substitute for experience.

Responsibilities

• Manage the full lifecycle of Notice of Grant Awards (NOGA) including routing and tracking to ensure timely submission.
• Perform invoice verification and financial tracking with program staff to ensure compliance and accuracy.
• Directly manage payment processing and provide status updates to stakeholders to ensure timely disbursement.

Skills

Grant evaluation

Budget monitoring

Financial reporting

Education

Bachelor's degree

Tools

Excel

R*Stars

ADPCS

Job description

Introduction

The Maryland State Department of Education is dedicated to supporting a world-class educational system that prepares all students for college and career success in the 21st century. With excellent stewardship from our divisions, we oversee State and federal programs that support the needs of a diverse population – students, teachers, principals, and other educators throughout Maryland.

GRADE

State of Maryland Salary Grade 14
Salary Rrange $59,305 - $84,713 with progression to $93,533
**State Salary Guidelines may apply for current State employees.**

STATE OF MARYLAND BENEFITS

LOCATION OF POSITION

Nancy S. Grasmick Education Building
200 W. Baltimore Street
Baltimore, MD 21201

Main Purpose of Job

This position is responsible for managing a collaborative invoice verification process and ensuring comprehensive financial oversight for all grants and contracts within the Office of Early Childhood. This role acts as a primary liaison between program managers, specialists, division directors, and the accounting department to ensure fiscal integrity, regulatory compliance, and the timely disbursement of funds. The position provides ongoing technical assistance, manages high-volume financial correspondence, and facilitates logistical support for grant-related procedures impacting the division.

POSITION DUTIES

Grant Lifecycle & Administration
Manage the full lifecycle of Notice of Grant Awards (NOGA), including routing, tracking, and ensuring timely submission through internal department workflow.
Verify all NOGA information against grant applications, ensuring correct PCA and Fund codes are utilized in accordance with state budget guidelines.
Coordinate annual grant cycles and facilitate the application process to ensure consistency and compliance.
Research and respond to inquiries from MSDE staff, the public, and stakeholders regarding grant status, documentation requirements, and submission timelines.
Maintain accurate, up-to-date records on all grant awards and expenditures to ensure full audit readiness and adherence to agency policy.

Invoice Verification & Financial Tracking
Execute invoice verification process, working in close conjunction with program managers, specialists, and division directors/executive directors to ensure thorough financial oversight and regulatory compliance.
Perform multi-faceted validation of incoming financial documentation (invoices, payroll reports, W9s, receipts) for mathematical accuracy, completeness, and adherence to allowable costs.
Apply strict compliance checks-including the 15% (or $1,000) threshold for budget category variances-to identify when budget amendments are required.
Validate that food and travel reimbursements align with specific agency standards and prohibit unallowable expenses.

Payment Processing, Oversight & Reporting
Directly manage the transmission of verified invoices to the accounting department for payment processing, following up regularly to ensure timely disbursement.
Provide proactive status updates to program staff and grantees regarding payment progress to ensure transparency and operational efficiency.
Utilize Mainframe and FMIS screens to process payments, monitor grant balances, and track payment history.
Analyze financial data, including General Ledger reconciliation, to confirm adherence to allowed indirect cost (IDC) amounts and to ensure program budgets are not overspent.
Prepare accurate statistical data and reports tracking funding and spending, ensuring reliable data for budget projections and agency decision-making.

MINIMUM QUALIFICATIONS

Experience: Five years of experience in grant evaluation and monitoring or budget preparation, presentation and execution.
Notes:
1. Candidates may substitute the possession of a Bachelor's degree from an accredited college or university and one year of experience in grant evaluation and monitoring or budget preparation, presentation and execution for the required experience.
2. Candidates may substitute graduate education from an accredited college or university in accounting, business administration, economics, finance, political science or public administration at a rate of 30 credit hours for the required experience.
3. Candidates may substitute U.S. Armed Forces military service experience as a commissioned officer in the Budget Officer classifications or Financial Management specialty codes in the Budgeting field of work on a year-for-year basis for the required experience.

DESIRED OR PREFERRED QUALIFICATIONS

Preference will be given to applicants who possess the following preferred qualification(s). Include clear and specific information on your application regarding your qualifications.
1-year Proficient Excel Experience
Experience with Grant Processing with either State, Federal, and or LocalExperience
R*Stars, ADPCS

SPECIAL REQUIREMENTS

Applicants are subject to a criminal background investigation in accordance with the federal Family Law Article, Section 5.
Employees in this classification are subject to substance abuse testing in accordance with Code of Maryland Regulations 06.01.09, Testing for Illegal Use of Drugs.
Person appointed to position in this classification will be assigned duties which require the operation of a motor vehicle including a car, five-passenger van, and a 12-passenger van. Employees assigned such duties will be required to possess a motor vehicle operator’s license valid in the State of Maryland, and their driving records will be subject to investigation.

SELECTION PROCESS

All information concerning your qualifications must be submitted by the closing date. We will not consider information submitted after this date. Successful candidates will be ranked as Best Qualified, Better Qualified, or Qualified and placed on the eligible (employment) list for at least one year. The selected candidate will be subject to a criminal history background check as the final step in the selection process.

BENEFITS

STATE OF MARYLAND BENEFITS