Programs and Grants Specialist

Position Title:

Job Description:

POSITION SUMMARY

Prepares progress and financial reports for workforce grant programs. Works with department to process sponsorships and expenses related to grants. Responsible for but not limited to: carrying out client support services, assessment of students' needs, student data management and reporting, outreach, recruitment, and marketing services for grant funded individuals. Additionally, position will assist with business site and department operations. Serves as liaison to other specialists department team members within department to promote visibility of the program to ensure ongoing referrals and effective utilization of services and to meet program and contract enrollment and outcome goals. Represents the college and its programs and services at on- and off-campus recruitment activities. Occasional evening and/or weekend work and local travel required.

ESSENTIAL JOB DUTIES AND KEY RESPONSIBILITIES

1. Maintain the grant records of workforce programs including: creating and recording journal entries, review of daily computer generated reports, account/department analysis and/or reconciliations.

2. Prepare budgets, Monitor and maintain ongoing account of grant revenues and expenditures, including fund requests, for adequate documentation and compliance with workforce grant agreement/regulations.

3. Assist in formulating, interpreting and implementing accounting procedures/controls for continuous process improvement and to insure workforce grant program financials are operating in accordance with accounting, board policies, and meeting grant requirements.

4. Analyze workforce program performance measures and financial data, which includes developing forecasts, plans, processes, reports, statements, recommendations and ensuring accuracy of the financial data. Assist with program monitors and with external auditors.

5. Provide requested schedules, pull requested documentation, provide timely correspondence and assist in drafting management responses to any audit findings.

6. Assist with maintaining workforce grant programs' capital asset records and auxiliary, budget and general accounting issues as necessary.

7. Provide assistance during the workforce grant program's year-end closing process and annual audits. In conjunction with the Financial Aid Department, maintain an accounting of our Title IV, Student Financial Aid.

8. Assist in the design and development of all marketing and recruitment materials. Coordinating of workshops and business services for recruiting and networking.

9. Maintain job posting and related employment services for both employees and job seekers; assist in the delivery of job readiness services. Maintain the JJC Workforce Development website for Grundy County.

10. Assist with testing and assessment. Assist clients in the utilization of all resources.

11. Process information and instructions from Workforce Development staff.

12. Utilize available resources to process request for information and assist individuals, agencies, and companies; address and solve issues.

13. Supervise clerical/clerk/Resource Room staff, coordinate activities, maintain flow of work, and assist in resolving problems; review activities of upcoming week(s), prioritize assignments, and request assistance as needed.

14. Prepare payroll/timesheets for Workforce Development staff. Communicate effectively with supervisors with regards to changes in employee hours.

15. Keep accurate record of employee payroll requests for absences and hours worked during summer flex hours.

16. Assist with the processing of financial operations; work with related departments for reconciliation.

17. Process purchase requisitions, work orders, direct payment vouchers expense payments, and budget adjustments/transfers using data systems as assigned as required.

18. Maintain all related records and support documentation.

19. Maintain organization of files for department records, purchase orders, invoices and other financial documents sent for processing.

20. Communicate effectively with administrative offices as required regarding payments.

21. Maintain a high degree of discretion with confidential information.

22. Ability to establish and maintain cooperative and effective working relationships with other members of the college and community, displaying cultural competence as well as emotional intelligence.

23. Perform other related duties as assigned.

MINIMUM QUALIFICATIONS

1. Associates degree in Business or related field.

2. Three years experience; 1-2 recent experience working with grants.

3. Strong organizational and project management skills.

4. Proficient with Microsoft Office Suite.

5. Ability to effectively work under minimal supervision.

6. Effective verbal, written and interpersonal skills.

PREFERRED QUALIFICATIONS

1. Bachelors Degree in Business or related field Prior experience in Ellucian with Workday software. 2. Prior experience working in an educational environment.

3. National Career Readiness Certificate.

4. English and Spanish verbal and written communication proficiency.

5. Demonstrated multicultural competence.

PHYSICAL DEMANDS

1. Normal office physical demands.

2. Ability to travel between campus locations and to and from community events.

WORKING CONDITIONS

1. Duties are performed indoors in the usual office environment.

Full Time/Part Time:

Union (If Applicable):

Scheduled Hours:

Benefits

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