Grant Management Administrative Support Assistant

Title:

Grants Management Administrative Support Assistant

Employment Status:
Full-Time
FLSA Status:
Exempt

Reporting to:
Executive Assistant

Under the direction of the Executive Assistant, the Grants Management Administrative Support Assistant will perform grants and contracts management in electronic databases, financial management including accounting-related activities, as well as clerical and administrative duties directly related to the management and business operations of Community Economic Development, Finance, and the Deputy Director’s office

• Manages all accounting activity on externally funded grants and contracts. This includes:
  • monitoring of budgets,
  • billing for costs and other payments as deemed under the contract and
  • auditing all expenses charged to the funds.
• Reviews budgets to ensure accuracy of costs, both direct and indirect, as proposals are developed.
• Prepares invoices to the sponsor as prescribed and ensures revenue is properly recorded.
• Responsible for the accounting of all Grant and Restricted Funds receives ensuring that:
  • Procedures for all Grants and Restricted funds are followed.
  • Procedures for all Grants and Restricted funds are on file and are current.
  • All funds received are deposited in a timely manner.
  • Agency Invoices are paid and journal entries made in a timely manner.
  • Monitors budget to ensure compliance with agreement.
• Reviews and approves Agency Purchase Request forms and releases requisitions ensuring that grant expenditures comply with the grant/contract
• Prepares schedule of annual federal assistance for the A-133 audit compliance.
• Prepares required report of all grant and contract expenditure activity annually.
• Closes out sponsored projects as appropriate.
• Acts as liaison on audits of externally funded contracts and grants with Finance department staff.
• Creates, maintains, and deletes Funds, Funds Centers, and Cost Centers
• Prepares year end accounting entries for annual audit. This also includes preparing a year end restricted schedule which provides complete accounting for each grant
• Monitors federal aid funds balances recording revenue and booking receivables.
• Maintains grant accounting software and inputs data as needed maintaining database
• Assign and remove employee rights and roles in database as needed
• Provides backup support for receptionist and switchboard operations as needed.
• Responsible for media and legal notices.

• Performs other duties as assigned.

• Coordinates scheduling, meeting logistics, materials, correspondence, and minutes for designated boards, councils, committees and staff meetings, including:

Hazard Mitigation

Water Management

Economic Development

Regional Transportation

• Schedules and manages Boardroom usage.
• Prepares and distributes meeting materials and maintains appropriate meeting records.

• High School Diploma with prior supervisory fiscal experience and/or prior grant experience a plus.

• Excellent communication, verbal and written
• Develop solutions to problems.
• Organize and plan effectively.
• Master attention to detail in analyzing and evaluating information
• Complete multiple tasks.
• Interact with diverse publics in a friendly and welcoming manner.
• Work effectively in a team environment.
• Computer Skills (Microsoft Word Suite and work-related software)

GRADD is an Equal Opportunity Employer and is committed to fostering a diverse, inclusive, and equitable workplace and offers a meaningful opportunity to serve the region, support dedicated public-service professionals, and contribute to programs that make a lasting impact on communities. GRADD is committed to fostering a collaborative, respectful, and mission-driven workplace where employees can thrive and grow.