Grants Assistant

Under general supervision, the Grants Assistant provides essential support to the Grants Management department by assisting with the preparation, processing, and tracking of grant applications and funding requests and grant agreements. This role ensures the smooth operation of the grants process, working closely with internal teams and external partners to ensure compliance, proper documentation, and timely submissions. The assistant will help with maintaining records, preparing reports, coordinating meetings planning outreach events and responding to inquiries from grant recipients and the public.

This position requires strong organizational skills, attention to detail, and the ability to manage multiple tasks efficiently.

• Assists with editing planning documents, needs assessments, and performance summaries, In accordance with federal regulations and City policy, including but not limited to:
  • Consolidated Plan
  • Action Plan
  • Quarterly Reports
  • Consolidated Annual Performance Evaluation Report (CAPER)
• Organizes and expedites flow of work through the grants management division, including but not limited to:
  • Routing contracts
  • Ordering supplies
  • Distributing mail
  • Organizing document storage and filing to meet grant requirements.
  • Use the web-based HUD tracking system called Integrated Disbursement and Information System (IDIS) to perform a variety of functions, including but not limited to:
  • Set up grant-funded activities
  • Provide data entry of monthly goals based on performance reports
  • Update information as needed.
  • Run standard reports on at least a monthly basis.
• Assist with financial transactions, including but not limited to:
  • Using the procurement card for approved purchases
  • Accepting loan payments
  • Forwarding to the appropriate staff for coding and processing
  • Coding and scanning approved invoices.
• Implement data retention standards in accordance with HUD and City of Arlington regulations.
• Responsible for maintaining the Grants Management Website and portal.
• Composes and formats routine correspondence that may be of a technical and/or confidential nature.
• Greets visitors and callers to determine the nature of business and provides information about grant resources and/or appropriate referrals to resources or other staff.
• Maintains the Grants Management calendar and assists the Grants Manager with scheduling.
• Distributes and posts correspondence regarding grant and community-related events.

Knowledge, Skills and Abilities Required:

• Knowledge of office and administrative practices and procedures.
• Skill in using PC Software including current Microsoft Office Suite of applications.
• Skill in communicating professionally and tactfully with other city employees and the public by oral and written means.
• Skill with organization and attention to detail.
• Ability to exercise discretion and independent judgment utilizing knowledge of the organization's policies.
• Ability to work independently under general instructions.
• Ability to perform a variety of physical skills including but not limited to filing, pulling, seeing, sorting, squatting, standing, stooping, twisting body, typing, walking, and writing.
• Ability to operate a variety of office equipment including but not limited to PC, telephone, calculator, scanner, and copier.
• Ability to prioritize deadlines and tasks.
• Ability to learn new systems and procedures quickly.
• Ability to plan, organize, monitor, and collaborate with internal and external stakeholders to accomplish unit objectives.
• Ability to understand mathematical calculations involving fractions, percentages, and decimals.

• High school diploma or equivalent required
• Three (3) years of office administration experience.

• Knowledge of tools and resources used on how to find funding sources.
• Knowledge Neighborly Grants Management software system
• Knowledge of Constant Contact email campaign solution
• Ability to manage multiple projects simultaneously, ensuring deadlines are met and documentation is organized.

• Associates degree
• Four (4) years of office administration experience.

• Criminal background check

City of Arlington is an Equal Opportunity Employer.