Manager, State and Federal Compliance (2018-19)

TITLE:

Manager, State and Federal Compliance

REPORTS TO:

Assigned Supervisor

DEPARTMENT:

As Assigned

CLASSIFICATION:

Classified Management

FLSA:

Exempt

WORK YEAR/HOURS:

261 days / 7.5 hours or duty days and hours as assigned

ISSUED:

Created: June 2018

SALARY GRADE:

ADCL 17

BASIC FUNCTION: Under general supervision, the Manager, State and Federal Compliance, is responsible for ensuring compliance with federal, state, and district requirements, including, but not limited to, Title I, II, III, and California's Local Control Accountability Plan (LCAP). Collaborate with students, families, District employees, and state and federal agencies to ensure timely and comprehensive data collection, training on reporting data elements, and responding to internal and external audit findings related to use of categorical funds.

REPRESENTATIVE DUTIES: (Incumbents may perform any combination of the essential functions shown below. This position description is not intended to be an exhaustive list of all duties, knowledge, or abilities associated with this classification, but is intended to reflect the principal job elements accurately.)

ESSENTIAL FUNCTIONS:

Supervise the coordination and compliance of grants management processing for funder submission, Board of Education approvals, and use of funds.

Update, revise, and maintain District's policies on the usage of categorical funds; ensure that contents of the handbook align with all District collective bargaining agreements and applicable local, state, and federal laws.

Audit all categorical revenue, budget, and expenditure requests to ensure compliance aligns with state and federal guidelines.

Collaborate with applicable District departments to ensure that all school site Single Plans for Student Achievement are compliant and aligned with state and federal mandates.

Update, revise, and maintain compliance calendar and documentation of school compliance activities.

Design, implement, and maintain training protocols and materials in collaboration with supervisor and others, as applicable; train school site and central office personnel on categorical program requirements and mandates.

Prepare the District's Comparability forms and supplemental documents and report the District's status to the California Department of Education in a timely manner.

Coordinate and audit categorically-funded employee time accounting and time certifications ensuring that time spent by employees on categorical programs are properly documented and aligned with state and federal mandates.

Collaborate with the Financial Services Department to ensure properly calculated Parts I and II of the Consolidated Application for Funding Categorical Aid Programs.

Present the Consolidated Application for Funding Categorical Aid Programs (Parts I and II) to the District Advisory Committee (DAC) and District English Learner Advisory Committee (DELAC), and other governance bodies, as needed, to obtain approval for submission to the California Department of Education.

Prepare the financial reports for the District's School Accountability Report Card (SARC's).

Research and advise District academic leadership of new statutory regulations and legislation and potential impact on and conflicts with existing District policies and procedures; escalate to supervisor as deemed necessary.

Examine assigned District units in preparation for internal and external audits, and review responses corresponding to agency audits.

Collaborate with budget and finance functional area leads related to Title I, II, III, and LCAP-funded programs to help identify compliance issues that require follow-up or investigation.

Prepare and update compliance narratives to summarize regulatory as well state, city, and District requirements for schools and assigned District units.

Collaborate with the applicable District departments to ensure that the compositions of school site councils and other community engagement or governance bodies are compliant as specified in the California Education Code.

Liaise with Risk Management to ensure the State and Federal Programs office has the latest schedule of reporting submissions with internal deadlines listed to ensure that accurate and timely submissions occur as required.

Work with school level, network, and departmental management and staff to audit and coordinate established standards, procedures, and systems to maintain and improve overall state and federal compliance operations.

Serve as a collaborative partner with various District offices, such as Research, Assessment, and Data, to respond to categorical fund-related audits and reporting requirements, provide requested information, and ensure compliance with deadlines.

Serve as the department liaison to District Legal and other offices regarding public records requests and subpoenas; review, manage, and track public records requests related to school federal and state compliance data.

Assist supervisor to review federal, state, and district policies and trends, and present findings and conclusions to management or others as needed.

Participate in the development and implementation of computer systems or software applications that access categorical funding records and provide advisement on possible compliance matters.

Review and analyze ad hoc reports regarding employment, recruitment, and other relevant statistics.

Participate in the development and implementation of HR policy change discussions and recommend updates based on feedback received and local concerns observed.

Collaborate with supervisor to assess, design, deliver, and monitor professional development opportunities focused on all aspects of state and federal programs compliance matters affecting the schools, Districts, and public education.

Keep abreast of the bills, laws, regulations and legislation that impact the District's assigned programs including but not limited to: Every Student Succeeds Act (ESSA) - Title I, Title II, Title III, Title IV, Title V, School Safety & Violence Prevention, Economic Impact Aid - LEP and SCE, Peer Assistance Review, Tobacco Use Prevention Education, Middle and High School Supplemental Counseling Program, Categorical Program Monitoring, and Fiscal Crisis and Management Assistance Team (FCMAT).

Prepare the District's Comparability forms and supplemental documents and report the District's status to the California Department of Education in a timely manner.

Coordinate and audit categorically-funded employee time accounting and time certifications ensuring that time spent by employees on categorical programs are properly documented and aligned with state and federal mandates.

Collaborate with the applicable District financial departments to ensure properly calculated Parts I and II of the Consolidated Application for Funding Categorical Aid Programs.

Prepare compliance reports and reviews of findings to present to District leadership.

Read and synthesize District and external compliance documents to various audiences in the District.

Hire, manage, motivate, develop and evaluate assigned staff; includes hiring, resource allocation, coaching, performance management, and development of staff.

Perform other related duties as assigned.

QUALIFICATIONS:

The District determines whether a candidate is qualified based on fulfillment of prerequisites, relevant work experience, ability to perform the essential functions, reference checks, effective interpersonal and communication skills demonstrated by interview performance and/or writing samples, and achievement on performance-based assessments (if applicable) that demonstrate the candidate possesses the requisite knowledge, skills and abilities. Meeting prerequisites only satisfies the initial screening process and does not indicate the candidate is qualified to perform the essential functions of the position.

KNOWLEDGE OF:

California State Education Codes requiring district accountability

Mandated state and federal laws and regulations pertaining to compliance of state and federal education programs

District education initiatives, programs, and policies

California State Education Codes and federal education regulations pertaining to student achievement, standardized assessment, student promotion and retention, adopted curriculum

Principles and practices of administration, evaluation and supervision

Methods and processes of statistical analysis and data reporting

Command of English language, including proper usage, grammar, spelling, punctuation and vocabulary

Interpersonal skills using tact, patience, and courtesy

Excellent written communication and organizational efficiency skills

Data management techniques

Computer software, hardware, and related technology

ABILITY TO:

Interpret, explain and apply rules, regulations, policies and procedures regarding educational compliance

Maintain current knowledge of applicable provision of applicable state, federal, and district laws regarding educational compliance

Manage databases; develop charts, tables, and graphs

Ability to manage multiple, on-going and complex caseload of state and federal categorical programs and projects

Guide, advise, and support the training and learning process with respect to Title I, II, III, and LCAP compliance and manage the response protocols to audit findings

Build relationships and collaborative partnerships across the District and state and federal agencies

Work independently as well as collaboratively within a team environment

Use appropriate interpersonal styles and communicate effectively both orally and in writing with all organizational levels

Maintain confidentiality related to student, personnel, budget and other program information

Communicate effectively, both orally and in writing, with a broad and diverse range of leaders and employees within and external to the District

Be diplomatic, approachable, solutions-oriented, flexible and assertive

Establish and maintain cooperative and effective working relationships with others

Supervise and evaluate the performance of assigned staff

Respond quickly to routine and ad hoc requests for information

Operate computer, related software, and other office equipment

PREREQUISITES

Any combination of education, training and/or experience equivalent to: a bachelor's degree in business administration (finance and accounting emphasis)

Master's Degree in business/public administration or organizational leadership (or other related area) preferred

Five years of experience working with educational funding compliance and three (3) years of staff management and project management experience required

Excellent analytical skills, problem-solving skills and organizational skills with attention to detail

Demonstrated strong presentation and facilitation skills with an emphasis on education and training for a variety of constituencies

Demonstrated record of meeting deadlines for educational funding compliance operations

Demonstrated ability to influence and lead teams

Demonstrated ability to impact direction of tasks and work in a collaborative environment

Demonstrated ability to influence change in a changing environment

Demonstrated experience with conducting investigations or compliance audits

Valid California Driver's License, if applicable

PRE-EMPLOYMENT PROCESS:

Employment eligibility will include fingerprints, tuberculosis and/or other employment clearance

WORKING CONDITIONS

ENVIRONMENT:

Office and diverse school site environments; driving a vehicle to conduct work; fast-paced work; constant interruptions

PHYSICAL REQUIREMENTS:

Consistent mental alertness; sitting or standing for extended periods of time; lifting, carrying, pushing, and pulling objects up to 30 pounds, occasionally 30+ pounds; bending and twisting at the waist, reaching overhead, above the shoulders and horizontally; dexterity of both hands and fingers while performing duties; seeing to read, write and use the computer; hearing and speaking to exchange information, in person or on the telephone, and make presentations.

NON-DISCRIMINATION POLICY:

The Oakland Unified School District does not discriminate in any program, activity, or in employment on the basis of actual or perceived race, religion, color, national origin, ancestry, age, marital status, pregnancy, physical or mental disability, medical condition, genetic information, veteran status, gender, sex, or sexual orientation.



Primary Location: Office of Accountability Partn
Salary Range: $89,826 - $114,624 / Per Year
Shift Type: Full-Time

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