Grants Admninistrator Job Delaware area,Ohio USA,Government

Job Title

Under the direction of the City Manager, the Grants Administrator is responsible for providing comprehensive grant management services involving all aspects of requirements for HUD Programs such as the Community Development Block Grant (CDBG) and HOME Investment Partnerships Program (HOME), programs offered through the Ohio Department of Development (ODOD) and other state and federal sources.

Essential Functions

For purposes of 42 USC 12101

Research, review, analyze, present, and coordinate appropriate funding sources for target projects. This includes evaluating eligibility requirements, compliance expectations, and alignment with organizational priorities.

Prepare, monitor, and administer private, local, state, and federal grant programs including Community Development Block Grant (CDBG). Research new grant opportunities in both the public and private realms, including foundations, philanthropic organizations, and estate-based giving programs, with a focus on understanding donor intent, funding priorities, and long-term relationship building.

Prepare the grant application. This includes determining eligibility of projects from eligible entities, convening required public hearings with notice preparations, and preparing all appropriate forms and exhibits as required by the funding source. Complete documents for submission through the funding source's electronic grant application portal and ensure compliance with all required timelines and submission standards.

Prepare the required environmental review record after funding approval to document project impact on the environment and obtain the release of funds for use on all activities for the specified project. This includes determining the appropriate level of review, preparing statutory checklists and public notices, coordinating with regulatory agencies, and submitting the request for release of funds to the funding agency.

Secure release of funds prior to work contract execution.

Provide technical assistance to city staff throughout the grant period for execution of grant administration activities. Advise on procurement type and management of project activities. This includes, but is not limited to, grant agreement review, tracking milestones and deadlines, assistance with construction management practices, federal or state prevailing wage and labor compliance, materials/equipment procurement, RFQ/RFP processes for studies, program status reports, file setup and maintenance, and financial management per federal grant policies, audit guidelines, and standard municipal accounting practices.

This includes preparing and submitting grant drawdowns through an electronic grant management system, monitoring expenditures, and ensuring that appropriations are available within the budget for required matching funds before obligations are made.

Coordinate with Finance to ensure all grant-related financial practices meet internal procedures, external audit requirements, and federal fiscal compliance standards. Maintain audit-ready records and collaborate with funding agencies during monitoring visits or financial reviews.

Conduct community needs assessments as prerequisite planning tools for future funding needs. Prepare strategic plans and area plans, including managing outside consultant service contracts, conducting neighborhood engagement activities, analyzing data and research, authoring documents, making presentations, and ensuring elected and appointed official involvement.

Serve as a liaison between funding agencies, foundations, estate administrators, and city departments while maintaining positive relationships with all stakeholders. Develop and steward long-term partnerships with philanthropic organizations and estate-based donors by communicating program impact, honoring donor intent, and ensuring transparency in the use of funds.

Ensure compliance with state and federal regulations related to all grant processes, coordinate with city staff to correct deficiencies, and provide training on best practices, regulatory updates, and internal procedures.

Develop and maintain a master file of pending, existing, and past grants, including documentation of reporting deadlines, compliance requirements, financial obligations, and historical performance.

Participate in federal or state-level program advisory committees for various programs, as well as funding agency meetings and training sessions to remain current on evolving guidelines, timelines, and best practices.

Assist City staff with the annual City budget preparation for the housing grant, community development grant, and revolving loan funds to address anticipated community needs. Ensure that matching grant requirements, appropriations, and long-term obligations are accurately projected.

Maintain the Economic Development Revolving Loan Fund Portfolio. Prepare semi-annual status reports for submission to the Ohio Department of Development.

Coordinate with the Director of Finance regarding fund maintenance and…