Workplace Diversity

Financial Planning and Grants Management Coordinator – Office of Finance & Risk Management (N208 -2324)

companyHartford schools
locationWethersfield, CT 06109, USA
PublishedPublished: 12/8/2023


POSTING DATE: November 22, 2023

CLOSING DATE: Until Filled

POSITION:                     Financial Planning and Grants Management Coordinator – Office of Finance & Risk Management

REPORTS TO:Director - Financial Planning and Grants Management

PRIMARY FUNCTIONS: Assist in developing, coordinating, and maintaining fiscal and administrative resources, systems, including federal, state and private grant-funded programs and services that facilitate successful education programs and services in support and alignment with District goals and strategic commitments


  • Assist in the development of guidelines, parameters, schedules, and procedures for the District's multi-year financial plan and current year budget.
  • • Assist in the development and maintenance of financial models for all HPS activities and funds, including assisting in the development of a multi-year financial plan/ forecasts and school improvement plans.
  • • Provides strong financial analysis of current year and forward-looking financial trends both within the District as well as in comparison to other districts.
  • • Assist in the monitoring and reporting budget performances and works with administrators to develop strategies and/ or recommendations to maximize budget efficiencies.
  • • Assist in the gathering of budget details and documents from departments/ schools administrators; explains procedures to be followed in developing budget requests.
  • • Coordinates the preparation, printing, and distribution of all District budget documents, including manuals, budget books, presentations, and budget training materials.
  • • Preparation and distribution of variance reports and monthly allocation changes. Works in collaboration with schools and management to identify budgetary trends, issue reports on findings, investigate open items (encumbrances, invoices, etc.), detect and correct errors in transactions and alert management as appropriate.
  • • Responsible for maintaining and the reconciliation of position and roster control.
  • • Responsible for the posting and balancing of all payroll transactions, corrections of errors where appropriate.
  • • Preparation of payroll projections and forecasts on salary and non-salary accounts, includes identification of vacancies and areas where budgets can be re-appropriated.
  • • Participates in the fiscal year-end close by preparing accruals, corrections, adjustments, and other fiscal year-end closing documents as required.
  • • Assist in the coordination of daily budget office operations and workflows.
  • • Assists in the coordination, development, and implementation of MUNIS modules, and fiscal or budgetary systems and tools.
  • • Works diligently to optimize workflows, tighter coordination of financial practices across the District as well as streamlining of transactional processing.
  • • Assist in facilitation of all budgetary and fiscal items for multiple cost centers, departments, schools both public and non-public and all other organizations as assigned or requested.
  • • Assists in the development and implementation of trainings and workshops for staff and constituencies on budget.
  • • Provides support to ensure effective development and management of federal, state and private grant-funded programs within the school district; assist in the coordination of processes and systems related to internal practices to ensure compliance with program, budget and financial mandates.
  • • Provides support for ongoing implementation of management systems within the office, including procedures, practices and an internal control structure, to achieve compliance with federal/ state laws and regulations, ensure optimal utilization of grant funds and maintain an ongoing channel for identification and pursuit of funding opportunities.
  • • Provides financial management of grant funds in accordance with applicable rules, regulations and fund source guidelines, including budget preparation, budget adjustments and expenditures.
  • • Assist in the implementation of budgetary and fiscal controls according to fiscally accepted auditing principles and best practices, to ensure timely inflow of fund entitlements, expenditures in compliance with mandates, and proper alignment across budget.
  • Works in collaboration with District teams in supporting schools and district offices in on-line processing of grant-funded financial transactions (e.g., budget modifications, purchase orders); organizes and delivers appropriate training on an ongoing basis, to enable effective discharge of the following support functions:
  • • Provide technical assistance to facilitate on-line processes.
  • • Offer expertise to help school staff understand and comply with rules, regulations and policies; review and approve on-line transactions entered by schools.
  • • Assist in the coordination and delivery of grant workshops for the purpose of increasing district staff skills in obtaining funds.
  • • Provides assistance to Supervisor and staff in the strategic planning, design and implementation of supplemental educational services, to ensure a comprehensive, integrated approach to the delivery of services to meet student needs.
  • • Works collaboratively with the financial team to facilitate comprehensive budget planning and implementation, in order to attain full utilization of all grants, within approved allocations.
  • • Provides support to facilitate the coordination of complex entitlement grants, including Title I programs and services.
  • • Disseminates information concerning federal and state programs to various community and professional organizations.
  • • Provides support for parental involvement activities, including training workshops on federal and state programs, for multiple stakeholder groups.
  • • Assist in the compilation, maintenance and filing of all required grant reports, including but not limited to ED114's, ED141's, ED111, and other pertinent documents.
  • • Assist in the maintenance and compilation of grant data to the automated state E-grant system as appropriate.
  • • Assist in the coordination of formal agency audits or interim reviews of grants by Federal or State agencies.
  • • Assist in the coordination and preparation of the consolidated federal applications.
  • • Performs ALL other duties as assigned by supervisor.


  • Bachelor's degree from an accredited college / university in finance, accounting, business or public administration and / or a minimum of five years’ experience in school district budgeting/ accounting. The degree requirement may be substituted by at least 10 years of demonstrated experience working in the budget and fiscal management area.
  • Strong financial analysis skills with the ability to provide recommendations based on analytical findings.
  • Maintain high ethical standards and harbor confidential information.
  • Working knowledge of governmental accounting principles and practices.
  • Ability to establish and maintain positive working relationships with all levels of administration.
  • Experience coordinating budget office operations and coordinating multiple projects at once.
  • Ability to work under stressful situations and within specific time constraints.
  • Excellent time management and organizational skills.
  • Proficient with personal computers utilizing Microsoft Word, Access, Excel, Windows, PowerPoint.
  • Ability to work independently.
  • Ability to work an extended day if necessary.


SALARY AND TERMS OF EMPLOYMENT: twelve-month work year. Salary in accordance with Collective Bargaining Agreement for Hartford Educational Support Personnel (HESP) Grid: C525 - $73,038 - $87,969

UNION AFFILIATION:Hartford Educational Support Personnel

APPLICATION PROCEDURE: All current internaland externalapplicants must submit an online application. To apply, please visit and follow the appropriate link.