Grants Administrative Assistant

Overview

Work Unit Overview: The Grants Administrative Assistant supports the work of the Grant Manager by handling a variety of administrative tasks that contribute to the effective management of county grants and infrastructure projects. This position plays a key role in organizing and maintaining documentation related to grant funding, gravel pit operations, and bridge projects. The assistant ensures that records are complete, deadlines are tracked, and reports are accurately prepared, providing support to the overall workflow and compliance efforts of the Grants Department.

Job Summary: The Grants Administrator Assistant is a permanent position that provides direct support to the Grant Manager by assisting with day-to-day tasks related to grants, gravel pit documentation, and bridge project tracking. This role is responsible for maintaining accurate records, organizing project files, preparing basic reports, and ensuring key deadlines and compliance requirements are met. The position plays a critical role in keeping administrative processes running smoothly and supporting successful grant and infrastructure project management.

• Assists in preparing and submitting applications, ensuring all required documentation is complete.
• Assists with preparing requests for proposals, bid documents, etc., prepare letters of endorsement and support, and monitor projects/programs  progress.
• Ensure compliance with donor requirements and grant standards.
• Maintain organized records for active grants, including financial documentation, project milestones, and reporting deadlines.
• Participate in job related organizations as authorized.
• Track grant spending, prepare reimbursement requests, and compile necessary supporting documentation.
• Work with County departments that write and submit grants to ensure grants are being properly prepared, administrated and managed.
• Coordinate with County departments, engineers, architects, and other organizations to administer successful grant projects.
• Attend evening meetings as necessary.
• Assist with drafting grant related correspondence, reports, and compliance documents.
• Serve as a liaison with principals and other departments on issues regarding grants.
• Monitor and update project timelines to ensure grant deliverables are met.
• Schedule meetings and document meeting minutes as needed.
• Assist in preparing presentations, public notices, and outreach materials related to grant funded projects.
• Manage filing systems to ensure accurate and accessible records.
• Perform related work as required.
• Assist CFO with annual audits on federal grants.

• Maintain detailed records of gravel pit operations, including site maintenance reports, royalty reports, permits, and regulatory compliance documentation.
• Support the Grant Manager with tracking environmental and reclamation requirements.

• Assist in tracking bridge project timelines, budgets, and required documentation.
• Maintain organized files for bridge project contractor communications and funding sources.
• Support communication between project engineers, contractors, and government agencies.

• This job requires any combination of education from an accredited college or training which provides the knowledge, skills, and abilities necessary to perform the work.
• Good Organization and Communication skills.
• Must have knowledge of computers including word processing, internet use, Excel spreadsheets, and basic office equipment.
• Must have a thorough knowledge of standard grant procedures and administration.
• Must be self-motivated and cooperative, have the ability and willingness to meet the public in a helpful manner, have a good attitude, and be able to perform under minimum supervision.
• Must be able to manage the grant administrator program including budget preparation.
• Must have skills in public administration and records management, and the ability to prepare documents using proper English grammar, spelling, and punctuation.
• Must be able to handle stressful situations with demanding timelines, and multiple tasks/deadlines.
• Must have an understanding of functions within Madison County and the relevance of grant types to those functions.
• Must have a valid Montana driver's license.