Grants Administrator

Job Description

• Monday through Friday from 8:30 a.m. – 4:30 p.m.
• Temporary position until December 31, 2026
• Grade G;
  Hourly Rate Range: $28.19 – $36.99
• Anticipated Hiring Hourly Rate range: $28.19 - $31.89
• One Full-time Vacancy: 40 hours

Position is responsible for assisting in the administration of the city’s COVID-19 Economic Recovery and Reimbursement Response, including assisting with the application, administration, reporting and reimbursement processes associated with Federal Emergency Management Agency (FEMA) COVID-19 funding;
Coronavirus Aid, Relief and Economic Security (CARES) Act funding;
American Rescue Plan Act (ARPA) and other related grants awarded to the City.

• Handles financial management of FEMA, CARES, ARPA and other federal grants, ensuring expenditures are consistent with grant contracts and federal regulations.
• Manages the financial aspects of all COVID relief programs including tracking expenditures, processing accounts payable, preparing documentation for reimbursements and future auditing, and ensuring compliance with funding regulations.
• Responsible for all financial reporting using various financial software systems.
• Prepares bill warrants and processes payments to vendors.
• Prepares contracts and amendments as needed.
• Manages reconciliation of all grant accounts and prepares requests for funding and reimbursement to the City.
• Works with grant recipients to advance projects.
• Provides up-to-date financial information to the Director and Mayor to ensure advancement of the Mayor’s priorities relative to discretionary spending.
• Assists with the annual outside audit of City.
• Attends frequent webinars to stay updated on FEMA, CARES and ARPA changes.
• Posts relevant documents to website and prepares statistical reports.
• Assists, responds to, and services all visitors to Mayor’s office, resolving all constituent needs to completion.
• Answers the general Mayor’s Office phone line, provides information, answers questions, acts as a sounding board to constituents, and connects them with services to the point of resolution.
• Performs similar or related work as required.
• Assists and collaborates with the Mayoral Assistant duties as assigned.

Under general direction, employee plans and prioritizes the majority of work independently, solving most problems and adapting methods or interpreting instructions as needed. Technical and policy changes in procedures are discussed with the supervisor.

The work consists of a variety of duties which generally follow standardized practices, procedures, regulations or guidelines. The sequence of work and/or the procedures followed vary according to the nature of the transaction and/or the information involved, or sought, in a particular situation.

Relationships are constant with co-workers, vendors, the public, groups and/or individuals, and service recipients and employees of state and federal governments. The employee serves as a spokesperson or recognized authority of the organization in matters of substance or considerable importance, including departmental practices, procedures, regulations or guidelines.

The employee has access to sensitive and confidential information in the performance of their duties.

Bachelor’s degree in accounting, finance, business or a related field and more than one year, up to and including three years, of experience with Federal grants, accounting, and Munis or other financial software systems in a municipal setting, or any equivalent combination of education and experience, required.

• Knowledge of office practices and procedures; accounting and budgeting practices; federal regulations relating to grants; workings of municipal government.
• Ability to work independently in formulating decisions, interpreting policies and procedures; complete multiple tasks and set priorities; produce accurate reports and pay attention to detail; maintain objectivity and fairness in dealing with people.
• Skill in establishing and maintaining positive interpersonal relationships; skilled in using various…