JOB SUMMARY

The instructional services facilitator is an employee who will work primarily with the Executive Director of Curriculum and Instruction in matters primarily involving finance and will report to the Executive Director of Curriculum and Instruction. The employee will be expected to organize work in a manner conducive to working independently on tasks that will support school division initiatives. The employee will be responsible for working cooperatively with colleagues, other administrative staff, and the supervisor to support the goals of the school division and to address the needs of coordinating instructional finance.

 

ESSENTIAL JOB FUNCTIONS:

The minimum performance expectations include, but are not limited to, the following functions/tasks:

 

• Support the preparation and execution of the instruction budget;
• Manage the SSWS OMEGA (Online Management of Education Grant Award) system and the division reimbursements for all entitlement and competitive grants;
• Collaborate with the Finance Department to work with federal and state auditors as well as prepare for federal monitoring;
• Work with private school officials as required of applicable federal grants;
• Coordinate conference registrations and travel for members of the Instructional Department or designees attending state and national meetings and conferences;
• Process and monitor department purchase orders ensuring the proper coding of each P.O.;
• Process and monitor time sheets and travel reimbursements submitted to the Instruction Department;
• Collect, maintain, and summarize data relative to the instructional goals and submit executive summaries to the Executive Director of Curriculum and Instruction;
• Submit VDOE program certifications and SSWS reports, and process contractual agreements according to Board policy;
• Monitor Standards of Quality (SOQ) and Standards of Accreditation (SOA) requirements and keep appropriate staff apprised of compliance issues;
• Coordinate with Technology Department staff to comply with requirements regarding E-rate and VPSA;
• Support Instruction Department programs and special events;
• Coordinate with high school staff regarding dual enrollment payments/reimbursements, AP payments, Virtual Virginia payments, and collection of funds;
• Coordinate with Instructional staff to help plan and organize summer programs and ensure funding guidelines are followed;
• Develop and submit applicable state grants/evaluation data and maintain corresponding records (ISAEP, Project Graduation, etc.);
• Develop and upload templates and/or forms and applicable processes to meet the needs of the Instructional department or division;
• Attend Board meetings as requested;
• Verify with the Executive Director of Finance the state lines requiring matching funds and establish corresponding budgets;
• Respond to County Government requests regarding coding of direct deposits;
• Prepare state and fiscal year projections for differing fiscal year deadlines (June 30 vs. Sept. 30);
• Match end-of-year balances with electronic payments to verify encumbered expenses;
• Coordinate with other departments in the monitoring of budgets;
• Coordinate with school bookkeepers on instructional allocations;
• Track submissions of Carl Perkins reimbursements (with CTE administration);
• Run and distribute monthly payroll reports for grant-related projects;
• Maintain the Virginia Preschool Initiative budget and process VPI purchase requests;
• Manage and monitor budget totals and prepare and process purchase orders and Invoices on the following grants- Title II-A, VPSA, VA Foundation for Healthy Youth Grant, PATH Foundation Wellness Grant, and ISAEP,
• Prepare monthly federal funds summary for the Finance Department; and
• Performs other assigned

MINIMUM REQUIREMENTS TO PERFORM WORK:

• Associates Degree in Accounting or Finance preferred. Work experience will be considered.
• Three (3) years’ work experience preferably at the appropriate level and experience of working in finance.
• Or equivalent training, education, and/or experience.

KNOWLEDGE, SKILLS AND ABILITIES:

• Knowledge of accounting and auditing principles.
• Ability to demonstrate professional, moral, ethical standards as well as personal integrity in all interactions within the school and within the community.
• Ability to dress in such manner as to command the respect of colleagues, administrators, and staff.
• Possess qualities and personal characteristics necessary for working successfully with colleagues and administrative staff as attested to by the Executive Director of Curriculum and Instruction.
• Possess good physical and mental health and personal qualities which build the confidence of colleagues, supervisor, and other school administrators.
• Possess excellent technology skills; proficient with MS Office (Word, Excel, Access, OpenGov., etc.).
• Proficient use of VDOE’s Single Sign-on for Web Systems OMEGA program.
• Other such qualifications that the school board might accept in lieu of any of the above.
• Be recommended by the division superintendent and appointed by the school board.

 

 

SPECIAL REQUIREMENTS:

None

 

PHYSICAL DEMANDS:

Work is typically performed in the central office and throughout the division. Frequent walking, standing, stooping, lifting, up to approximately 40 pounds, and occasional lifting of equipment weighing up to approximately 50 pounds may be required. Other limited physical activities are required. Travel to schools throughout the division and central office is required. Vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; visual acuity is required for preparing and analyzing written or computer data, determining the accuracy and thoroughness of work, and observing general surroundings and activities.

 

WORK ENVIRONMENT:

Work environment exposes the employee to inside and outside environmental conditions. Regular contact with staff members, administrators, and colleagues is required. Timely and regular attendance is an expectation of performance for all CCPS employees. To ensure adequate staffing, positive employee morale, and to meet expected productivity standards throughout the organization, employees will be held accountable for adhering to their workplace schedule.

 

EVALUATION:

The supervisor will evaluate performance on the ability and effectiveness in carrying out the above responsibilities.