Ref. 10523

 

IN-HOUSE VACANCY - INTERNAL CANDIDATES ONLY: Due to union restrictions, this position is only available to current employees of this school district for the first 5 days following the posted date. Applications submitted by job seekers not currently employed by the school district will not be considered during this time period.

 

TITLE:	Specialist, Strategic Resource Planning	REPORTS TO:	Assigned Supervisor
DEPARTMENT:	As Assigned	CLASSIFICATION:	Classified
FLSA:	Exempt	WORK YEAR/HOURS:	261 days / 7.5 hours or duty days and hours as assigned
ISSUED:	Created: May 2019	SALARY GRADE:	WTCL 57

 

BASIC FUNCTION: Under general supervision, the Specialist, Strategic Resource Planning, will perform a variety of difficult, specialized duties requiring good communication skills, including assisting others in understanding policies related to their program areas.  The Specialist will conduct data analysis and accountability monitoring duties related, but not limited to, Title I, II, III, and California’s Local Control Accountability Plan (LCAP).  Prepare various related reports as required internally, and by local, state, and/or federal sources, and local oversight committee(s).  Serve as support and guidance specialist in assigned areas; provide training to District personnel and community partners on spending requirements, create and maintain forms and documents in various mediums, and conduct regularly scheduled and unplanned internal audits to help ensure programs are prepared for external third party auditors throughout the year.  The Specialist is the central point of contact for related data systems setup and data entry for assigned areas as well across all District programs as needed to ensure timely completion of compliance reporting requirements.

 

REPRESENTATIVE DUTIES: Incumbent 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 are intended to accurately reflect the principal job elements.

 

ESSENTIAL FUNCTIONS:

• Perform a variety of difficult, specialized data collection and analysis of quantitative and qualitative data related to categorically funded programs and services.
• Implement systems for monitoring programs on ongoing basis; support community partners and program sites in developing and documenting site and agency-specific systems to ensure program compliance.
• Conduct internal audits of attendance records to ensure accuracy, completeness, and match between written and electronic records.
• Provide feedback into the District’s policies on the usage of categorical funds to help ensure that contents of the handbook align with all District collective bargaining agreements and applicable local, state, and federal laws; assist with assembling the handbook as needed.
• 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. 
• 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. 
• Implement all audits of 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. 
• Provide input into the Consolidated Application for Funding Categorical Aid Programs (Parts I and II) to the District Advisory Committee (DAC) and District English Language Learner Sub-committee (DELLS), and other governance bodies, as needed, to obtain approval for submission to the California Department of Education. 
• Research and advise assigned programs of new statutory regulations and legislation and potential impact on and conflicts with existing District policies and procedures; escalate to supervisor as deemed necessary.
• Escalate any areas of concern immediately to supervisor regarding the Title I, II, III, LCAP-funded, or any other assigned 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.
• 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 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.
• 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.
• Develop materials to support quality programs, train providers on District and state/federal requirements.
• Review and analyze ad hoc reports regarding employment, recruitment, and other relevant statistics.
• 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). 
• Serve as liaison between State & Federal Compliance and assigned units to ensure compliance with program and bell schedules and fulfill audit requests.
• Conduct site visits to review categorical related activities and ensure compliance and provide technical assistance as needed.
• Develop expertise in relevant programs and systems and provide trainings and technical assistance to assigned programs and program partners, as needed.
• Provide input into the content and design of the State and Federal Programs’ office and other online systems as a useful resource and communication tool for external agency partners, school communities, and general public.
• Ensure site and central budgets are spent appropriately and in alignment with funding requirements/restrictions.
• Monitor assigned budgets to assure alignment with program, identify and rectify discrepancies, respond to questions, and provide detailed instructions.  
• Provide excellent customer service by establishing positive relationships with District personnel, representatives from external organizations and others; respond to phone calls, e-mails, letters, and other communications. 
• Prepare and store documents using standard office equipment and technology including computers, scanners, copiers, and electronic storage devices; operate a computer to input, output, update, and access a variety of records and information; generate reports, records, lists, and summaries from computer databases.  
• Provide cross-training to other staff members within the department.
• Perform 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
• Methods and processes of statistical analysis and data reporting 
• Diversity, sensitivity, and competence with regard to issues of race and gender (and their intersections), learning or other ability, ethnicity, culture, religion, socio-economic group, sexuality or other orientations or cultural markers
• 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
• 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
• 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
• Respond quickly to routine and ad hoc requests for information
• Operate computer, related software, and other office equipment

 

PREREQUISITES

• Bachelor Degree or its equivalency (2 years of similar and relevant work level experience = 1 year of college).  A combination of experience and education may be used to meet the Bachelor Degree requirement; however, the work experience years used to qualify for the Bachelor Degree requirement cannot be used to meet the work requirement.  Degree in Public Policy, Public Administration, Finance or Accounting preferred.  
• Four (4) years progressively responsible experience to program planning, development, coordination, monitoring, and compliance is required
• Teaching credential preferred, but not 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 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.