Grants and Administrative Support Specialist

Grants And Administrative Support Specialist

The Grants and Administrative Support Specialist is responsible for monitoring and reporting on federal, state, and institutional grants maintained by the City, with an additional focus on accounting functions, including bank reconciliations and posting journal entries. This position reports to the Accounting Supervisor and the Director of Financial Services. The role requires close collaboration with internal City departments and the third-party grant management company to ensure accurate and timely financial processing.

The position is accountable for maintaining full compliance with grant agreements, institutional policies, and applicable accounting standards and regulations. Success in this role requires strong accounting knowledge, exceptional attention to detail, excellent organizational skills, and the ability to effectively coordinate financial and administrative activities across departments.

Reconciles bank statements, writes journal entries, researches and corrects errors on the ledger. Assists with submission of grant applications, reimbursement requests and coordinates required documentation and approvals. Maintains comprehensive grant files. Maintains returned checks, and security deposit subsidiary ledgers and others as they arise. Monitors changes in grant regulations and funding agency guidelines; develops and maintains relationships with funding agencies and partner organizations Oversees the digitization of paper documentation.

Assists with annual external and single audits and site visits related to grant funding; ensures documentation is complete and accessible. Assists with Accounts Payable and performs general accounting duties during staff absences.

Education and Experience:

Bachelor's degree in Accounting, Finance, Business Administration, or a related field. Minimum of three (3) years of progressive experience in accounting, grant accounting, governmental accounting, or financial administration (preferred). Demonstrated understanding of GAAP and GASB (preferred) standards. Experience working with a variety of software applications, including ERP systems and project management tools. Or any equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities.

Licenses and

Certifications:

Valid Driver's License

Collaborates with various city departments to ensure proper accounting and financial management of grant funds. Tracks grant expenditures and reimbursements and prepares monthly, quarterly, and annual internal and external reports. Assists in developing city-wide strategies for grant acquisition and compliance. Assists with the preparation of annual financial statements related to grants and restricted funds. Performs other related duties as assigned. General office equipment.

Computer with Microsoft Office Suite, financial software, and grants management tools. Valid Driver's License