This title is in a civil service competitive class that is subject to examination. Position is only open to applicants who are permanent as Administrative Staff Analyst, or permanent in an equivalent title that is eligible for 6.1.9 to Administrative Staff Analyst.
Position Summary: With broad latitude to exercise independent judgment, the Executive Director of Grants Monitoring oversees and supervises the day-to-day operations of the Office of Grants Monitoring. The Executive Director maintains ongoing expertise related to the Department's grant requirements and provides high-level policy and management support to divisions in the planning, forecasting, monitoring, and meeting compliance requirements of grants. The Executive Director determines and implements policies and procedures to ensure compliance with New York City, New York State, and Federal regulatory mandates. Performs related work.
Reports to: Chief Financial Officer
Direct Reports: Senior Grants Liaisons, Grants Liaisons
Key Relationships: State Education Department, Office of the Auditor General (OAG), Division of Financial Planning and Management, Grant Program Managers, Senior Grant Officers, Office of the First Deputy Chancellor, Division of Capital and Grant Finance, Office of Revenue Operations, and Office of Legal Services.
* In close coordination with the DOE's Division of Capital and Grant Finance, develop guidance materials for divisions implementing grants, with a focus on compliance with specific grant requirements.
* Establish reporting guidelines for divisions to confirm ongoing compliance.
* Provide technical assistance to divisions to facilitate compliant use of grant funds.
* Keep abreast of and provide ongoing analysis related to all legislation, regulations, and guidance related to non-City tax levy resources under the Department's purview.
* Advise the Chief Financial Officer on fiscal best practices and short- and long-term initiatives to improve grants monitoring and management.
* Critically review existing processes; develop and implement improvements in alignment with the missions of the Division.
* Manage the Office of Grants Monitoring.
* Provide strategic guidance to the Chief Financial Officer related to operational and succession plans for critical functions.
* Critically review and propose modifications to existing processes, as necessary.
* Develop, implement, and manage monthly reporting processes.
* Develop strategies for communication and engagement with all central and field operations teams, including regular meetings, training opportunities, and development of appropriate training materials.
* Maximize non-City tax levy resources for the Department through the establishment of Department policy and procedures, identification, and pursuit of viable resources.
* In collaboration with FSBO, DFO and others, identify opportunities and develop recommendations for training across the DOE to support operational functions and requirements; create, schedule, and present training programs to stakeholders. Provide webcasts and in-class financial systems and policy training to central offices, school-based staff, and the non-public schools.
* Assist the Office of Revenue Operations in the development of annual budget assumptions for DOE revenues, in coordination with DBOR and School expense teams.
* Track, monitor, and report changes and proposed changes in State, Federal, and local legislation and regulations to ensure that revenue impact is accurately understood and forecasted.
* Ensure adherence to compliance standard, and steward divisional standard operating procedure manuals.
* Coordinate education aid forecasting efforts among various offices within the DOE, utilizing Federal, State, and City financial data, and economic trends in efforts to develop additional education aid resources.
* Provide management support and guidance to staff Directors for state aid and federal aid reporting. Manage staffing, workflow, and priorities across all revenue claiming and collection areas.
* Meet with Grant Program managers to track and review grant monitoring metrics established by the Office.
* Establish accounting codes for grant approval and awards.
* Provide guidance related to the creation and submission of state required reports, as needed.
* Manage the process, development, implementation, and monitoring of major revenue initiatives, in consideration of funding adjustments, legislative mandates, changes in student population demographics and the need for additional specific instructional and support services to address student needs.
* Identify new revenue opportunities through legislative changes or system and data enhancements. Engage with and instruct appropriate Education, City, or State offices in strategies and mechanisms to increase revenue.
* Provide appropriate financial guidance and assistance to other financial sectors within the DOE related to financial requirements, government mandates, reporting requirements, and data retrieval and activity.
* Responsible for development and preparation of management reports, including: future financial plans, municipal and state agency reports, capital project analysis, statistical analysis of state aid, and related school financial data.
* Spearhead efforts to minimize disallowances of claimed reimbursements and effectuate maximum enhancement of receivable revenues.
* Direct the coordination of revenue issues with the OAG and other auditing entities.
* Develop work plans for revenue initiatives for multiple units at the DOE and SED to ensure that identified tasks and agreed upon timeframes and responsibilities are achieved for both new and existing revenues.
* Develop and maintain appropriate Standard Operating Procedure Manuals.
* Direct and facilitate coordination of interagency activity relative to revenue issues to maximize overall state and federal aid to the DOE.
* Provide advice and technical assistance on monitored grants to divisions and to colleagues within the Division of Finance.
* A master's degree from an accredited college in economics, finance, accounting, business or public administration, human resources management, management science, operations research, organizational behavior, industrial psychology, statistics, personnel administration, labor relations, psychology, sociology, human resources development, political science, urban studies or a closely related field, and two years of satisfactory full-time professional experience in one or a combination of the following: working with the budget of a large public or private concern in budget administration, accounting, economic or financial administration, or fiscal or economic research; in management or methods analysis, operations research, organizational research or program evaluation; in personnel or public administration, recruitment, position classification, personnel relations, employee benefits, staff development, employment program planning/administration, labor market research, economic planning, social services program planning/evaluation, or fiscal management; or in a related area. 18 months of this experience must have been in an executive, managerial, administrative or supervisory capacity. Supervision must have included supervising staff performing professional work in the areas described above; or
* A baccalaureate degree from an accredited college and four years of professional experience in the areas described in \"1\" above, including the 18 months of executive, managerial, administrative or supervisory experience, as described in \"1\" above.
* Knowledge of state and federal guidelines for obtaining aid.
* Familiarity with the Agency's financial and budgeting procedures.
* Internal candidates preferred.
(Internal candidates who are selected for this position and who currently hold comparable or less senior positions within the DOE will not make less than their current salary.)
Please include a resume and cover letter with your application.
Applications will be accepted through April 11, 2019 until 3:00 p.m.
NOTE: The filling of all positions is subject to budget availability and/or grant funding.
This position is open to qualified persons with a disability who are eligible for the 55-a program. Please indicate in your cover letter that you would like to be considered for the position under the 55-a program.
AN EQUAL OPPORTUNITY EMPLOYER
It is the policy of the Department of Education of the City of New York to provide educational and employment opportunities without regard to race, color, religion, creed, ethnicity, national origin, alienage, citizenship status, age, marital status, partnership status, disability, sexual orientation, gender (sex), military status, prior record of arrest or conviction (except as permitted by law), predisposing genetic characteristics, or status as a victim of domestic violence, sexual offenses and stalking, and to maintain an environment free of harassment on any of the above-noted grounds, including sexual harassment or retaliation. Inquiries regarding compliance with this equal opportunity policy may be directed to: Office of Equal Opportunity, 65 Court Street, Room 1102, Brooklyn, New York 11201, or visit the OEO website at