Budget Specialist III - Special Projects

Education Service Center Region 13; Kilgore (TX); Hybrid; USD 62,898 - 65,808; Full time

Job summary

Education Service Center Region 13 is seeking a Budget Specialist III for Special Projects. This role provides budget management and administrative support for grants and local budgets, coordinating with TEA, LEAs and other grant entities to execute initiatives.

The position requires a minimum of five years in grants and budget management, strong communication, and meticulous attention to detail. It involves managing multiple budgets, invoicing, purchasing, and processing reports, with on‑site

Qualifications

• Minimum 5 years of experience in grants and budget management.
• Excellent communication skills and customer service etiquette.
• Proven attendance record.
• Ability to disseminate information clearly to internal and external clients.
• Ability to manage multiple projects and meet tight deadlines.

Responsibilities

• Serve as a representative of ESC Region 13 to the educational community and public.
• Oversee department workflow: contracting, invoicing, requisitions, reporting, documentation, budget transfers, travel requests.
• Provide administrative and logistical support to internal and external clients.
• Manage multiple budgets for the Special Projects department.
• Assist leadership to develop and monitor program budgets.
• Develop and monitor timelines to keep budgets on track.
• Maintain budgets in Smartsheet and ensure accuracy.
• Participate in grant applications and LOIs for competitive funding.
• Process funds, including agreements and expenditure claims, and maintain LEA contacts list.
• Collaborate with Special Projects staff and TEA/Texas Department of Agriculture as applicable.
• Process monthly and bi-annual staff time and effort reports.
• Perform year‑start and year‑end tasks and ensure regulatory compliance.
• Train staff on business office procedures and monitor grant compliance.
• Perform other duties as assigned.

Skills

Grants budgeting

Budget management

Communication skills

Customer service

Attention to detail

Time management

Multi-project mgmt

Self-directed work

Deadline driven

Coordination

Education

High school diploma

Tools

Smartsheet

Job description

Budget Specialist III - Special Projects

Salary

Twelve (12) month position at 232 days, with an annual salary range of $62,898 to $65,808.

Job Summary (Primary Purpose)

The Budget Specialist III provides budget management and administrative support to the Special Projects Department. This position coordinates all grants and local budgets within the department including management of budgets, invoices, purchases, and support for internal and external clients. The position will coordinate with the Special Projects staff, the Texas Education Agency, various Local Education Agencies, and other grant entities to meet grant initiatives and provide both verbal and written communication on the program progress of all grant initiatives.

Required Qualifications (Experience, Education, and Certificates)

• High school diploma
• Minimum of 5 years of experience in grants and budget management; working collaboratively with staff, clients, and external partners
• Excellent communication skills and customer service etiquette
• Proven attendance record
• Ability to disseminate information in a clear and concise manner to internal and external clients
• Ability to operate in a self‑directed manner within a complex initiative, work under pressure, meet tight deadlines, and manage multiple projects
• Maintain attention to detail in a multi‑project work environment

Preferred Qualifications (Experience, Education, and Certificates)

• Experience managing state and federal grants
• Experience in the use of Smartsheet
• Knowledge of local, state, and federal purchasing requirements (including EDGAR) at the fiscal and programmatic level
• Ability to understand and complete grant applications and understand content of applications and complete amendments through TEA
• Knowledge of grant proposals, including development of budgets and tasks

Knowledge and Skills

• Database management
• Computer proficiency

Major Job Responsibilities/Essential Functions

• Serve as a representative of ESC Region 13, displaying courtesy, tact, consideration, and discretion in all interactions with other members of the educational community and with the public
• Oversee workflow for department functions (contracting, invoicing, purchase requisitions, reporting, business office documentation, BARs, budget transfers, travel requests)
• Manage administrative and logistical support to internal and external clients
• Manage multiple budgets for the Special Projects department
• Assist department leadership to develop and monitor program budget
• Develop and monitor timelines to ensure budgets stay on track
• Maintain department budgets in Smartsheet
• Participate in the grant application process for competitive grants and LOIs
• Provide project management of funds including processing Letters of Agreement and expenditure claims, and maintaining LEA program finance contacts list
• Partner closely with Special Projects staff, the Texas Education Agency (when applicable), and the Texas Department of Agriculture (when applicable), to plan, implement, and monitor activities for initiatives such as Child Nutrition, Visiting International Teacher program, TSLAT, and other areas within Special Projects
• Process monthly and bi‑annual department staff time and effort reports
• Perform fiscal year beginning and year‑end tasks
• Maintain knowledge of business office procedures, train department staff accordingly, and monitor all paperwork for compliance with state and federal grant requirements
• Perform other duties as assigned

Budget Responsibilities

• Assist Director and coordinators with budget development
• Manage budgets and allocate expenditures to correct accounts according to procedures
• Participate in quarterly budget reviews with staff and bi‑annual budget reviews with the Deputy Executive Director
• Participate in planning for revenue generation for local budgets

Working Conditions (Physical/Mental Demands & Environmental Factors)

• Follow policies and procedures
• Light lifting and carrying (up to 20 pounds)
• Work in a fast‑paced, team‑focused environment
• Manage multiple projects while meeting mandated deadlines
• Communicate effectively and appropriately (verbal and written)
• This is an onsite, in‑person position with the ability to work remotely one day per week up to four times per month

Equipment Used

General office equipment, Windows computer, audio/visual equipment, photocopier, Microsoft 365, and other equipment as requirements change.