District Budget and Grants Manager

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District Budget and Grants Manager

Salary

$88,220.00 - $117,245.00 Annually

Location

Costa Mesa, CA

Job Type

Classified Management

Job Number

DM-002-19

Division

District Office

Department

Budget

Opening Date

06/05/2018

Closing Date

7/9/2018 11:59 PM Pacific

Definition

Summary
Plans, organizes, and facilitates the activities, information, and services in connection with developing, adjusting, and maintaining the District's budget and internal controls.  Consults with departments, campuses, and programs for allocation of budgets for general and special funds and related accounting operations, which includes monitoring of budget adjustments and comparative performance reporting.

Distinguishing Career Features
The District Budget and Grants Manager facilitates strategic budget development processes to arrive at the District's tentative and adopted budgets and provide subject matter leadership and control over the daily budget operations.  The Manager applies complex analytical and statistical methodologies in the development of accurate internal budgetary controls, policies and procedures and timely financial reports for management's use in monitoring of spending and available funding in their departments.  The Manager requires the ability to facilitate all phases of the budget development process, convert and activate approved budgets for day-to-day accounting transactions and adjustments, oversee special funding, and monitor actual expenditures. 

Essential Duties and Responsibilities
Specific duties may vary among departments and jobs.  Incumbents typically perform a substantial portion or all of the following kinds of duties:

  • Plans and organizes the budget development process by conveying schedules, supplying information to executives and other management involved in the process, managing the flow of information, and preparing budget documents for executive review and Board action.
  • Develops grant and other special fund budgets.  Researches and reviews proposed grants to determine allowable expenses include those for overhead and administration.  Approves budgets for submittal to funding agencies.  Oversees and constructs charts of accounts and assignment of location numbers.
  • Prepares budget and financial and financial performance reports.  Runs complex comparative analysis of actual-to-budget.  Identifies revenue and expense variances, errors to be corrected, and works with departments to research and prepare explanations.  
  • Prepares time-sensitive compliance and performance reports which are required for budget advisory committees and external oversight agencies.
  • Serves as resource to the Director of Financial Services, Controller, and campus-based financial managers for preparing and guiding budget development reviews, resolving budgeting and accounting issues, analyzing data such as income and expense patterns, and preparing forecasts.  
  • Works within intermediate and long range parameters for revenue resources to project expenditures, including those that bear uncertainty such as labor and staffing, taxes, utilities, insurances, savings opportunities, and unanticipated expenditures.
  • Develops decision support tools in spreadsheet formats for maintaining funds and performing "what-if" calculations. Develops cost models and otherwise assists management with their ability to monitor accounts, programs, projects, and commitments.
  • Performs financial and budgetary analysis while preparing of budget performance, budget projection, and salary tracking reports.  Develops statistical models to forecast expenditures
  • Supervises maintenance of the District's position control system, including records for all authorized and funded positions in District.  Imports accounting and payroll data and anticipated or contracted changes into worksheets to facilitate executive and department reviews.  Prepares journal entries and posts payroll expenses into the financial system.
  • Authorizes budget transfers for income and expenses.  Tracks income, accounts receivable, purchase orders, contracts, and expenses to assure proper accounting and handling during fiscal year changes.
  • Participates in year-end closing procedures.  Works with departments to reconcile and close accounts and determine beginning fund balances carried over into new fiscal years.  
  • Provides assistance to external auditors.  Oversees and assembles information from checklists and other auditor requests.  Prepares internal control checklists for the department and orients other departments to requests.  Prepares adjustments and corrective measures suggested by auditors such as journal entries to income, expense, and fixed assets.
  • Establishes standards and conducts performance appraisals of assigned staff.  Identifies areas and action plans for skill development.  
  • Maintains up-to-date knowledge and skills related to the duties and responsibilities and reviews and analyzes new legislation affecting the budgets and reporting.
  • Performs other related duties as required to accomplish the objectives of the position.

Qualifications and Physical Demands

Knowledge and Skills
Requires knowledge of Generally Accepted Accounting Principles (GAAP) and Governmental Accounting and Auditing Standards (GAAS) theory and practices. Principals, practices and methods of general and governmental or school district accounting and budgeting including Government Accounting Standards Board (GASB). Education Code, Community College Budget and Accounting Manual and other State Codes applicable to position.
Requires specialized professional knowledge of the principles, and procedures of accounting, audit, and reporting for general education and special funds.  Requires in-depth knowledge of the principles and procedures used in budget preparation and maintenance of internal controls.  Requires working knowledge of the principles and techniques used in financial analysis and research.  Requires in-depth knowledge of the accounting data entry and database storage systems used by the district.  Requires knowledge of state and federal laws and regulations governing the budgeting and financing of community college districts and local laws, ordinances, codes, regulations and policies affecting the budgetary systems of the District.  Requires working knowledge of the external audit process.  Requires a working knowledge of centralized purchasing, contracting, and other functions that have links to accounting.  Requires advanced math skills to perform an array of business and statistical calculations.  Requires well-developed skill with personal computer software sufficient to design and use spreadsheet, database, presentation, and decision support models.  Requires sufficient written English language skills to prepare reports to oversight agencies and seen by the public.  Requires sufficient human relations skills sufficient to facilitate group processes and presentations, conduct performance appraisals, and communicate technical concepts to audiences with diverse skill sets.

Abilities
Requires the ability to carry out all aspects of the position.  Requires the ability to develop and sequence budget preparation steps, conduct analyses of accounting details, prepare financial reports, prepare decision support tools to support oversight of grants, capital projects, and on-going commitments.   Requires the ability to review compliance with internal and generally accepted accounting controls and standards.  Requires the ability to gather and analyze data and develop conclusions and recommendations.  Requires the ability to develop projections using historical data and inferential methods.  Must be able to think critically and creatively.  Requires the ability to supervise, train, evaluate and motivate staff in a way that optimizes service.  Requires the ability to plan, organize and prioritize complex and technical work processes in order to meet schedules and timelines.  Requires understanding of, sensitivity to, and commitment to meeting the needs of individuals from diverse academic, socioeonomic, cultural, disability, and ethnic backgrounds.  Requires the ability to work collaboratively and productively with internal and external constituencies.  

Physical Abilities
Incumbent requires the ability function indoors engaged in work of primarily a sedentary nature.  Requires sufficient ambulatory ability to move about office environs and locations.  Requires the ability to sit for extended periods of time to accomplish deskwork.  Requires sufficient manual dexterity to use a computer keyboard and 10-keypad at an advanced rate.  Requires sufficient visual acuity to recognize printed materials.  Requires auditory ability to hear and respond to in-person and phone conversations, and lead discussions with small groups.

Education and Experience
The position requires a Bachelors degree in accounting, finance, business administration and 5 years of experience in budgeting, fund accounting, and financial reporting, with one year in a leadership role over accounting or budget transactions.  Or, any combination of education and experience that would meet the required qualifications.

Licenses and Certificates
May require a valid driver license.

Working Conditions
Work is performed indoors where minimal safety considerations exist.

This job/class description, 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.

Conditions of Employment

This is a regular, full-time, 12-month per year, classified management position. The normal hours of work are typically 8:00 a.m. to 5:00 p.m., Monday through Friday; with some flexibility required to meet the needs of the department. The effective date of employment will be arranged with the supervisor.

  • Regular attendance is considered an essential job function; the inability to meet attendance requirements may preclude the employee from retaining employment.
  • The person holding this position is considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in Coast Community College District policies, procedures, and Title IX. (Reference: BP/AP 5910)
  • The Coast Community College District celebrates all forms of diversity and is deeply committed to fostering an inclusive environment within which students, staff, administrators, and faculty thrive. Individuals interested in advancing the District's strategic diversity goals are strongly encouraged to apply. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose.
Pay Philosophy: 
Coast Community College District, through policies, practices, and other benefit programs, delivers a fair and equitable total compensation program that promotes equal employment opportunity, inclusion, and workforce vitality.  In general, it is the policy of the District to place new employees at the first step of the salary grade.  All movement on the salary schedule will occur July 1 of each year for all classified employees.

Additional Information

APPLICATION REQUIREMENTS:  To be considered for employment you must submit a COMPLETE application packet. A complete application packet includes:

  1. A complete Coast Community College District Online Employment Application
  2. A current resume (as a separate attachment - PDF recommended)
  3. A cover letter outlining your education and experience relevant to this position (as a separate attachment - PDF recommended)
  4. Answers to all Supplemental Questions (clear, detailed responses recommended for evaluation purposes)
 
Submission of all required application information and materials is the responsibility of the applicant.

APPLICATION PROCEDURES:
Applications must be received no later than the posted closing date. There are NO EXCEPTIONS.  Electronic applications may be completed by visiting www.cccd.edu/employment.  Once you have completed an electronic application, you may apply to open positions within the Coast Community College District by submitting the application and all other required materials. Required materials differ for each open position and must be complete when submitted for a specific posting. Instructions for completing applications and applying to posted positions are available online or by calling Applicant Processing at (714) 438-4714.

All application materials become the property of the Coast Community College District and will NOT be copied or returned. Information for TDD users is available by calling (714) 438-4755.

To ensure consistency and fairness to all applicants, please do not submit materials in addition to those requested.  Additional materials will not be considered or returned.  Be sure to complete all questions and sections of the application. For questions which may not apply, indicate "n/a" (not applicable). If you do not know an answer, please indicate so, but do not leave any space blank.
All applications will be screened under a process of utmost confidentiality by a committee of representatives from the college community.

Any documents that you are unable to attach can be faxed to (714) 782-6065. Faxes must clearly indicate your name and the job to which you are applying.

Disability Accommodations:  If you require accommodations in the Application or Examination Process, please notify Human Resources by calling (714) 438-4714 OR (714) 438-4716.

SELECTION PROCEDURES:
  1. All online applications and required materials received by the deadline date will be screened to determine which applicant(s) meet(s) the minimum qualifications as stated in the job announcement. Please note: Possession of the minimum qualifications does not ensure an interview.
  2. Applicants who meet the required qualifications and who are also deemed to possess the highest degree of desirable qualifications will be invited to discuss their qualifications in an interview with the College/District. Therefore, it is highly recommended that applicants submit clear, detailed responses to all supplemental questions in order to demonstrate his/her qualifications as related to the position.
  3. If any travel is required for an applicant to participate in-person during the interview process, this will be done so at the candidate's own expense.

The Coast Community College District is a multi-college district that includes Coastline Community College, Golden West College, and Orange Coast College.  The three colleges offer programs in transfer, general education, occupational/technical education, community services and student support services.  Coastline, Golden West and Orange Coast Colleges enroll more than 60,000 students each year in more than 300 degree and certificate programs. 
Since its founding in 1947, the Coast Community College District has enjoyed a reputation as one of the leading community college districts in the United States.  Governed by a locally elected Board of Trustees, the Coast Community College District plays an important role in the community by responding to needs of a changing and increasingly diverse population.
 
Coast Community College District is an Equal Opportunity Employer
The Coast Community College District is committed to employing qualified administrators/managers, faculty, and staff members who are dedicated to student learning and success. The Board recognizes that diversity in the academic environment fosters awareness, promotes mutual understanding and respect, and provides suitable role models for all students. The Board is committed to hiring and staff development processes that support the goals of equal opportunity and diversity, and provide equal consideration for all qualified candidates. The District does not discriminate unlawfully in providing educational or employment opportunities to any person on the basis of race, color, sex, gender identity, gender expression, religion, age, national origin, ancestry, sexual orientation, marital status, medical condition, physical or mental disability, military or veteran status, or genetic information.

Comprehensive Medical, Dental and Vision
We know that the health of our employees and their families is a priority. That's why we offer extensive health care benefits to benefits-eligible employees. We offer the District's PPO plan as well as two HMO's, United Health Care and Kaiser Permanente. We also provide District-paid dental and vision insurance. 

Benefits are available to regular permanent employees working 20 or more hours per week.  Benefits are not available to temporary or short term employees.

District-paid Life Insurance
The District provides Life and Accidental Death & Dismemberment insurance benefits, underwritten by ING. This District-paid benefit is equal to one time your annual salary and remains in effect until age 70.

District-paid Disability Benefits
Coast provides both short and long term disability benefits for eligible employees unable to work because of disability due to illness, injury, or maternity.

Voluntary Plans
A variety of voluntary plans are offered through the District to benefits-eligible employees such as Long Term Care, Hyatt Legal, and Section 125 compliant flexible spending accounts.

Enrich Your Profession
Professional Development Programs
The District offers a variety of Professional Development programs for faculty and classified staff that encompasses all types of facilitated learning opportunities, ranging from college degrees to formal coursework and conferences. We encourage lifelong learning that maintains and improves professional competencies, enhances career progression, and keeps our employees on the cutting edge of their profession.

Sabbatical Leaves
Faculty members are encouraged to pursue professional growth leading to the development of increased competence and the improvement of instruction and/or redirection in their current teaching discipline. The District's sabbatical leave program is designed to assist in this pursuit and is available on a semester basis after completing six consecutive years of service.

Academic Senate
The Academic Senate is the governing body at each of our colleges for making recommendations to administration and to our Board of Trustees with respect to academic and professional matters. The Senate consists of elected faculty and has the responsibility for matters related to curriculum and general academic policy.

Time to Refuel
Vacation
Classified, contract staff earn vacation days commensurate with years of service. Classified Management and Administrators earn 22 days vacation per year.

Sick Leave
All contract employees earn sick leave as outlined in the CA Education Code. Sick leave may be carried over from year-to-year and, upon retirement, unused sick leave may contribute to your PERS and STRS retiree benefit.

Holidays
The District observes 21 paid holidays per year.

Jury Duty, Bereavement, Military Leave
Coast grants contract employees called to jury duty a leave of absence, without loss of pay, for the entire length of required service. Other available leaves include bereavement from 3-5 days and military leaves of absence in accordance with applicable state laws.

Great Expectations
Pension Plans
The District participates in the California State Teachers Retirement System (CalSTRS) and the California Public Employees Retirement System (CalPERS) for contract employees. Non-contract employees participate in Public Agency Retirement Services (PARS) plan for the first 1,000 hours of their employment.
Additionally, it is the policy of the Coast Community College District that contract employees who retire from the District with ten or more years of service be afforded the same group insurance benefits until 70 years of age. A Medicare Supplement or GAP plan  is available to retirees and their spouses after age 70.

Annuities
The District maintains a program whereby qualified employees may request through Payroll to have a portion of his or her salary deposited under a tax sheltered annuity plan or an approved deferred compensation plan.

Schools First Federal Credit Union
The Schools First Federal Credit Union is a federally insured, full service, financial cooperative that is a not-for-profit organization. Earnings are used to benefit all members to provide a full range of financial services and offerings.

01
Describe your experience with governmental/educational fund accounting and budgeting, complex financial and budget analysis and reporting, planning and design?
02
Describe your experience in grant accounting and/or fiscal management experience in government or non-profit sectors.
03
Describe your experience in the coordination of workloads with people at various levels within an organization, including three years in a supervisory or administrative capacity? Please highlight that experience.
04
What is your experience presenting complex data research, analysis and reporting? Please provide examples.
05
Describe your experience with reporting to County, State, and Federal agencies and other regulatory offices.
06
Please describe your experience with month-end, quarter-end and year-end closing and reconciliation.
07
Please describe your experience with internal and external audits.
08
Please describe your experience working with an ERP software program (such as Datatel, Banner, or PeopleSoft) or a proprietary system.
09
Describe your experience with budget preparation and position control in a government setting.
10
I understand that a COMPLETE application packet is required for consideration, which includes the following: 1. A complete Coast Community College District Online Employment Application 2. A current resume (as a separate attachment - PDF recommended) 3. A cover letter outlining your education and experience relevant to this position (as a separate attachment - PDF recommended) 4. Answers to all Supplemental Questions (clear, detailed responses recommended for evaluation purposes)
  • Yes
  • No

Required Question

Agency
Coast Community College District
Address
1370 Adams Avenue

Costa Mesa, California, 92626
Phone
714-438-4713
714-438-4714
Website
http://www.cccd.edu
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