Sr. Grant Administrator and Public Records Specialist

TITLE:

Senior Grant Administrator & Public Records Specialist FLSA STATUS:
Non-Exempt

REPORTS TO:

Administrative Services & Human Resources Director/City Clerk SUPERVISES:
None GENERAL DESCRIPTION

This position is responsible for maintaining, reviewing, and coordinating grant programs for all City departments. This position is also responsible for administering the Public Records Policy for the City. With delegated authority, performs duties and/or coordinates administrative support functions of a substantive, professional nature utilizing extensive knowledge of City services, policies, and practices.

Maintains complete and accurate construction project and grant related files in a format that will facilitate the annual A-133 audit performed by the Washington State Auditor's Office as well as satisfying the speediest and most organized retrieval system. May receive and check Intent to Pay Prevailing Wage and affidavits of wages paid. Monitors projects and contracts for Federal, State and City program compliance.

May assist with the preparation of applications for grant funding and maintains grant funding resource materials and publications. Interprets Federal guidelines and State regulations on fiscal matters related to grants. Coordinates with fiscal and operational staff within the City and other agencies for grant application and management purposes. Complete the necessary documentation for reimbursement claims, period reporting and other reports required by the funding agencies.

Serve as the liaison between the offices of the City Clerk, Treasurer, and other Department Heads for grant-related items. Prepares periodic reports on the fiscal status of grants and other resource programs. Conducts routine reviews and analysis of project costs and investigate any differences.

Monitors grant compliance and serves as fiscal liaison for grant/loan issues with other private and public agencies. Assesses compliance processes and identifies compliance issues and weaknesses. Monitor and communicate developments, trends, and other issues associated with compliance management.

In conjunction with the Public Records Officer, administers the function of public records disclosure, assisting the public in accessing records and information in compliance with the Public Records act and City Policy. Tracks all requests for records and ensures accurate and timely completion.

Receives and responds to public inquiries. Gathers information and prepares annual Street Report and Title VI Report. Assists with the maintenance of files and a variety of records of the City Administrative Offices. Acts in place of the Administrative Assistant in his/her absence. Acts in place of the Senior Accounts Payable Administrator in his/her absence. Keeps the Administrative Services & Human Resources Director/City Clerk informed of significant and important items requiring his/her attention.

Other duties as assigned.

Compiles special budgetary reports as required, in a variety of formats. Maintains records associated with 1099's, distributes on an annual basis.

Professional demeanor and appearance are required of this position. Must show initiative in performing job functions.

All work activities shall be conducted in compliance with the Safety and Accident Prevention Plan.

The duties above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

Graduation from a standard high school, vocational school, or the equivalent. Minimum of four (4) years' work experience in Municipal Government or closely related field with experience in accounting supplemented by courses in bookkeeping, accounting, grammar, spelling, and punctuation.

Progressively responsible experience managing State and Federal Grant programs.

Experience in accounting and governmental accounting or the ability to adapt to governmental accounting requirements.

Experience with computer/word processing system, preferably with Microsoft Word for Windows and Excel Spreadsheets.

Type 40 net words per minute minimum.

Knowledge of Federal, State and Public grant programs and the fiscal procedure required in this specialized area is required. Requires the ability to perform accurate, detailed numeric work.

Ability to become knowledgeable of department procedures and City ordinances.

Time management, including ability to manage multiple projects simultaneously with continually changing priorities while meeting deadlines.

Excellent organizational skills are required. Must be able to prioritize tasks, set goals, and develop systems for achieving those goals.

Must be able to manage multiple responsibilities simultaneously, stay focused on deadlines and manage complex projects efficiently.

Must maintain an orderly workspace and communicate well with the team.…