Seasonal - Community Development Grant Coordinator

Position Overview

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,…