Grants Manager, Salem Public Schools, Salem, MA SY2024-2025

About: Salem Public Schools is an urban public school district in Salem, Massachusetts. Salem is a small, diverse city with a proud maritime and immigrant history. Our educators are passionate about what we do and they understand the urgency of improving student achievement while centering equity and social-emotional needs. We respect and value the racial, cultural, gender and linguistic diversity of our students and their families, and have a strong commitment to serve all of our students. Salem Public Schools enrolls approximately 4,000 students across eleven schools.

We work towards a vision of all students being locally engaged, globally connected and fully prepared to thrive in a diverse and changing world. The four core priorities in our strategic plan are: 1) Elevate Learning; 2) Empower Educators; 3) Center Belonging; and 4) Strengthen Our Foundation. 

We seek individuals who share our passion and understand the urgency of improving academic achievement for all students of all abilities, identities and backgrounds. Applicants who have experience working in urban settings and who are bilingual are strongly encouraged to apply.

Reports to:  Assistant Superintendent, Finance & Operations

Salary Range: $80,000-$90,000

SUMMARY:  Works closely with the Assistant Superintendent of Finance & Operations in managing school financial resources, ensuring that all federal, state, and local grants and donations are managed and expended in accordance with the federal and state programs under which they are received. Works closely with the Director of Financial Operations and the Payroll Manager to ensure timely and accurate processing of grant related expenditures.

ESSENTIAL DUTIES AND RESPONSIBILITIES:  The essential functions or duties listed below are illustrations of the type of work that is performed and is not an exhaustive list of the duties performed by the person in this position. The omission of specific statements of duties does not exclude them from the position. Other duties may be assigned.

• Manage competitive and entitlement grants for schools and departments in accordance with state and federal requirements.  This includes: preparing and submitting grant applications and budgets; tracking expenditures to grants budgets; drawing down funds using the state’s grants website application; creating grant fund accounts in the accounting software; and preparing and filing grant amendments.
• Collaborate with finance and program staff to secure and steward entitlement and competitive grants that align with and advance SPS strategic priorities. Advise employees and managers on proper grant spending, reclassify expenditures as necessary.
• Enter payments and revenues, including online payments, into the accounting system and reconcile.
• Record revenue received, forecast anticipated revenues and generate reports for analysis and review.
• Maintain accurate accounting of and monitor receipts and expenditures for gifts, Revolving, and Agency (Student Activity) Funds.
• Produce monthly budget reports from the accounting software and distribute to grant program managers.
• Participate in the end of year budget process including fiscal close, annual reconciliations, and budget rollover
• Prepare and file grant reports to applicable agencies, including final reports.  
• Maintain organized and complete electronic and paper records supporting expenditures of grants as needed in preparation for annual audits.
• Regularly report on the status of grant funds.
• Develop grant related policies and procedures, and maintain and update the District’s Grant Procedures Manual (reviewing and updating as needed on an annual basis).
• Assist SPS staff with ongoing grant management and finances, and support their professional learning about grants.  
• Operate as the subject matter expert and escalation point to resolve issues related to grants, and continuously look for improvements in operational processes and designs and implement initiatives. 
• Train team members on new or enhanced operations, procedures and policies.
• Serve as liaison between the school department and DESE pertaining to grants, grant reporting, and auditing.
• Support other Business Office staff during periods of high demand, to cover absences, or for special projects
• Prepare presentations using the Google suite, Excel, Powerpoint, etc.
• Other duties as assigned.

QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. The Superintendent may waive or modify the qualification requirements. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

REQUIRED KNOWLEDGE, SKILLS & ABILITIES

The incoming Grants Manager  will possess many, though perhaps not all, of the following characteristics and qualifications:

• Associate’s degree required; Bachelor’s preferred. 
• Three to five years of related experience, which may include budget and grants management, accounting, and financial administration, including financial modeling, trend analysis, and forecasting.
• Strong project management and organizational skills, with the ability to multi-task and seamlessly manage various priorities and tasks simultaneously in a dynamic environment while meeting deadlines.
• Strong communication skills (both written and oral), including the ability to communicate effectively across a diversity of audiences. Bilingual speakers are preferred. 
• Strong analytical aptitude, with an ability to see the big picture while maintaining impeccable attention to detail.  
• Strong customer service orientation.
• Compile, manipulate, and analyze large amounts of financial data with high levels of accuracy and attention to detail.
• Ability to identify and solve problems creatively.
• Willingness to think creatively and try new approaches in order to maximize department capacity and assist SPS staff.
• Prior experience using, or ability to quickly learn, accounting software applications such as MUNIS.
• Strong interpersonal, organization, and time management skills.
• Strong customer service and problem solving orientation.
• Ability to adapt to a changing environment and support multiple priorities and projects.
• Ability & interest in training other team members.
• Able to exercise discretion with sensitive and confidential information. Understanding of how to maintain confidential, sensitive and/or secure information and documents.

EDUCATION/EXPERIENCE:

• Associate’s Degree in Business Administration, Accounting or Finance or a related field; Bachelor’s degree preferred. 
• Three or more years of relevant experience in grants administration and/or management or five years experience in a grants support role; experience in a school or municipal setting preferred. 
• Specific knowledge of state and federal educational entitlement grants (e.g. IDEA, Title I, Title IIA) a plus.

Job Environment

• Work is generally performed indoors, in an office environment.  Occasional travel to the 11 SPS schools or City Hall is required. 
• Makes frequent contact with other school, city, state, or county personnel, as well as contractors and vendors. 
• Has access to department-related confidential information including personnel records and grant proposals.

Work Year:

Grants Manager works 12 months per year, 8 hours per day.

Equal Opportunity Employer

Salem Public School District is committed to maintaining a work and learning environment free from discrimination on the basis of race, color, religion, national origin, pregnancy, gender identity, sexual orientation, marital/civil union status, ancestry, place of birth, age, citizenship status, veteran status, political affiliation, genetic information or disability, as defined and required by state and federal laws. Additionally, we prohibit retaliation against individuals who oppose such discrimination and harassment or who participate in an equal opportunity investigation.