Grant Fiscal Associate, Pre-K

Shelby County Public Schools Memphis, TN
Purpose and Scope

Works under the general supervision of the Grant Fiscal Manager to assist with fiscal and administrative duties relative to the compliance of Head Start, Pre-K regulations, and other grant awards for the Early Childhood department.

Essential Job FunctionsPrepares and processes payroll for the Early Childhood Division and maintains records for each pay period.Collaborates with the programmatic team to gather data for contract requests; enters contract requests into the contract portal; oversees processes to ensure completion is timely; and maintains worksheets for the Early Childhood Divisions.Compiles supporting documentation (invoices paid, salary documentation, etc.) from Community Partners for reimbursement and processes monthly Community Partner reimbursement requests; verifies supporting documentation for accuracy.Prepares travel reimbursement requests; enters, verifies for accuracy, updates, and retrieves computer data; prepares spreadsheets; and ensures all financial paperwork includes proper signatures and coding, as required.Assists the Senior Accountant with preparing fiscal reports that are specific to compliance monitoring and other service area duties.Audits records by examining, verifying, and reviewing accounts, invoices, and payments; researches discrepancies in records; makes or initiates corrections, as needed.Works with Early Childhood to process requisitions for classroom supplies; monitors outstanding purchase order reports to ensure items are received and invoices are paid timely.Works with Instructional Advisors to ensure requests for orders allowable under grant regulations are met.Assists the Early Childhood program with staffing part-time employees who will screen students for Pre-K classrooms. Prepares a list of employees and submits to Payroll to create a timesheet for payroll processing, reviews and verifies the timesheet each pay period to ensure changes are updated and in payroll.Receives and responds to inquiries, concerns, complaints, and requests for assistance from Pre-K employees and associated vendors regarding payroll checks, unpaid invoices, and travel registration fees.Performs other related duties as assigned or directed.Minimum Qualifications

Graduation from an accredited college or university with a Bachelor's degree in Business, Administration, Public Administration, Finance, or related field of study; OR, possess an equivalent combination of related education, training, and/or experience that totals four (4) years. (Two (2) - four (4) years' experience processing payroll transactions Preferred). (PROOF OF EDUCATION, TRAINING, AND/OR EXPERIENCE IS REQUIRED).

Degree Equivalency Formula:

Bachelor's Degree= 4 years plus required years of experience.

Master's Degree= 2 years plus required years of experience. Where Master's degrees are required, years for Bachelor's Degrees must be included.

Knowledge, Skills, and Abilities

* Knowledge of administrative procedures and research techniques.

* Working knowledge of payroll best practices.

* Knowledge of the functions of the school division and its operating procedures.

* Good analytical and organizational skills, judgment, and work initiative.

* Considerable ability to evaluate information, perform analysis, and prepare written and oral recommendations.

* Ability to develop and maintain effective working relationships.

* Ability to coordinate multiple priorities.

* Ability to operate a computer and use appropriate software applications and peripheral office equipment.

* Demonstrated proficiency in Business English, grammar, spelling, and punctuation.

Physical Requirements and Working Environment

Physical Demands: Requires sedentary work involving standing or walking for brief periods, exerting up to 10 pounds of force on a regular basis; and some dexterity in operating office equipment; must be able to use hands and fingers for sign language.

Unavoidable Hazards: The position is exposed to no unusual environmental hazards.

Sensory (ADA) Requirements: The position requires normal visual acuity and field of vision, hearing and speaking abilities.


SCS is an Equal Opportunity Employer. SCS provides reasonable accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with management.