Grants and Special Revenue Manager

TrulyHired; Lexington (MA); On-site; USD 75,000 - 87,000; Full time

Job summary

TrulyHired is seeking a Grants and Special Revenue Manager in Lexington, MA. The person will report to the Director of Finance and oversee grants, revolving funds, Gift Funds, and Student Activity Accounts within the Finance and Operations Department.

This exempt role focuses on grant administration, budgeting, and financial reporting across federal, state, local, and private sources. The position requires a bachelor's degree and 3–5 years in school finance, with experience in MUNIS, GEM$, DESE

Qualifications

• Bachelor's degree in public administration, business, accounting or related field preferred.
• 3–5 years of experience in school finance or related field preferred.
• Demonstrated experience with grant-related software platforms and district reporting tools.

Responsibilities

• Develop proposals, budgets, and narratives for Federal, State, Local, and private grants.
• Manage grant applications, revisions, and processing; prepare expenditure reports.
• Track revolving funds; develop spending strategies and annual budgets.
• Plan, track, and report Gift Funds spending for departments or schools.
• Manage Student Activity Accounts and related reports; oversee credit card reconciliation.
• Assist with Financial Assistance, Food Service filings, Transportation registrations, and Medicaid filings.

Skills

Communication

Data analysis

Discretion

Financial management

Education

Bachelor's degree in public administration, business, accounting

Tools

MUNIS

GEM$

DESE Security Portal

Aspen

MySchoolBucks

Google Workspace

Job description

Job Description

POSITION TITLE:

Grants and Special Revenue Manager

FLSA:

Exempt

REPORTS TO AND EVALUATED BY:

Director of Finance

TERMS OF EMPLOYMENT:

Work Year: 12 months

Work Hours: 8:00-4:30 (40 hours/wk, 1/2 hour unpaid lunch)

Vacation: 15 days to start. After 10 years, 20 days.

Sick: 15 days, carried over without limit

Personal: 3 days annually, no carryover

Bereavement: 5 days in case of the death of an employee's family or household member.

Holidays: Based on Central Administration observed holidays

Immediate Start Date. Annual Salary: $75,000 - $87,000. Will be prorated based on start date.

JOB GOAL:

This position is accountable, under the direction of the Director of Finance and in accordance with appropriate statutes, regulations, and School Committee policy, for grants and other special revenue funds; overseeing related financial activities; and supporting other operations of the Finance and Operations Department.

GENERAL SUMMARY:

The Grants and Special Revenue Manager reports directly to the Director of Finance and works with the Assistant Superintendent of Finance and Operations and other members of the Finance and Operations Department. The position helps administer financial and operational affairs, including grant, revolving, fee-based, student-driven, and other financial activities.

The position works with and serves principals, coordinators, department heads, teachers, advisors, district support staff, families, vendors, and government agencies.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

GRANTS

• Work with various administrators to develop proposals, budgets, and narratives for various Federal, State, Local, and privately funded grants.
• Manage the application, revision, and processing of all grants.
• Prepare monthly expenditure reports and budget projections for all grants using appropriate and detailed supporting evidence.
• Prepare and submit requests for reimbursement for all grants, as appropriate.
• Complete Final Expenditure Reports for DESE grants.
• Track historical award and spending trends for all grants in support of Finance Department public reporting.

REVOLVING ACCOUNTS

• Prepare clear reports at the start of each fiscal year documenting the balance of and the past year's activity on all of the district's revolving funds.
• Track and record all expenditures on revolving funds throughout the fiscal year.
• Work with the Director of Finance to develop both a long-term spending strategy and an annual budget for all revolving funds.
• Monitor all revenue received by revolving funds and contribute to plans for any increases to fees that support them.
• Contribute information on revolving funds to the district's annual budget book and to any public reporting, including to the School Committee.

GIFT FUNDS

• Work with principals and other administrators to plan, track, and record all spending from school or department based Gift Funds.
• Create reports of balances and all activity on Gift Funds for the purposes of budget development and year-end reporting.

STUDENT ACTIVITY ACCOUNTS

• Create strong and consistent procedures for use by any staff member managing Student Activity Accounts. Document these procedures for all users.
• Track all revenue received and expenses incurred by individual SAA.
• Manage credit cards and reconcile statements for expenses drawing on individual accounts.
• With the Town Finance Office, manage all replenishments from the SAA agency account to the SAA checking account.
• Provide annual training for new and established users of SAA.
• Submit quarterly reports to the Director of Finance on the status of all SAA.

GENERAL ADMINISTRATION

• Serve in a support and back-up capacity for the district's Financial Assistance program; Food Service financial filings; Transportation registration; and Medicaid filings.
• Assist the Director of Finance and the Assistant Superintendent for Finance and Operations on various financial tasks and reporting.
• Assume other responsibilities as assigned.

SUPERVISORY RESPONSIBILITY:

None.

MINIMUM EDUCATION & EXPERIENCE:

A bachelor's degree in public administration, business, accounting, or an appropriate academic discipline is preferred. At least three to five years of experience in school finance or a related field is preferred. Demonstrated experience with financial and grant-related software platforms, such as MUNIS, GEM$, or others; operations platforms such as DESE Security Portal and Food Services reporting tools, ASPEN, or MySchoolBucks; and general applications such as Google Workspace preferred.

QUALIFICATIONS:

Ability to:

• Communicate clearly and concisely, both orally and in writing, and maintain effective relationships
• Compile, manipulate, and analyze large amounts of financial data with high levels of accuracy and attention to detail
• Exercise discretion with sensitive information
• Understand and develop processes and structures related to financial management
• Maintain accurate print and electronic records

Tools and Equipment Used:

Phone, personal computer (including Google Suite tools), copy machine, calculator, fax machine.

PHYSICAL DEMANDS:

The physical demands 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.

The employee must occasionally lift or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is quiet.

GENERAL STATEMENT:

The above statements are intended to describe the general nature and level of work being performed by people assigned to do this job. The above is not intended to be an exhaustive list of all responsibilities and duties required. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

Experience and commitment to working in a diverse teaching and learning community.

Applicants for employment are considered without regard to age, disability, race, religion, sexual orientation, gender identity, marital status, national origin, or military status.