About this role
• Position Summary
Somerset County Public Schools is seeking a detail-oriented Special Education Grants Specialist to join our "small but mighty" district. This role is critical for securing and managing federal, state, and private funding that supports student achievement. The generalist will oversee the full grant lifecycle—from researching opportunities to ensuring rigorous post-award compliance and reporting—in alignment with the Blueprint for Maryland's Future.
• Essential Duties and Responsibilities
• Research & Development: Identify and evaluate new grant opportunities from federal, state, and private sources to support district-wide strategic goals and administer the full grant lifecycle from award through closeout by maintaining grant files, monitoring program implementation, ensuring timely completion of grant activities, coordinating amendments, and preparing documentation for monitoring visits and audits.
• Proposal Writing: Lead the preparation and submission of high-quality grant applications, including drafting narratives, logic models, and complex budget proposals.
• Compliance Oversight: Monitor grant-funded programs to ensure compliance with the Uniform Grant Guidance (2 CFR Part 200), the Code of Maryland Regulations (COMAR), Maryland State Department of Education (MSDE) requirements, IDEA, ESSA, Medicaid regulations, and all applicable federal, state, and local laws, policies, procedures, and educational guidelines governing grant administration.
• Provider & System Administration: Maintain oversight of the Relay Service Portal, monitor provider documentation and service data, and manage provider applications, enrollments, and NPI revalidations in Maryland ePREP.
• Financial Management: Collaborate with the Finance Department to track expenditures, process budget adjustments (GANs), and ensure the "allowability" of all charges in accordance with policies, procedures, and UGG. Manage Medicaid Billing, including monthly claim submissions; import and process Special Education transportation billing for Medicaid reimbursement; resolve held services; and process requisitions and purchase orders. Maintain grant expenditure ledgers, monitor available balances, and develop financial projections throughout the full grant lifecycle to ensure fiscal accountability, compliance, and timely utilization of funds.
• Data & Reporting: Collect, analyze, and maintain programmatic and fiscal data necessary to prepare accurate interim, annual, and final performance reports, fiscal reports, reimbursement requests, and other required documentation for the Maryland State Department of Education and other funding agencies.
• Purchasing & Inventory Management: Maintain accurate financial and administrative records and provide general clerical support related to grant-funded programs, including purchasing, receiving inventory, maintaining inventory and asset records, processing purchase orders, coordinating the distribution of grant-funded equipment and materials, and ensuring all procurement activities comply with district purchasing policies, UGG procurement standards, COMAR, and applicable federal and state regulations.
• Technical Assistance: Serve as the primary resource for school-based staff and related service providers by providing guidance on special education grants, Medicaid, and compliance procedures through training, site visits, and internal desk audits.
• Timekeeping & Personnel Support: Coordinate and monitor grant-funded personnel documentation, including timesheet collection, certification, and submission, ensuring payroll allocations and personnel activity reporting comply with UGG, federal cost principles, grant requirements, and district procedures.
• Interdepartmental Collaboration: Work collaboratively with Finance, Human Resources, Special Education, school administrators, program managers, and external agencies to support effective grant implementation, fiscal management, compliance monitoring, and program evaluation.
• Other Duties: Perform other duties as assigned to support the successful administration of federal, state, local, and private grant-funded programs and initiatives.
III. Qualifications
• Education: Bachelor's degree in Business Administration, Finance, Education, or a related field required.
• Experience: Minimum of 2–4 years of experience in grant writing or management, preferably within a public school system or government setting.
• Technical Skills: Proficiency in Microsoft Excel, Grants Management Systems (GMS), and PowerSchool/SchoolSpring platforms.
• Certifications: Certified Grants Management Specialist (CGMS) or Grants Professional Certification (GPC) is a plus.
• Core Competencies: Strong analytical skills, meticulous attention to detail, and the ability to interpret complex legislative language.
Language Skills Ability to read, analyze, and interpret technical procedures, reporting manuals, education law and legislation. Ability to comprehend and communicate effectively in English. Mathematical Skills Ability to calculate using an adding machine and apply basic concepts of algebra. Reasoning Ability Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. Computer Skills Experience in the use of Microsoft Office software including Excel, Word, and Outlook. Knowledge of basic accounting software functions. Proficient with data entry and typing. Other Skills and Abilities Time management, efficiency, and organizational skills are critical for meeting deadlines and reporting requirements. Ability to work collaboratively to accomplish system wide goals. Other Qualifications Must be detail oriented and able to accomplish a wide variety of tasks. Highest level of integrity, accountability, dependability, timeliness and professional ethics is expected. Ability to properly maintain and handle confidential information. Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Reports potentially unsafe conditions; Uses equipment and materials properly. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand; walk and use hands to finger, handle, or feel. The employee is occasionally required to sit and reach with hands and arms. The employee must occasionally lift and /or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts. The noise level in the work environment is usually moderate.