ACFO for Grant Administration

Official Title: ACFO for Grant Administration

Pay Grade: Senior Management 2

Salary Range: SM2 Entry Level Pay $119,421.38 to Pay Range Maximum $176,523.36

Salary Notes: This position is designated as a Management. Starting Salary will be based on a review of qualifications and experience.

Departmental Mission Statement: As the financial center for the Trial Court, the Fiscal Affairs Department prepares and receives budget requests, oversees and processes all financial transactions from funds appropriated by the legislature and available through grants, trusts, and capital allocations for 119 court divisions, the Administrative Office of the Trial Court, the Administrative Offices of the seven Trial Court departments, the Sentencing Commission, the Office of the Commissioner of Probation, and the Office of the Jury Commissioner.

ORGANIZATIONAL PROFILE:

http://www.mass.gov/courts/admin/fiscal.html

Notes:

• During the selection process, interviewed applicants will be required to submit a short, original writing sample.

Position Summary: Working within the Fiscal Department within the Office of Court Management, and reporting to the Chief Financial Officer of the Trial Court, the ACFO for Grants Administration is responsible for facilitating and coordinating new and existing grant funded programs. The ACFO for Grants Administration guides the development, review, monitoring, and technical assistance related to all grant (non-state appropriation funded) program activities occurring within the Trial Court. The ACFO for Grants Administration manages the grant application process for a variety of Trial Court programs, as it relates securing federal funds or other grant resources. The ACFO for Grants Administration is also responsible for all financial oversight and reporting related to these awards. The Chief Justice and Court Administrator set the priorities for pursuing grant-driven funding and the CFO and ACFO for Grants Administration facilitates the acquisition of various grant awards for the Trial Court. Work assignments in this professional position require the exercise of independent judgment and initiative.

Supervision Received: Receives general direction from the Executive Office Senior Assistant for Administration and Communications in performing duties in accordance with established guidelines.

Essential Functions and Responsibilities:

• Develops and recommends policies and processes for the timely consideration of grant opportunities and the review of Trial Court grant applications and program proposals;

• Oversees the preparation and review of all grant applications and program proposals for adherence to Trial Court programmatic objectives and adherence to funders' fiscal and programmatic requirements; makes recommendations to supervisors as to approval of applications and proposals;

• Supervises the review of all grant applications and program proposals for adherence to Trial Court fiscal and personnel requirements and works closely with Fiscal and Human Resources staff to ensure that grant and program activities are in conformance with Trial Court policies and procedures;

• Works with external partners, contractors, consultants, and sub-recipients through regular communication, as well as the development of policies and preparation and delivery of training;

• Oversees pre- and post-award grant activities; establishes grant set up with the Fiscal Department, the state comptroller’s office, treasury department, and administration and finance and funders;

• Develops grant budgets, engages in budget analysis, and approves all grant expenses according to the grantor requirements;

• Performs financial administration and timely submission of applications and reports and ensures the timely application for reimbursement from the funding sources;

• Collaborates with the Fiscal Department, monitoring and approving expenses in state expense systems and coordinates grant-approved staffing levels and expenses;

• Manages inventory and equipment purchases to ensure program compliance;

• Ensures compliance with the rules and regulations administered by the grantor;

• Coordinates planning and preparation of grant audits, site visits and all monitoring by local, state and federal funding sources;

• Ensures sub-recipient compliance of state and federal regulations/guidelines by coordinating and conducting site visits/desk reviews and issuing site visit reports, handling budget amendment requests, reviewing reimbursement invoices, contributing to reviewing the submittal, documentation, and reporting of statistical data;

• Develops grant protocols to support Trial Court departments and offices with best practices for grant development and administration, such as setting up required contracts, encumbrance and expenditure accounts, and other processes necessary to administer and expend grant funds;

Job Competencies: 

Ethics and Values Communicates and demonstrates the ethics and values of the Massachusetts Trial Court.

Mission Understands, upholds, and communicates the Trial Court mission.

Applied Knowledge Interprets complex grant funding requirements, submissions and budget projections; interprets federal, state, and local government laws and regulations regarding grant administration; navigates the grant application and acquisition process, using federal, state and local grant systems, including but not limited to application development and submission with an understanding of funding cycles, matching funds requirements, and fiscal and programmatic reporting. Knowledge of accounting and financial reporting.

Problem Solving Accurately assesses grant application issues and recommends and facilitates appropriate solutions. Researches new sources for grant funding to maintain program operations.

Customer Service Conducts oneself in a courteous and professional manner towards both Trial Court employees and the public. Responsive to court program needs.

Project Management Effectively leads grant proposal projects through the concept development phase, the application process, and grant administration with diverse constituencies, including court officials and external partners. Reviews the work of others to ensure conformance to standards

Communication Communicates effectively orally and in writing across a broad spectrum of internal and external leaders to build consensus on grant objectives, prepare and evaluate grant narratives and letters of support, and ensure compliance with grantor requirements.

Collaboration Works with others cooperatively, accepts feedback, demonstrating a willingness to be a team player, and contributing to a work environment that focuses on shared departmental goals.

Commitment to Diversity Promotes an environment of cross-cultural awareness and diversity through understanding, respect, and positive communication with persons of varied racial, ethnic, economic, linguistic and cultural backgrounds.

Continuous Learning Demonstrates a commitment to continuously improving himself or herself through professional development.

Minimum Requirements: The following are the minimum requirements for consideration for the position of ACFO for Grant Administration:

• Bachelor’s degree from an accredited college or university in public or business administration or related field and (7) seven years of experience in performing grant administration; Advanced degree preferred;

• Demonstrated ability and experience supervising less senior and/or support staff is preferred;

• Knowledge of state, federal, local grant related processes, including but not limited to application development, funding cycles, matching funds requirements, fiscal and programmatic reporting;

• Knowledge of potential funding sources and the ability to analyze the applicability of those programs;

• Excellent writing skills necessary to prepare grant applications and to complete any technical writing requirements;

• Proven ability to lead a grant-funded project proposal through concept development, proposal submission, project administration, and reporting;

• Proficient in the use of financial management software, including spreadsheets and databases. Knowledge of accounting/bookkeeping procedures and auditing;

• Knowledge of funders' fiscal procedures and compliance requirements;

• Ability to design and use data bases, analyze data and clearly present findings;

• Ability to communicate technical, budgetary and program details to Trial Court officials who may be unfamiliar with the grant process;

• Ability to succinctly communicate grant related recommendations to senior leadership;

• Demonstrated experience in formulating and implementing new organizational policies and procedures;

• Ability to work independently;

• Ability to perform analysis, exercise sound judgment, make recommendations, and defend positions;

• Ability to establish and maintain working relationships with all levels of Trial Court employees, officials, and judges, funding agency personnel and others in the course of developing, coordinating and implementing new or ongoing processes or programs;

• Ability to travel throughout the Commonwealth; and

• Familiarity with the Massachusetts Trial Court and state fiscal procedures is desirable;