Seasonal - Community Development Grant Coordinator

Salary Range: $35.13/hour. 

Work Schedule: Monday through Friday. Up to 20 hours per week, variable schedule.

Required Attachments for Application:

• Cover Letter
• Resume

Job Summary:
Under direction to perform a variety of professional duties involved in administering community development, housing, and anti-poverty programs; to provide assistance to the general public, other City staff and a variety of outside government agencies and private sector organizations. Position is funded by the United States Department of Housing and Urban Development and the Corporation for National and Community Service. Position is contingent on the availability of continued grant funding. 

Scope of Responsibility:
Sets precedent within limits and/or administers operating rules and procedures under management guidance, which affects a medium sized work unit, less than 10% of the organization, with moderate financial impact. 
Performs advanced troubleshooting or analysis; uses judgment to select from multiple known alternatives. Failures and successes impact the department or functional operations, with moderate financial impact on the overall organization. 
Requires frequent interaction to provide detailed procedural explanations or technical responses and/or occasional contact to negotiate basic agreements, where relationships affect morale of major work units and/or development, and maintenance of relationships with key customers or vendors. 
Provide essential services for department and key customers which require a detailed knowledge and training. Successes and failures in this area have a significant impact on the well being of the department as well as the customers.General Office

• Provide customer service to the general public, other City staff, and outside agencies. This includes providing and explaining grant/program requirements, answering questions, and providing technical information regarding procedures and methods. 
• Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work.
• Create and update Division website pages utilizing the City’s website software. 
• Create and update Division informational media pieces to educate the public regarding program resources. 
• Setup and maintain filing systems, including files for clients / grantees, partnering organizations, and financial records. 
• Maintain confidentiality of information and records, including applications for Division programs and personnel files for volunteers. 
• Develop, implement, and maintain Division records management policies and procedures based on the City’s records retention schedule for the Division; includes administering Division records retention schedules, processing records destruction requests, documenting records destroyed, etc.
• Order and maintain office supplies and equipment and facilitate office space changes and required equipment setup for all staff and volunteers. 
• Operate and organize the maintenance of modern office machines and equipment and use a full range of computer software applications.
• Assist in public notification processes for Division meetings and public hearings pursuant to grant requirements. 
• Create agenda items for City Council through the City’s software system as needed.
• Prepare public presentation materials, attend meetings and make presentations as required to represent Division and offered programs. 

Financial Operations

• Process payments for the Division utilizing the City’s financial software system. 
• Track expenditures and deposits made to Division accounts and ensure budgetary compliance. 
• Create financial reports and assist with drawdown functions to reimburse the City for expenditures. 
• Create invoices and facilitate payments from partnering organizations requiring Division services. 
• Reconcile expenditures and accounts in various financial software systems and create reports for the provision of detailed documentation and recordkeeping.

General Grant Operations

• Develop and market programs meeting HUD and City Guidelines to accommodate funding allocations.
• Work with citizens and partnering organizations to establish local access to federal, state and local resources by facilitating applications and project proposals. 
• Provide information and coaching to clients, partnering organizations and the public concerning standards, procedures, legal documents, progress reporting, monitoring and project close-out requirements. 
• Provide assistance to loan and/or grant applicants in preparing, submitting, or revising applications. 
• Assist in the development and submission of required documents for project proposals, including project scope, tasks, specifications, etc. 
• Conduct project environmental, eligibility, and regulatory compliance reviews to determine and authorize project eligibility. Garner federal approval for regulatory compliance reviews when necessary. 
• Draft, negotiate and finalize various legal agreements/contracts with contractors, clients, partnering organizations and vendors while maintaining adherence to federal, state and local regulations. 
• Facilitate various legal agreement/contract updates and obtain required signatures with contractors, clients, partnering organizations and vendors and facilitate approval processes via the City’s contract routing system. 
• Assist in creating and maintaining data collection systems to monitor project progress and closeout. 
• Assist with all grant reporting requirements, including performance and financial data collection/entry, data analysis, technical writing, and submission of reports through various federal reporting systems.
• Assist in monitoring agreement/contract performance and facilitate project close-out processes. 
• Manage required data entry functions through local, state and federal reporting systems. 
• Review, analyze and incorporate federal requirements and/or guidance documents into Division policies and procedures.
• Make changes/updates to documents, applications, agreements, forms, and other templates as necessary due to program changes.
• Perform on-site inspections and desk monitoring reviews to ensure compliance.
• Assist clients and partnering organizations in attaining or maintaining compliance with federal, state and local requirements through varied case-management and coaching practices
• Assist in the processes for terminating various legal contracts and/or agreements for non-compliance and coordinate repayment of grant funding.

Volunteer Operations

• Assist in the recruitment and training of project volunteers and maintaining confidentiality of official federal and state identification documents. 
• Assist in weekly supervision, coaching and guidance of volunteers for project performance in carrying out grant-related activities.        
• Prepare and facilitate mandatory and need-response training for project staff and volunteers, including travel arrangements. 
• Assist staff and volunteers in meeting project requirements for service days and events, including planning, organizing, and reporting. 
• Assist staff and volunteers in reporting/documenting outcomes accurately and in a timely manner. 

Perform other duties as assigned.Required Qualifications and Skills:

• Four (4) year degree from an accredited college or university with major course work in public or business administration, planning, or a related field or equivalent experience
• Must be proficient with Microsoft programs, including Word, Excel, PowerPoint, and Access
• Must have the ability to multi-task, with strong writing, editing, organizational, and interpersonal skills

Preferred Qualifications and Skills

• Two (2) years of related work experience in federal grants, and/or contract administration, implementation, monitoring, and regulatory compliance

Work is in a normal office environment with site visits in the community. Occasional in- and out-of-state training is also required. Frequent driving is required.  Work conditions require moderate physical effort, moving between 5 and 25 pounds, where effort is intermittent, less than 15% of the time.  Working conditions require high attention to detail and deadlines with effort being frequent between 45% and 70% of the time.  A typical workday involves exposure to multiple disagreeable elements, none of which are of greater than moderate intensity, on an intermittent basis (less than 15% of the time). 

Some requirements in this job description may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees. All requirements are subject to modification to reasonably accommodate individuals with disabilities.

Requirements are representative of minimum levels of knowledge, skills, and experience required. To perform this job successfully, the worker must possess the abilities and aptitudes to perform each duty proficiently.

This document does not create an employment contract, implied or otherwise. The City retains the discretion to add duties or change the duties of this position at any time.