160350 Compliance Specialist-External Funding
Page 1
Job Title:
Compliance Specialist-External Funding
Wage/Hour Status: Daily, Exempt
Reports to:
Director, External Funding
Pay Grade:
D5
Dept/School: External Funding
Date Revised:
March 25, 2010
_____________________________________________________________________________________
Primary Purpose
Ensures compliance with state and federal laws and regulations and local policy with regard to
Documentation Required for Charges to Payroll for Federally Funded Grants under Office of
Management and Budget (OMB) Circular A-87.
Qualifications
Education/Certification
Bachelor’s Degree
Special Knowledge/Skills
 Ability to research, compile, interpret, and analyze data
 Working knowledge of the laws and regulations that apply to public education
 Working knowledge of the key activities, processes and compliance issues impacting
public education
 Working knowledge of data processing applications on stand-alone personal computers
and mainframes (and related software applications: word processing, spreadsheets, data
extraction, PowerPoint and database)
 Strong organizational and planning skills as well as the ability to handle multiple high
priority tasks simultaneously
 Demonstrated leadership ability in working with administrators, teachers, and the general
public
 Knowledge in the planning, design, development, implementation, and assessment of
compliance programs
 Knowledge of OMB Circular A-87 and Documentation Required For Charges To Payroll
For Federally Funded Grants
 Strong leadership, communication, organizational, presentation, and writing skills
Experience
Three years administrative or supervisor experience in education, in the area of federally funded programs
(e.g. Title I, II, III, IV, etc.). Experience in the direct oversight of entitlement grants and/or three years
experience in accounting, auditing, and compliance with a public agency.
MAJOR RESPONSIBILITIES AND DUTIES
Instructional and Program Management
1. Collects, reviews, and monitors semi-annual certification & time and effort (T& E)
documentation to ensure compliance with federal, state, and local bulletins and guidelines.
2. Provides leadership and direction in maintaining compliance with the use of federal and state
funding for supplementary personnel.
3. Communicates with campus principals, department heads, program administrators and any
district employees who have relevant assignments with regard to all aspects of federal and state
certification/T & E requirements.
160350 Compliance Specialist-External Funding
Page 2
4. Updates semi-annual certification and T & E forms and instructions, and lists of affected
personnel and forms, and communicates those changes to department heads and/or program
administrators and campus principals/supervisors as needed.
5. Updates External Funding semi-annual certification and T & E program bulletin as needed.
6. Ensures posting of T & E forms/instructions on EF website, maintains on-line PowerPoint
training and sends annual email to affected personnel and or department head/program
administrators to take the training.
7. Assists with the correction of compliance concerns.
8. Communicates on a timely basis with department heads/program administrators/employees that
are non-compliant.
9. Notifies the Director of External Funding of non-compliance by campuses/departments.
Personnel Management
10. Participates in needs assessment process and utilizes data compiled for personnel to provide
leadership in the development of semi-annual certification and T & E requirements.
11. Promotes an organizational climate that results in positive staff morale and openness to the
community.
12. Attends state and federal external funding meetings as required.
Policy, Reports, and Law
13. Analyzes federal, state, and local program mandates to determine required responses from
campus and district units with regard to semi-annual certification and T & E requirements.
14. Assists in developing and administering procedures and policies related to federal and state
grants.
15. Adheres to district policy, state and federal guidelines.
Budget and Inventory
16. Develops systems and procedures to monitor semi-annual certification and T & E requirements
within federal, state and local guidelines.
17. Compares, at least quarterly, actual costs as reflected on TELs to budgeted costs and submits
memos/forms to Finance requesting necessary adjustments, as needed.
18. Determines if a split-funded employee’s funding should be changed to reflect actual split-funding
allocations/costs.
19. Provides leadership in the preparation and administration of federal and state compensatory
education budgets in order to minimize the requirement for time and effort documentation.
20. Maintains direct contact with campus Principals, Program Administrators and Business Office
personnel, to oversee compliance of personnel charges to federal and state funds.
Communication and Community Relations
21. Promotes and communicates district-wide high expectations of students and staff performance in
an enabling, supportive manner and provides appropriate recognition.
22. Assists with maintaining a positive and safe environment in order to achieve district goals and
objectives.
23. Projects a positive image about effectiveness of school district programs with students, staff,
parents and community.
Professional Growth and Development
24. Implements and conducts training programs for affected program administrators and employees
on semi-annual certification and T & E requirements including timelines, monitoring guidelines,
reviews of federal and state funded positions, and maintenance of documentation.
25. Creates, maintains and updates online training for affected department heads, program
administrators, campus principals, supervisors and affected employees on semi-annual
160350 Compliance Specialist-External Funding
Page 3
certification and T & E requirements that includes timelines, requirements, monitoring,
maintenance and submission of documentation.
26. Improves leadership skills through professional development activities and disseminates that
knowledge to other professionals.
27. Stays current with the latest research trends and developments in all assigned areas of
responsibility.
Supervisory Responsibilities
Supervises personnel as assigned
Physical and Mental Job Requirements
Mental Demands/physical Demands/Environmental Factors
Maintains emotional control under stress and works with frequent interruptions, occasional
prolonged and irregular hours; ability to travel.
Terms of Employment
226 Days: salary to be established by the Board of Trustees.
_____________________________________________________________________________________
The foregoing statements describe the general purpose and responsibilities assigned to this job and are not
an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.
Approved:
Job Title:
Date:
_____________________________________________________________
_____________________________________________________________
_________________________________
Approved:
Job Title:
Date:
_____________________________________________________________
_____________________________________________________________
_________________________________
My supervisor has reviewed this job description with me and has provided me a copy.
Employee:
______________________________________________
Date:
__________________________________
The El Paso Independent School District does not discriminate in its educational programs or employment practices on the basis
of race, color, age, sex, religion, national origin, marital status, citizenship, military status, disability, genetic information, gender
stereotyping and perceived sexuality, or on any other basis prohibited by law. Inquiries concerning the application of Titles VI,
VII, IX, and Section 504 may be referred to the District compliance officer, Patricia Cortez, at 230-2033; Section 504 inquiries
regarding students may be referred to Cecilia Whiteman at 230-2836.
El Distrito Escolar Independiente de El Paso no discrimina en los programas de educación o en prácticas de empleo usando el
criterio de raza, color, edad, sexo, religión, origen nacional, estado civil, ciudadanía, estado militar, discapacidad, información
genética, estereotipo sexual o sexualidad percibida, u otra práctica prohibida por la ley. Preguntas acerca de la aplicación del
título VI, VII o IX, y la Sección 504 pueden ser referidas al oficial del distrito, Patricia Cortez al 230-2033; preguntas sobre 504
tocante a estudiantes pueden ser referidas a Cecilia Whiteman al 230-2836.