Grants Administrative Assistant

Statement of Duties

The employee should have a general understanding of the whole grant award cycle from pre-award to post-award. Furthermore, the employee in this position is responsible for coordinating the implementation of grant awards and adhering to post-award compliance. Employees are required to perform all similar or related duties.

The essential functions or duties listed below 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.

• Assist the Health & Human Services (HHS) Finance Manager and Division Directors/Managers with preparation and budgeting for grant applications on behalf of the HHS Department.
• Maintain grant application calendar for all grant deadlines, including but not limited to grant requests, deliverables, and other key milestones.
• Prepare and submit budget amendments.
• Assist the HHS Finance Manager in the development of grant administration policies and procedures in accordance with state, local, and federal regulations.
• Ensure accurate and timely preparation of Invoices, Financial/Non-Financial Reports, along with other reports/deliverables tied to periodic reimbursements in conjunction with the HHS Finance Manager.
• Submit weekly requisitions, invoice batches, journal entries, and other tasks tied to all HHS grants.
• Maintain appropriate spreadsheets and documentation to support expenses.
• Monitor grant budgets and expenditures to ensure spending rates are in line with the approved grant budget.
• Assist HHS managers in gathering data for reports and ensure that proper records are maintained.
• Communicate relevant grant information with agency departments and all appropriate HHS Department staff.
• Other duties as assigned.

Education and Experience: High School diploma or equivalent and three (3) years of related experience is required.

Knowledge, Abilities and Skill

Knowledge: General knowledge of the City’s local government policies and procedures. Knowledge of grants, spreadsheets and tracking costs.

Ability: Ability to meet and deal appropriately with grant agencies; ability to handle problems effectively; ability to communicate clearly, both orally and in writing; ability to operate a computer; ability to maintain, manage, and organize records; ability to deal appropriately with City and Department employees.

Skill: Excellent organizational skills; excellent data processing skills in the use of personal computers and office software, including word processing, database, and spreadsheet applications.

The work environment involves everyday discomforts typical of offices, with occasional exposure to outside elements. Noise or physical surroundings may be distracting, but conditions are generally not unpleasant. Employees may be required to work beyond normal business hours in response to attending evening meetings or completing work assignments.

Physical and Mental Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the position’s essential functions.

Physical Skills

Little or no physical demands are required to perform the work. Work effort principally involves sitting to perform work tasks, with intermittent periods of stooping, walking, and standing. There may also be some occasional lifting of objects such as books, office equipment and computer paper (up to 30 lbs.).

Motor Skills

Duties are largely mental rather than physical, but the job may occasionally require minimal motor skills for activities such as moving objects, operating a telephone system, computer and/or most other office equipment, typing and/or word processing, filing, and sorting.

Visual Skills

Visual demands include constantly reading documents for general understanding and for analytical purposes.

Hours: Full-Time
Salary: $65,000.00 annualized, plus benefits
Union: Non-Union
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