Program & Grants Administrator

Responsible for supporting the Springfield Fire Department by assisting with financial, grant, data, and administrative functions that support departmental operations and strategic priorities. Performs a broad range of analytical, administrative, and operational support duties, including data analysis, grant coordination, procurement support, and inventory oversight, under the direction of the Director of Finance and Administration. No supervision is exercised over other employees.

• Assists in the maintenance of personnel and fiscal records.
• Secures personnel, financial, service, and operations data from internal and external sources.
• Cleans, integrates, and analyzes data to develop recommendations to the Director of Finance and Administration.
• Assist the Director of Finance and Administration in prioritizing needs and coordinating grant preparation assignments.
• Assists in the management of grants, including proposal development, submissions, preparing financial reports and other financial documents, reviewing purchases, and ensuring compliance with all grant guidelines.
• Helps maintain accurate grant files and ensures ongoing compliance.
• Enters, organizes, and processes data and information in spreadsheet and database applications by creating templates, form letters, functions, and tables.
• Facilitates the identification of grant and additional funding sources or opportunities that support goals and needs of the department.
• Prepares and presents analyzed data in order to make recommendations to the Director of Finance and Administration.
• Manages and maintains accurate inventory of equipment and supplies, including uniforms, gear, and equipment for the firefighters.
• Manges and maintains vendor relationships for grant, uniform, equipment, and supply purchases while complying with Chapter 30B and City of Springfield Procurement policies.
• Participates in meetings, seminars, workshops, conferences, and in-service training sessions or related activities in the Director of Finance and Administration’s absence.
• Serves as a project assistant to support special projects as required.
• Performs related work as may be assigned by the Director of Finance and Administration or the Fire Commissioner.

• Knowledge of grant development process.
• Knowledge of specialized formats for letters, memos, and reports.
• Considerable knowledge of compiling, maintaining and analyzing financial data.
• Working knowledge in preparing and maintaining personnel records.
• Ability to exercise independent judgment in evaluating situations and making decisions.
• Ability to apply and explain rules, regulations, policies and procedures.
• Ability to reach out to and communicate with members of the business community for funding of special projects.
• Ability to understand and follow verbal and written instructions; read and comprehend written materials.
• Ability to operate personal computers and various office equipment.
• Ability to use word processing, spreadsheet and database applications; including the ability to create simple functions, tables and forms.
• Ability to establish and maintain effective working relationships.
• Ability to communicate effectively both verbally and in writing.
• Ability to plan and project future operating needs in terms of fiscal needs and staff changes.
• Strong project management and time management skills; highly organized and detail oriented.

• Bachelor’s degree from an accredited college or university with major course work in business administration or a related field.
• Three years’ experience, preferably in a municipal government, to include one year of direct performance management experience.
• Any equivalent combination of seven (7) years of relevant experience and education.