GENERAL DESCRIPTION OF CLASS
The GRANTS/CONTRACTS TECHNICIAN functions as the primary grant/contract advisor
to researchers and principal investigators. Positions in this class assist in
maintaining grant/contract accountability and compliance in accordance with
funding agency award agreements, university policy, and general accounting principles
and procedures.
DISTINGUISHING FEATURES
This is the second level in a two level series. It is distinguished from the
lower level by having responsibility for the day to day administration of grants
and/or contracts within a department or section of a university. Positions in
this class inform principal investigators and researchers of current and projected
fiscal status, as well as terms and conditions of grant/contract awards, ensuring
expenditure compliance over the duration of the grant/contract.
DUTIES AND RESPONSIBILITIES
The duties below are not inclusive but characteristic of the type of work associated
with the class. Individual positions may do all or some combination of the duties
listed below as well as other related duties:
- Grant Administration. Reviews terms and conditions of awarded
grants and/or contracts and serves as technical information resource to researchers
and principal investigators. Ensures cost-share is met under a variety of
grant funded projects (each having its own regulations and guidelines). Confers
with institution grant and contract administration office or external funding
agencies to clarify rules and guidelines, explaining compliance requirements
to unit staff as necessary. Ensures integrity and conformance to applicable
standards of grant/contract implementation, execution, and closing. Reports
financial status and project status to principal investigators.
- Bookkeeping. Reviews and verifies accounts for accuracy,
ensuring audit trail requirements are being met and recording procedures have
been followed; reconciles individual transactions to General or Operating
Ledger, tracks errors through the agency's accounting system and makes appropriate
reversals or correcting entries; posts entries and balances accounts; reviews
documents for appropriateness and approvals and enters into the computer accounting
system; prepares vouchers, allocates charges and credits, assigns account
codes, processes travel authorizations and expense reimbursements, prepares
check requests for accounts payable. Employees in this class may be responsible
for a limited number of funds within a large university department, or within
a smaller unit may maintain a complete system of account records involving
a number of individual or control accounts. Account information is usually
recorded electronically. Some employees in this class may maintain project
funds, trust funds, and/or cash receipt and deposit accounts, and may review
the work of others.
- Budget Tracking and Preparation. Provides current and historical
budget data such as expenditure and receipt recaps; compares current account
balances with budget limits and prepares variance reports; makes adjustments
to budget accounts according to established procedures. Employees in this
class may perform budget preparation activities such as projecting expenditures,
forecasting grant/contract income or preparing budget related documents.
- Report Preparation. Compiles financial information, budget
status reports, and special purpose reports. Assists with grant and contract
proposals.
RELATIONSHIPS WITH OTHERS
Employees in this class are in daily contact with department and other university
staff to discuss topics such as grant/contract status, pending or concluding
awards, fund, account, or budget balances, payment status, document errors,
purchase requests, or policy/procedure compliance. As needed, contact is made
with granting agencies, the institution research administration office, and
vendors.
SUPERVISION RECEIVED
Employees in this class receive general supervision from business managers,
principal investigators, or department administrators. Supervision is provided
regarding overall grant/ contract setup and administration, university policy,
and applicable OUS, State, or Federal regulations. Work is frequently performed
independently and reviewed by supervisors as needed. Employees in this class
follow institutional, state, federal, and granting/contracting agency regulations,
policies, and guidelines.
GENERAL INFORMATION
Positions are found primarily within departments of research oriented, grant
funded OUS institutions. At smaller universities, positions may be found in
the Business unit or other areas in combination with other positions. Most positions
in this class use computer accounting systems, although occasional positions
may continue to use manual records.
MINIMUM QUALIFICATIONS
- 12 quarter hours (8 semester hours) of accounting courses AND
two years of experience which included preparing financial reports; making
annual or biennial closing entries; interpreting financial data and advising
administrators; OR
- an Associates Degree in Accounting, OR
- an equivalent combination of education and experience.
Revised 9-01-03
