Assistant Grant Administrator

Essential Duties and Responsibilities

• Assemble and maintain complete program files (grants, loans, and earmarks), including award or loan documents, budgets, amendments, procurement records, invoices, correspondence, and monitoring materials.
• Maintain file completeness using an approved checklist to support monitoring, audit, internal review, and public accountability requests.
• Ensure files are organized, accurate, and audit-ready in accordance with County and program requirements.
• Maintain file index and document naming conventions to support retrieval and continuity.

• Prepare invoice-by-invoice reconciliations using vendor statements, invoices, and aging reports.
• Identify and document credits, duplicate payments, unapplied cash, and timing distinctions (past due vs. not yet due).
• Compile complete payment support packages (statement, invoices, reconciliation worksheet, remittance detail) for supervisory review.
• Submit reconciliations and payment documentation to the Grants Administrator for verification prior to routing to Finance or Treasury.
• Ensure remittance documentation includes invoice numbers and account or customer identifiers to support proper application of payments.
• Escalate discrepancies or uncertainty promptly to the Grants Administrator and document follow‑up actions in case notes and/or tracking logs.

• Coordinate with County departments, Finance, Treasury or Accounts Payable, and vendors to obtain missing documentation or administrative clarification as directed.
• Communicate professionally with internal departments and vendors and-escalate issues through supervisory channels.
• Maintain accurate records of outreach, responses, and next steps to support continuity across departments.

• Follow established internal control procedures, segregation‑of‑duties standards, and County policies for documentation and payment support.
• Maintain confidentiality and appropriate handling of sensitive documents consistent with County policy and public records requirements.
• Complete required internal training on County financial processes, documentation standards, and grants, loans, and earmarks workflow within established time frames.

• Perform other related duties as assigned, consistent with the scope and level of this position and in accordance with County policies and internal control requirements.

• Approve or authorize payments (no).
• Make final determinations of amounts owed without supervisory verification (no).
• Communicate binding compliance determinations to vendors or funders (no).

• High School Diploma or GED required.
• One (1) to three (3) years of experience in administrative support, finance or accounting support, records management, accounts payable support, or related work.
• Proficiency in Microsoft Excel and Word; ability to work accurately with invoices, statements, and supporting documentation.
• Demonstrated attention to detail, reliability, and ability to follow written procedures.

• Associate’s degree in Business, Accounting, Finance, Public Administration, or related field.
• Prior experience in local government, grant‑supported programs, or public‑sector documentation environments.
• Experience with invoice reconciliation and vendor statement review.
• Familiarity or exposure to government internal controls, procurement documentation, or Uniform Guidance (2 CFR 200) concepts.

• Must possess and maintain a valid driver’s license and be eligible to operate a County vehicle, as required.
• Must complete a criminal background check in accordance with County policy.
• Must successfully pass a pre‑employment drug screening and any subsequent testing required by County policy.

Work is performed primarily in an office environment and requires extended periods of sitting, computer use, and occasional lifting or moving of files or office materials.

Williamsburg County upholds…