Program Specialist

Description

Idaho Department of Education

This position is exempt from classified state service and the rules of the Division of Human Resources and the Idaho Personnel Commission.

Please note: Applications will be accepted through 4:59 PM MST on the posting end date.

The Idaho Department of Education (Department) is dedicated to serving and providing common-sense leadership, support, and resources to educators across the state. The knowledge, skills, and experience of the Department’s employees are among our most valued and important assets. Employment with the Department provides a rewarding career that positively affects the lives of children in Idaho. To learn more, please visit our website at http://www.sde.idaho.gov/.

The Child Nutrition Programs (CNP) at the State Department of Education administers United States Department of Agriculture (USDA) funds to ensure nutritional needs are met in Idaho through a variety of school programs and at child/adult care facilities. This position oversees Direct Certification, National School Lunch Program (NSLP) Resource Management modules, the CNP Training Portal, and assists with CNP Contracting. The employee performs work for these programs exercising independent judgment, initiative, and leadership; exercises influence on financing, administration, and management of the NSLP, School Breakfast Program (SBP), Seamless Summer Option (SSO), Summer Food Service Program (SFSP), Child and Adult Care Food Program (CACFP), USDA Foods and Fresh Fruit and Vegetable Program (FFVP). This position may be called upon to assist in problem-solving in regulatory, financial, and administrative issues relating to the operation of these programs. Emphasis will be placed on strong organizational skills and balancing and coordinating workload for multiple projects.

At this level, incumbents are responsible for problem-solving routine questions from sponsors and employees; makes recommendations on contract programs based upon grant scoring criteria. Final recommendations for awards are approved by the Director. This position may identify program deficiencies and make recommendations for corrective actions.

RESPONSIBILITIES: 

• Approving Capital Expenditure Requests for Idaho school districts by reviewing bid specifications and vendor bids input in MyIdahoCNP.
• Assist the NSLP coordinators by reviewing the Resource Management area of the Administrative Review process making sure all questions are answered and obtaining additional documentation as needed
• Assists in the Idaho Procurement review in the NSLP area. Review documents such as district procurement policies and code of conduct, invoices, purchase orders, solicitation documents, etc. from selected vendors.
• Assist in entering financial reports from SDE accounting department in MyIdahoCNP. Follow up with districts who exceed the regulatory three-month operating balance.

• May be asked to answer regulatory questions when the coordinators are out of the office. Utilize manuals and the Code of Federal Regulations to respond to questions to assure that answers conform to the pertinent USDA regulation.

• Compile data for USDA as requested. E-mail surveys to participants and compile electronic format when unavailable in the program database.
• As a backup to the Financial Specialist, Senior, will be trained as time allows on:
• • Assist with the coordination of the collection of Verification Reports; send notices, provide technical assistance, and monitor software changes and issues, monitor progress of submitted reports, follow-up with corrective action of non-compliant sponsors. Compile, review, correct, and submit final verification report submitted to the federal government. Prepare non-response figures for Ameliorative Action report. Stay abreast of regulatory and reporting changes while understanding the importance of all verification activities.
  • Add new sponsors and sites to MyIdahoCNP, ensuring all the required documentation for sponsor is on file.
  • Ensure the financial clearings are transmitted to the Accounting Department weekly.
  • Process more than $80,000,000 in Federal Meal Program Reimbursement; work with accounting at fiscal year-end to reconcile and “closeout” CNP accounts.
  • Ensure that 30 and 90-day meal count reports are filed per regulations and audit report to ensure accurate information is filed
  • Authorize security access to the MyIdahoCNP Computer System. Implement security rules and procedures at the State CN Division. Resolve any problems that occur with IT user security. Enforce security rules and computer data confidentiality rules at the state and local levels.

• Create CNP Vendor Contracts, Purchase Requisitions and addendums for all contracts as needed. 
• Maintain contracts and records, track, and verify fees and expenses for all contractors, ensuring compliance with state and federal regulations.
• Process receipt of funds from outside contacts.
• Oversee the Direct Certification CNP Portal by providing access to users, training users on the system and generating reports as needed.
• Oversee the CNP Training Portal by approving all users, monitoring access, running reports and updates/enhancements to the training portal.
• • Update developed online trainings for upload in the portal.
  • Assist in assessing training needs of sponsors and plan, coordinate, and create trainings in the CNP Training Portal for all annual mandatory trainings in NSLP and SBP, both on-line and in person.
• Attending regional and national USDA meetings out of state, as necessary.
• Maintain equipment and offsite storage inventories, tracks equipment calendars.
• Perform all work duties and activities in accordance with SDE policies, procedures, and safety practices. May develop, design, or modify forms and documents.
• Format any public documents for ADA accessibility per SDE policies and procedures. Review documents for 508 Compliance.
• Other duties as assigned.

MINIMUM QUALIFICATIONS:

• High school diploma or GED equivalent is required.

• Good knowledge of Microsoft Word, Excel, PowerPoint, and Adobe Acrobat Pro.
• Experience monitoring record systems to identify and correct errors.
• Experience storing, retrieving, and compiling information in report format using database software.
• Experience working with sensitive or restricted data.
• Experience with program or project planning and implementation.
• Experience managing a budget beyond personal finances.
• Must have the ability to communicate well, orally and in writing; possess good customer service skills.
• Experience coordinating workloads for multiple projects, collecting, and organizing data.
• Knowledge and implementation of federal regulations.
• Experience utilizing problem solving strategies.
• Good knowledge of office support functions including word processing, filing, composing a variety of business documents, reception, gathering and compiling data, and balancing and coordinating a workload for multiple projects.

PHYSICAL DEMANDS: (with or without accommodation) 

• Dexterity to operate office tools and equipment.

• Ability to perform standard office administrative functions, including but not limited to typing, filing, answering phones, processing documents, collating, and preparing office materials as needed.
• Good vision to review hard copy and electronic documents; operate standard office equipment, including, but not limited to computer, copier/scanner, multi-line phone system; navigate website resources; greet and direct patrons; identify safety concerns.
• Ability to concentrate for extended periods of time.
• Mental acuity to comprehend, communicate, monitor, and ensure adequate program support.
• Approximately 90% of time is spent sitting at a desk or workstation, up to 4 hours at a time.
• Approximately 10% of time is spent standing, walking, bending, and kneeling.
• Occasional lifting may be required, frequently less than 5 lb., but may be up to 20 lb.

TRAVEL REQUIRED: 

This position requires approximately 5-10% travel time throughout the state for training and monitoring of sponsors, as well as some professional conferences and trainings in other locations in the nation. Reliable personal transportation is required to conduct applicable assignments within the State of Idaho.

BENEFITS:

The State of Idaho offers a robust total compensation package, including medical, vision, and dental insurance; PERSI retirement benefits; paid sick, vacation, and parental leave; and 11 paid holidays per year. For additional information related to benefits and/or State programs, please visit https://dhr.idaho.gov/StateEmployees/Benefits.html.*

ADDITIONAL BENEFITS INCLUDE: 

Vesting in the Public Employee Retirement System of Idaho (PERSI): All employees of the Idaho Department of Education are non-classified. They are appointed by the elected official and serve at the pleasure of the elected official. As such, employees working at a non-classified agency are considered vested in the PERSI retirement system after five (5) consecutive months of service, versus five (5) years of service at a classified agency. 

Tuition Fee Waiver: All Idaho Department of Education employees in permanent full-time positions may register for instructional courses during any academic period, at any participating state funded institutions of higher education, for a $20.00 nonrefundable registration fee per semester and $5.00 per credit hour charge.

TO APPLY: 

To apply for this position, please submit 1.) a customized letter of interest, 2.) a resume, and 3) a list of three professional references. Attach the resume to your online application. Insert your letter of interest and references into the space provided in the questions section of the application. 

Your letter of interest should specifically address how your education, training and work experience meet the responsibilities, qualifications, and required skills of the position. A writing sample, such as a letter of interest, provides an opportunity to evaluate your writing skills as well as your ability to demonstrate you meet the qualifications of the position. Your resume must clearly support the information provided in your letter of interest. A resume does not substitute for a letter of interest. Applications that do not include a letter of interest will not be accepted. 

EEO/ADA/VETERAN:

The State of Idaho is committed to providing equal employment opportunities and prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities and prohibit discrimination against all individuals based on their race, color, religion, political affiliation or belief, sex, national origin, genetics, or any other status protected under applicable federal, state, or local laws.

The State of Idaho is committed to access and reasonable accommodations for individuals with disabilities, auxiliary aids and services are available upon request. If you require an accommodation at any step in our recruitment process, you are encouraged to contact (208) 334-2263 (TTY/TTD: 711), or email [email protected].

Preference may be given to veterans who qualify under state and federal laws and regulations.