Grant Assistant - Office of Performance and Budget

NOTICE TO APPLICANT

This position will close at 12:00AM MST on the End Date.

You must ensure your application reflects the correct and current information for your work experience, hours worked per week per position, education, personal information, etc.

Only the information provided on this application is evaluated when determining compensation.

Job Description

PURPOSE SUMMARY.  Provide administrative support for grant-funded programs, with a focus on grant compliance, documentation, and reimbursement processing. The position prepares and maintains grant records, verifies data accuracy, supports reimbursement requests, and responds to routine inquiries from internal and external stakeholders in accordance with established policies and procedures.

ESSENTIAL DUTIES. 

1. Grant File Management and Documentation

• Support grant compliance files and reporting activities.

• Prepare and maintain grant files, applications, and related correspondence.

• Proofread grant applications and supporting documents for accuracy and completeness.

• Maintain orderly, current, and easily retrievable grant compliance records.

• Sort, file, copy, and distribute grant-related documents to appropriate personnel.

2.Data Verification and Reporting

• Verify statistical data related to grant proposals and reports.

• Generate reimbursement spreadsheets to support payment requests for grant-funded work.

• Generate reimbursement worksheets and verify accuracy of calculations and hourly rates.

• Review overtime sheets submitted by staff for grant-funded projects.

3. Reimbursement Processing

• Submit written requests for reimbursement to funding agencies.

• Track reimbursement requests and follow-up to ensure timely receipt of funds.

• Correspond with agency personnel to verify data accuracy and resolve discrepancies.

4.Administrative Support and Communication

• Type letters, correspondence, and documents from clear copy or rough drafts.

• Respond to routine inquiries from staff, departments, and the public by phone or in person.

• Provide information and explain departmental and grant-related procedures as needed.

5. Regulatory Research and Compliance Support

• Research governing directives to answer questions and resolve routine issues related to grants.

• Apply established guidelines to ensure compliance with grant requirements.

ADDITIONAL DUTIES.  Other duties as assigned.

IV. QUALIFICATIONS.

A.  Education.  High School diploma or equivalent is required.

B.  Experience.  Two (2) years of experience with a public entity in economic development, grants, planning, or other department charged with the application for, or administration of federal or state grants. 

C.  Education/Experience substitution. In accordance with county policy.

D.  Licenses/Certifications. N/A

E.  Other (e.g., post-offer medical exam, polygraph, background check, driver’s license record, etc.). Must pass pre-employment background check and driving record check. 

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED BY THE POSITION:

Knowledge of:

• Grant compliance requirements.

• Applicable state laws, rules, regulations and statutes.

• Modern office practices, and accounting practices. 

Skill in:

• Reading, writing and mathematical calculations at a technical level.

• Use of personal computers proficiently in the areas of word processing and spreadsheets.

Ability to:

• Organize and prioritize numerous tasks to meet deadlines.

• Effectively present information at an intermediate level and respond to questions from general public and staff, which must be conducted in a courteous and respectful manner at all times.

• Read and interpret reports, regulations, invoices, and other correspondence between state and federal agencies and the County.

Compensation Range

$18.14 - $27.22

Doña Ana County is an Equal Employment Opportunity Employer. It is our policy to abide by all federal and state laws prohibiting employment discrimination on the basis of a person’s race, color, religion, age, national origin, sex, disability, serious medical condition, genetic information, ancestry, spousal affiliation, gender identity, sexual orientation or any other unlawful criteria, except where a reasonable Bona Fide Occupational Qualification exists.

 

Doña Ana County will make reasonable accommodation(s) for the known physical or mental limitations of an applicant with a disability, upon request, unless the accommodation(s) would cause an undue hardship on the operation of the County. Please see http://www.donaanacounty.org/ada/ for our Public Notice and to get the Testing/Interview Accommodation Request Form or call 575-647-7210 for assistance.