Job Title: Grants Administration Specialist
| Reports to: | Manager - District, State, and Federal Programs |
| Job Group: | Non-Instructional Non-Bargaining |
| FLSA: | Non-Exempt |
| Job Code: | 5363 |
| Salary Schedule: | PG12 |
JOB GOAL
Under general direction, perform advanced clerical, bookkeeping, and administrative duties to support grant funded programs for the department and the school district. This position is responsible for posting, classifying, computing, reconciling, and maintaining grant related financial and administrative records, monitoring grant supported budgets, and ensuring compliance with applicable laws, regulations, and established procedures.
ESSENTIAL DUTIES & RESPONSIBILITIES
- Provide administrative and operational support to grant-funded programs with minimal direction while maintaining strict confidentiality in all aspects of work.
- Serve as a point of contact for grant-related inquiries; answer and route phone calls and emails; greet and assist visitors; and direct stakeholders appropriately.
- Maintain comprehensive grant records (applications, awards, budgets, amendments, etc.) in accordance with District procedures and applicable regulations.
- Support grant budgeting and revisions by tracking line items, monitoring encumbrances, and reconciling activity to approved budgets; escalate variances and issues promptly.
- Review grant expenditures for allowability and compliance with federal, state, and program-specific rules, award terms, and District policies; flag and help resolve exceptions.
- Coordinate purchasing for grant-funded activities, including creating requisitions, collecting quotes/bids, routing for approval, tracking purchase orders, confirming receipt, and maintaining required documentation.
- Support small purchase compliance for grant-funded transactions by collecting receipts, verifying coding, and ensuring adherence to District and grant requirements.
- Compile, verify, and analyze grant-related data from spreadsheets, financial systems, and databases to support decision-making, and assist with audits, and monitoring reviews.
- Maintain document control for grant approvals, revisions, communications, and distributions; ensure version control and accurate dissemination to schools/departments.
- Coordinate calendars, meetings, trainings, and events for grant initiatives; schedule rooms and technology; prepare materials; capture and distribute minutes/action items.
- Provide guidance and customer service to school and department staff on grant procedures, timelines, allowability, procurement steps, documentation standards, and record retention.
- Assist with professional learning logistics and other grant-funded activities (travel arrangements, registrations, stipends per policy) and process related documentation.
- Maintain and update forms, templates, and standard operating procedures to reflect current grant requirements and District processes; recommend process improvements.
- Proactively identify and help resolve issues, inconsistencies, and missing data; engage stakeholders in problem-solving and continuous improvement.
- Safeguard sensitive information and maintain audit-ready files; support internal/external monitoring, site visits, and audits by compiling requested documentation.
- Attend required meetings and professional development to remain current on District procedures and grant compliance requirements.
- Perform other duties as assigned.
MINIMUM REQUIREMENTS
KNOWLEDGE, SKILLS & ABILITIES
- Knowledge of general office procedures and ability to maintain accurate bookkeeping records and financial files.
- Ability to understand and apply basic accounting, bookkeeping, financial, and mathematical computation principles.
- Working knowledge of budgeting and purchasing processes, including reconciling transactions and tracking expenditures across multiple locations/sites.
- Knowledge of financial procedures, policies, and regulations, and ability to apply them to grant‑funded budgets and expenditures in accordance with established procedures.
- Ability to maintain confidentiality regarding records, information, and District financial documents.
- Advanced skill level of Microsoft Excel, including but not limited to, pivot tables, VLOOKUP’s, and formulas
- Operating knowledge of computer programs, including email, word processing, spreadsheets, and databases
- Excellent time management skills and ability to organize, prioritize, and manage work assignments in an efficient manner and within established timeframes.
- Ability to communicate effectively with a variety of audiences, orally and in writing, including the use of electronic media.
- Ability to establish and maintain collaborative working relationships with all stakeholders; ability to work collaboratively and facilitate groups to consensus.
- Ability to effectively engage in the problem‑solving process and resolve issues constructively.
EDUCATION, TRAINING & EXPERIENCE
- Associate degree from an accredited institution in the field of Accounting, Finance, Business Administration, Office Administration, or related field
- Two years of progressively responsible experience in accounting, bookkeeping, grants management, budgeting, auditing, or related financial or administrative support functions
- OR
- Any equivalent combination of education and experience that provides the knowledge, skills, and abilities necessary to successfully perform the essential duties and responsibilities of the position.
CERTIFICATES, LICENSES & REGISTRATIONS
- None
PREFERRED QUALIFICATIONS
- Bachelor’s degree from an accredited institution in the field of Accounting, Finance, Business Administration, or related field
- Four years of progressively responsible experience in accounting, bookkeeping, grants management, budgeting, auditing, or related financial or administrative support functions
SUPERVISORY RESPONSIBILITY
None
PHYSICAL REQUIREMENTS
Light Work: Exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently. If the use of arm and / or leg controls require exertion of forces greater than that for sedentary work and the worker sits most of the time, the job is rated as Light Work.
PHYSICAL ACTIVITY
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.While performing the duties of this job, the employee is required to sit, talk and hear; stand and walk; use hands/fingers to handle, or feel; reach with hands and arms. Specific vision ability required by this job includes close vision, distance vision, and the ability to adjust focus.
WORKING CONDITIONS
Indoors and Outdoors: The worker is subject to both environmental conditions. Activities occur inside and outside.
MACHINES, TOOLS, EQUIPMENT
- General office equipment, including personal computers, fax machines, copiers, telephones, etc.
TERMS OF EMPLOYMENT
Salary and benefits shall be paid consistent with the District’s approved compensation plan. Length of the work year and hours of employment shall be established by the District.
Performance of the job will be evaluated in accordance with provisions of the School Board’s policy on evaluation of personnel.
Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.
Pasco County Schools will provide reasonable accommodations to qualified individuals with disabilities to allow them to perform the essential functions of the job when such individuals request an accommodation.
