Coast Community College District

Grants Fiscal & Administrative Specialist

Job# D-023-25

Salary: $69,203.58 - $93,300.78 Annually

Deadline: 6/20/2025 11:59 PM Pacific

Full job description and OFFICIAL application available ONLY at: http://50.73.55.13/counter.php?id=302783

Summary

Provides administrative, secretarial, proposal writing, and post-award grant administration support for the District’s grant development and control function. Prepares various grant related reports and maintains specialized accounting and financial records.

Distinguishing Career Features

The Grants Fiscal and Administrative Specialist provides administrative and writing support to the sourcing, development, proposal, and securing of funding sources for on-going programs and onetime commitments that meet institutional priorities. The Grants Fiscal and Administrative Specialist demonstrates the ability to monitor proposal processes, write proposal sections, and monitor financial performance. The Grants Fiscal and Administrative Specialist supports the post-award grant activities by preparing various reports, compiling data and analyses of grant related data, and providing technical grant accounting and fiscal procedural assistance.

Essential Duties and Responsibilities

Specific duties may vary among departments, divisions and jobs. Incumbents typically perform a substantial portion or all of the following types of duties, as assigned:

1. Assists in the development of procedures for accounting and budgeting systems and recommends improvements. Prepares fiscal reports and maintains specialized accounting and financial records. Processes accounting transactions, auditing, and accounting/fiscal reports. Advises and assists other grant and accounting personnel with reports, financial systems, and operations. Participates in gathering, classifying, and summarizing of data; researches and analyzes budget and financial discrepancies and recommends a course of action to resolve problems. Prepares, reviews, and revises accounting/fiscal manuals and instructions for assigned areas of responsibility.

2. Participates in grant budget development; prepares various reports, schedules, charts, and tables as needed or required. Participates in the compilation of data and analyses of grant related data. Prepares documents and reports, as assigned.

3. Coordinates operations and activities of assigned area of responsibility to ensure timely and accurate processing and reporting. Confers with and provides technical grant accounting and fiscal procedural assistance to administrators, project directors, staff, and others, as requested. Collects, receives, reviews, verifies, researches, and/or corrects grant related narratives, financial data, schedules, reports, documents and/or entries as needed.

4. Assists in the implementation of grant organization or grant goals, objectives, strategies and work plans. Establishes schedules and methods for monitoring grant activities. Assists in ensuring compliance with organization/program, college and District policies and procedures. Prepares and/or coordinates reports, presentations, statistical reports and other program documents. Proofreads for accuracy, correct form, content and proper English usage. Attends meetings, when required.

5. Prepares and processes grant routing sheets for internal approval. Scans, organizes, maintains, and tracks electronic files related to grants.

6. Prepares and/or participates in the development of spreadsheets, journals, purchase orders, supply orders, personnel authorization forms, and budgets. Processes invoices.

7. Performs a full range of high-level clerical work in support of assigned projects such as independently prepare reports, correspondence, and other related duties. Maintains accurate records for grant accounts and functions.

8. Assists supervisor with special projects as required.

9. Assists with preparations for and may recommend budget elements for grant development activities. Monitors approved budgets.

10. Maintains necessary records, files, reports, databases and resource materials pertinent to grants office activities.

11. Performs other related duties as assigned that support the objective of the position.

12. Required to abide by all District policies and procedures including Board Policy 3050 – Code of Professional Ethics.

Qualifications and Physical Demands

Qualifications

Knowledge and Skills

1. Requires knowledge of regulations and procedures for grant funding, monitoring, and administration in the public sector.

2. Requires knowledge of general principles and procedures of accounting, auditing, budgeting, bookkeeping, and fiscal record keeping related to public agencies.

3. Requires knowledge of principles of fiscal administration including development and maintenance of sound internal fiscal controls and policies.

4. Requires knowledge of financial and statistical analysis.

5. Requires knowledge of appropriate rules, standards, and reporting requirements applicable to financial transactions, program development and control, and fiscal solvency.

6. Requires knowledge of budget development, monitoring, and analysis for educational programs and services, including grant development and administration.

7. Requires knowledge of principles and practices for implementing and coordinating administrative activities related to grants.

8. Requires knowledge of pertinent District, department, program, local, state and federal laws, rules, regulations, policies and procedures.

9. Requires knowledge of modern office practices, procedures and equipment, including use of computers for word processing, spreadsheet and other financial software, and database applications.

10. Requires knowledge of technical aspects of assigned programs.

11. Requires advanced knowledge of and skill at oral and written English to prepare professional correspondence.

12. Requires well-developed skills to be persuasive in presentations to individuals and groups.

Abilities

1. Requires the ability to perform the essential responsibilities and functions of the position.

2. Requires the ability to perform a variety of complex accounting, monitoring, and fiscal analysis related to financial and accounting transactions.

3. Requires the ability to independently perform assigned administrative duties with speed and accuracy.

4. Requires the ability to organize, implement and direct administrative activities.

5. Requires the ability to learn and understand all aspects of the assigned unit.

6. Requires the ability to gather, organize, analyze, prepare and present varied finance data and statistical analysis.

7. Requires the ability to prepare, audit, and analyze a variety of financial data and fiscal reports.

8. Requires the ability to analyze, interpret, and apply pertinent codes, laws, policies, and regulations.

9. Requires the ability to understand and apply internal fiscal controls in the performance of work assignments.

10. Requires the ability to operate a computer, applicable software and other office equipment according to assigned area.

11. Requires the ability to make complex arithmetic computations with speed and accuracy; correct errors in arithmetical calculations made by others.

12. Requires the ability to adjust to new technology.

13. Requires the ability to effectively utilize information systems and related software applications.

14. Requires the ability to analyze situations quickly and objectively to determine proper course of action.

15. Requires the ability to develop and prepare procedures, instructions, and standards for a variety of grant related processes.

16. Requires the ability to plan and organize work to meet schedules and time lines.

17. Requires the ability to handle multiple project assignments.

18. Requires the ability to provide high-level customer service, in person, via electronic communication, and over the telephone.

19. Requires the ability to communicate effectively both orally and in writing.

20. Requires the ability to develop and maintain productive relationships with District and college staff, grant funding organizations, and co-workers.

21. Requires the ability to write in a clear professional manner, proofread and edit accurately, and compile presentation-quality reports.

22. Requires the ability to organize and monitor multiple grant projects.

23. Requires the ability to work cooperatively and productively with others.

Physical Abilities

1. The general physical demands, working conditions, and essential job functions associated with this classification will be kept on file with the Office of Human Resources.

2. Essential functions will vary by position.

3. As defined by Title I of the Americans with Disabilities Act (“ADA”) and California’s Fair Employment and Housing Act (“FEHA”), the District shall engage in a timely, good faith interactive process with employees or employment applicants who are requesting or are in need of reasonable accommodations and, provide reasonable accommodations for employees or employment applicants who, because of their disability, are limited in or unable to perform one or more of the essential functions of their job in accordance with applicable state and federal law.

Education and Experience

This position requires an Associate degree in accounting, business administration, or related field. Four (4) years of experience in grant administration or equivalent. At least four (4) years progressively responsible experience in accounting and progressively responsible clerical and/or administrative work experience in office administration. Or, any combination of education and experience which would provide the required equivalent qualifications for the position.

Preferred: Bachelor's Degree in accounting, business administration, or related field.

Licenses and Certificates

Requires a valid driver license.

Working Conditions

Work is performed indoors where minimal safety considerations exist

This job specification describes the general nature of the work performed, representative duties as well as the typical qualifications needed for acceptable performance. It is not intended to be a complete list of all responsibilities, duties, work steps, and skills required of the job.

Note: D.E.I.A. - Diversity, Equity, Inclusion, Accessibility, and Anti-Racism

The Coast Community College District (Orange Coast College, Golden West College, and Coastline) continues to strengthen our efforts around diversity, equity, inclusion, access, and anti-racism. The Coast Community College District is focused on creating a culture of inclusive excellence by uplifting employees and students through an environment that is equitable, diverse, inclusive, and accessible. We have a strong focus and importance on D.E.I.A. and Anti-Racism (Diversity, Equity, Inclusion, Accessibility) and will be actively listening, assessing, and evaluating this throughout each stage of the application, recruitment, and interview process.

Coast Community College District is an Equal Opportunity Employer

Job Details

Grants Fiscal & Administrative Specialist

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