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Fiscal Coordinator, Special Programs and Grants

Every applicant is required to complete an official online application form and all documents specified in the job posting for each vacant position and attest to its accuracy. Please provide complete responses on the application. Applications are not maintained for filing with future vacant positions. It is the responsibility of the applicant to present materials together, as a whole packet, per the requirements noted in the job posting. Applications must be received no later than 11:59:59 p.m. (PST) on the application deadline date indicated in the job posting. The Chabot-Las Positas Community College District reserves the right to close or not fill any advertised position. SPECIAL NOTE: If you need to edit your job application on or before the closing date of the Job Posting, please contact the Office of Human Resources. DO NOT withdraw your application to make edits. Once you withdraw your application, you will NOT be able to resubmit an application for the same Job Posting. The Office of Human Resources is open during normal business hours from 8:00 a.m. to 5:00 p.m. to assist you with the application process.

Posting Details

Position Information

Job Title Fiscal Coordinator, Special Programs and Grants
Position Type Classified
Position Code 3CAC08
FTE 1
Pay Rate (or Annual Salary) $5,319.92/month
Job Location Las Positas College, 3000 Campus Hill Dr., Livermore, CA 94551
Department Administrative Services
Job Summary

The Chabot-Las Positas Community College District is seeking a Fiscal Coordinator, Special Programs and Grants for Las Positas College in Livermore, California.

SUMMARY DESCRIPTION
Under general direction of the Vice President, Administrative Services and within the Business Office and Administrative Services, plans and develops methods and procedures to implement, administer and monitor budget activities of the College’s Special Programs and Grants. Monitors and tracks all College categorically funded programs.

Representative Duties

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

1. Coordinates special programs, grant and categorically funded activities within the College Business Office.

2. Monitors multiple state and federal grants and expenditures and other categorically funded programs such as Career Technical Education (CTE), SSSP, Equity, Community Education (fee based) and other private, corporate, foundation and community grants for fiscal and programmatic compliance.

3. Assists with the review of grant proposal budgets, community education and other funding as it pertains to categorical funding projects; assists with the budget of proposals and agreements for College/District managers and Board of Trustees review.

4. Assists administration and college with budget implementation for all categorical, special projects, grants and community education. Assists with the interpretation and use of budget funds to ensure fiscal control compliance with grant and contract regulations.

5. Works with college and district bud get personnel regarding special project budget compliance and provides guidance with interpretation and use of budgets to ensure fiscal control compliance with grant and contract regulations.

6. Act as Business Office liaison between the college and funding agencies to provide clarification of state policies and procedures with respect to grants/budget regulations and compliance issues.

7. Analyze new project budgets, recommend effective, efficient implementation and ensure compliance while meeting project goals in a timely manner, including spend-down procedures to completely and correctly utilize funds.

8. Responsible for writing, reviewing and revising Memo of Understanding (MOU) for contractors participating in the programs; review and revise budgets, preparing Board materials for contractors, making sure contracts are promptly paid, and reporting expenditures.

9. Reviews personnel action forms for use of funds for personnel costs. Confirms and signs off to acknowledge availability of funds. Follow up with coordinators/administrators to address discrepancies.

10. Coordinate development and implementation of new procedures to ensure proper internal controls are in place.

11. Act as College project lead for audit findings related to categorically funded, special projects and grants, including all reporting, both programmatic and financial. Works closely with internal and external auditors to make recommendations regarding findings.

12. Provides training and guidance to college staff and other special projects staff concerning project management and College/District procedures regarding special funded budget administration.

13. Reviews and analyzes reports, records, and directives, and confers with others to obtain data required for planning and/or program activities, such as new commitments, status of work in progress and problems to be handled.

14. Reviews and monitors budgets and reports to funding agencies. Performs financial and statistical research studies as assigned by the Vice President, Administrative Services.

15. May prepare requisitions to assist college with invoice payments for goods and services.

16. Responsible for fiscal data collection, reporting, analysis and preparing Excel spreadsheets using the financial module of the College/District system. Interfaces with the Information Technology Department for assistance with development and modification of reports.

17. Assists the Vice President, Administrative Services in the evaluation of policies, procedures, and practices for accomplishing department objectives and mission. Also assists in the development and recommendation of any modifications to improve program/performance efficiency and effectiveness; or, to ensure proper internal controls that result from audit findings.

18. Performs other related duties as assigned.

Minimum Education and Experience

Any combination of the following would provide a typical way to obtain the required knowledge and abilities.

Education/Training:
A Bachelor’s degree from an accredited college or university with major course work in Accounting, Business Administration, Public Administration or related field.

Experience:
Four years of experience in performing professional-level work in the field of activity.

Minimum Qualifications

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of:
1. Program evaluation techniques and methodology.

2. Grant and budget development, analysis, reporting and tracking.

3. Laws, regulations, and guidelines with respect for grant/budget regulations.

4. Current development, standards, methods, and trends, that will demonstrate professional competency in the field of activity.

5. Experience of program administration in the California Community College system.

6. Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.

Ability to:

1. Plan, organize, and direct work to others.

2.Train, evaluate, and develop staff assigned to the activity.

3. Interpret laws and regulations related to the grant budget process, and apply this knowledge to the performance of daily duties and responsibilities and/or interpret the information to others.

4. Prepare and maintain accurate records and reports.

5. Communicate clearly and concisely, both orally and in writing.

6. Demonstrate sensitivity to and respect for the diverse academic, socioeconomic, cultural, disability and ethnic backgrounds of the students, faculty, staff and community.

Desirable Qualifications

1. Experience using Banner or other enterprise management systems

2. Proven ability to effectively manage multiple high priority tasks with accuracy

3. Ability to forge strong collaboration working with diverse constituencies

4. Professional manner and strong sense of customer service

5. Demonstrated ability to communicate effectively, both orally and in writing

Job Work Schedule

40 hours/week, Monday – Friday, 8:00 a.m. – 5:00 p.m., hours may vary depending on department needs, occasional evening and weekends required as needed, 12 months/year.

Physical Demands and Working Environment

The conditions herein 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 job functions.

Environment: Work is performed primarily in a standard office setting.

Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.

Posting Detail Information

Posting Number AS121P
Open Date 12/01/2017
Close Date 01/29/2018
Open Until Filled No
Special Instructions to Applicants
Notification to Applicants

The Chabot-Las Positas Community College District reserves the right to close or not fill any advertised position

Instructions for Personal Qualifications Statement

The purpose of the personal qualifications statement is for you to provide information on how your education and experience relate to the requirements and duties of the position. There is no form to complete. Applicants are requested to provide their personal qualifications statement by uploading a document, the same way as you do for your cover letter.

Supplemental Questions

Required fields are indicated with an asterisk (*).

Documents Needed To Apply

Required Documents
  1. Resume
  2. Cover Letter
  3. Personal Qualifications Statement
Optional Documents
  1. Other Document
  2. Transcripts/Credentials