Agency Grants Specialist I

Maryland State Department of Education (MSDE); Baltimore (MD); On-site; USD 70,000 - 90,000; Full time

Job summary

Maryland State Department of Education (MSDE) is seeking a seasoned grants administrator to manage the end-to-end grant lifecycle, from NOGA routing to payment processing. The role coordinates with program managers, specialists, and directors to ensure fiscal integrity and regulatory compliance across all grants and contracts within the Office of Early Childhood.

The ideal candidate has five years of grant evaluation, monitoring or budget experience, with strong analytical skills and familiarity

Qualifications

• Five years of experience in grant evaluation and monitoring or budget preparation, presentation and execution.
• Substitutions: Bachelor's degree + 1 year experience; graduate education (30 credit hours) in accounting/business/economics/finance/political science/public administration; military service in Budget Officer/Financial Management roles can count for experience.

Responsibilities

• Manage full lifecycle of Notices of Grant Awards (NOGA): routing, tracking, submission through internal workflow.
• Verify NOGA information against grant applications; ensure correct PCA and Fund codes per state budget guidelines.
• Coordinate annual grant cycles and ensure consistency and compliance; respond to inquiries on grant status and timelines.
• Maintain up-to-date grant awards and expenditures records for audit readiness and policy adherence.
• Execute invoice verification in collaboration with program managers and directors to ensure oversight and regulatory compliance.
• Validate financial documents (invoices, payroll reports, W9s, receipts) for accuracy and allowable costs.
• Apply 15% budget variance threshold for amendments; verify reimbursements comply with agency standards.
• Manage transmission of verified invoices to accounting for payment; provide status updates to staff and grantees.
• Use Mainframe and FMIS to process payments, monitor grant balances and payment history.
• Analyze General Ledger data to confirm IDC allowances and prevent overspending.
• Prepare reports tracking funding and spending for budget projections and decision-making.

Tools

Mainframe

FMIS

Job description

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.

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.

Experience:

Five years of experience in grant evaluation and monitoring or budget preparation, presentation and execution.

Notes

• 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.
• 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.
• 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.

Preference will be given to applicants who possess the following preferred qualification(s).

• 1-year Proficient Excel Experience
• Experience with Grant Processing with either State, Federal, and or LocalExperience
• R*Stars, ADPCS

As an equal opportunity employer, Maryland is committed to recruiting, retaining and promoting employees who are reflective of the State’s diversity. People with disabilities and bilingual candidates are encouraged to apply.

We thank our Veterans for their service to our country.