Grant Administrator

Leads City efforts to access federal, state, local and/or private grants, particularly associated with the American Rescue Plan and future infrastructure programs.  The position will work with all staff across the organization to pursue, research and write grant proposals, monitor and report on all grant programs and provide review of procurement/contracts to City departments. The work is detail – oriented, requires flexibility, positivity, effective time management, precision, and discretion. Work responsibilities extend to supervising the CDBG and ARPA staff.   The position will report to the Finance Director. 

• Provides administrative support to the department: provides fiscal oversight and guidance, technical assistance, and training to the departments in the proper preparation of grant applications and in the development and implementation of procedures to ensure grant compliance and accountability systems; reviews funding requests and coordinates the review process, as needed; monitors the implementation of grant-funded projects located throughout the City.  (10%)
• Administers procedures, in accordance with applicable law, regulation, or policy, for the receipt of grant program funds from various funding sources; creates reports as required; answers inquiries relating to proposed grants, contracts, budgets and program activities. (10%)
• Researches, monitors and coordinates fiscal compliance activities; maintains respective compliance requirements; provides current information to the departments to work towards the goal of reducing single audit findings. (10%)
• Utilizes a community support network by meeting and working alongside representatives of government bodies, local businesses, other groups or organizations to develop best practices in accordance with applicable law, regulation, or policy; promotes program objectives, develops new programs and solicits participation, efficiently utilizing available expertise.  (5%)
• Develops, monitors, and maintains grant project tracking systems to ensure timely preparation of grant reimbursement remittances and compliance with grant requirements. (10%)
• Prepares annual Schedule of Expenditures of Federal Awards (SEFA) as part of the City Single Audit and submits to Finance Director for review. (2%)
• Reviews program budget, and purchases; monitors expenditures and grant budget accounts; performs grant and general fund reconciliation and projections to include actual revenues and expenditures against grant award amounts; ensures all grant conditions are in fiscal compliance. (8%)
• • Assists in all audit requirements and conducts grant contract monitoring for the City and sub-grantees. (5%)
  • Reviews recommendations for new funding sources in conjunction with needs assessments and program evaluations, to better achieve department program goals and objectives. Assists in advertising, bidding, and awarding of contracts for projects. (5%)
  • Performs a key role in project planning and administration, scheduling, and budgeting for needed improvements in coordination with the five-year capital improvement plan. (5%)
  • Performs project accounting functions including managing the budget, tracking expenses, paying pay requests, processing grant draw requests, processing any bond or lien releases, preparing all closing financial documents for fixed asset recording, and assisting with yearend procedures and audit. (10%)
  • Assists in advertising, bidding, and awarding of contracts for projects. (2%)
  • Assists Finance Director with special projects and any other duties as required. (3%)

NECESSARY SPECIAL QUALIFICATIONS

• Substantial knowledge of principles and practices of grant administration.
• Thorough knowledge of principles and practices of statistical data analysis.
• Applicable knowledge of principles and practices of project budgeting, budget preparation and fiscal analysis.
• Familiarity with principles and practices of program evaluation.
• Proficiency in use of specified computer applications including word processing and involving the design and management of databases or spreadsheet files and the development of special report formats. Possesses basic knowledge and ability to operate standard office equipment, including a computer, in the course of work.
• Ability to influence and stimulate the work product of employees using leadership/management techniques.

• Possesses techniques for successfully dealing with a variety of individuals, at all levels of responsibility, in person and over the telephone.
• Intermediate skill in performing technical accounting and financial analysis.
• Demonstrated skill in organizing, researching, and maintaining financial files.
• Skill making accurate mathematical and statistical calculations.
• Ability to review grant documents for completeness and accuracy.
• Reliable skill in preparing accurate and timely reports.
• Ability to organize own work, set priorities, and meet critical deadlines.
• Contributes effectively to the accomplishment of team or work unit goals, objectives and activities.

CORE COMPETENCIES

SUPERVISORY RESPONSIBILITY

WORK ENVIRONMENT

Work is performed primarily in an office environment.  Frequent to constant use of a personal computer. Work may involve competing demands, performing multiple tasks and working to deadlines.

PHYSICAL DEMANDS

While performing the duties of this job, the employee is frequently required to stand, walk, sit, bend, crawl, twist, reach, ride and perform similar body movements. Must have the ability to perform light physical work and to occasionally lift and carry up to 25 pounds at a time; the possession of hand/eye coordination sufficient to operate a computer and a motor vehicle; the ability to talk and hear in person or by telephone; and the ability to see, read and comprehend instructions and reports.

EXPECTED HOURS OF WORK

The work schedule is a 40-hour work week, Sunday through Saturday.  Work is typically performed Monday through Friday. This position is exempt and is ineligible for overtime.  

TRAVEL

Travel is primarily local during the business day. Occasional travel may be required to attend off-site training and educational opportunities.