Grants & Project Administrator

Grant Administrator

Leads City efforts to access federal, state, local and/or private grants, particularly associated with the American Rescue Plan and future infrastructure programs. The position will work with all staff across the organization to pursue, research and write grant proposals, monitor and report on all grant programs and provide review of procurement/contracts to City departments. The work is detail-oriented, requires flexibility, positivity, effective time management, precision, and discretion.

Work responsibilities extend to supervising the CDBG and ARPA staff. The position will report to the Finance Director.

Essential Functions Of Work:

• Actively explores, researches, identifies, and evaluates federal, state, local and private grant funding sources for all city departments. Regularly performs outreach in order to understand and pursue department needs that may be eligible for grant funding. Coordinates with federal, state, local, and private agency officials to ensure compliance and grant reporting requirements.
• Prior to grant acceptance, evaluates and oversees grant requirements to include determining the amount of matching funds required, if in-kind services are to be provided, length of the grant and consequential disposition of service, and related operating expense reviews; presents completed evaluation to Finance Director for review and final approval.
• Provides administrative support to the department: provides fiscal oversight and guidance, technical assistance, and training to the departments in the proper preparation of grant applications and in the development and implementation of procedures to ensure grant compliance and accountability systems; reviews funding requests and coordinates the review process, as needed; monitors the implementation of grant-funded projects located throughout the City.
• Administers procedures, in accordance with applicable law, regulation, or policy, for the receipt of grant program funds from various funding sources; creates reports as required; answers inquiries relating to proposed grants, contracts, budgets and program activities.
• Researches, monitors and coordinates fiscal compliance activities; maintains respective compliance requirements; provides current information to the departments to work towards the goal of reducing single audit findings.
• Utilizes a community support network by meeting and working alongside representatives of government bodies, local businesses, other groups or organizations to develop best practices in accordance with applicable law, regulation, or policy; promotes program objectives, develops new programs and solicits participation, efficiently utilizing available expertise.
• Develops, monitors, and maintains grant project tracking systems to ensure timely preparation of grant reimbursement remittances and compliance with grant requirements.
• Prepares annual Schedule of Expenditures of Federal Awards (SEFA) as part of the City Single Audit and submits to Finance Director for review.
• Reviews program budget, and purchases; monitors expenditures and grant budget accounts; performs grant and general fund reconciliation and projections to include actual revenues and expenditures against grant award amounts; ensures all grant conditions are in fiscal compliance.
• Assists in all audit requirements and conducts grant contract monitoring for the City and sub-grantees.
• Reviews recommendations for new funding sources in conjunction with needs assessments and program evaluations, to better achieve department program goals and objectives. Assists in advertising, bidding, and awarding of contracts for projects.
• Performs a key role in project planning and administration, scheduling, and budgeting for needed improvements in coordination with the five-year capital improvement plan.
• Performs project accounting functions including managing the budget, tracking expenses, paying pay requests, processing grant draw requests, processing any bond or lien releases, preparing all closing financial documents for fixed asset recording, and assisting with yearend procedures and audit.
• Assists in advertising, bidding, and awarding of contracts for projects.
• Assists Finance Director with special projects and any other duties as required.

Education & Experience:

• Bachelor's degree in finance, accounting business administration, or a closely related field.
• At least three (3) years administrative, management, accounting, finance, grants administration/management, project or compliance management.
• Three (3) years of professional-level experience managing federal and/or non-federal grant application award processes and post award grants management.
• Any combination of education and experience directly related to the above skills will be considered.
• Experience in budgeting and accounting principles required, with municipal budgeting preferred.
• Project management certification, and/or experience is preferred.

Necessary Special

Qualifications:

• Federal and state grants experience.
• General…