Overview
Agency Summary
The purpose and mission of the Metropolitan Emergency Services Agency (MESA) is to provide operation and management of the Division of Emergency Communications - 911 center, Division of Emergency Management, and the Division of Public Safety Communications - technology infrastructure to the City of Indianapolis and Marion County. The agency is able to do this by cultivating a productive, collaborative, and compliant work environment in order for our workforce to meet the needs of the constituents of Indianapolis and Marion County.
Job Summary
The primary purpose of the Procurement & Grant Manager is to ensure that the Metropolitan Emergency Services Agency (MESA) has the compliant, timely, and well - managed purchasing and grant processes needed to support its mission of operating and managing the Division of Emergency Communications
(911 center), Division of Emergency Management, and Division of Public Safety Communications (technology infrastructure) for the City of Indianapolis and Marion County. 1This position safeguards the agency’s ability to provide critical public safety communication and emergency management services by overseeing all procurement activities, managing the full lifecycle of grants, and ensuring strict adherence to fiscal, legal, and regulatory requirements. Position reports to the CFO.
Position Responsibilities
- Responsible for ensuring all fiscal reporting is daily, timely and accurately for all divisions of MESA, whether it relates to procurement reporting or grant reporting.
- Coordinates closely with internal stakeholders and central purchasing to ensure that procurement actions support agency priorities and maintain operational readiness.
- Manages the full lifecycle of grants, including application support, budget setup, reporting, compliance monitoring, and close out activities.
- Maintains accurate grant documentation, deadlines, and audit ready records to support Emergency Communications, EMA operations, and PSC technology initiative.
- Supports budget preparation and ensures alignment of grant funded activities with agency priorities identified in annual budget narratives.
- Serves as MESA board secretary, coordinating meetings, recordings, and upkeeping of minutes.
- Manages all division travel requests and expense reports utilizing PeopleSoft.
- Processes approved travel-related paperwork encumbers agency funds for employee travel and expenses.
- Secures arrangements for business related travel when necessary.
- Maintains reports of approved travel requests and travel expenses.
- Create and maintain requisitions, purchase orders, vouchers, and receipts to ensure. equipment, supplies, and services are received, and payments are processed and paid in a timely manner to support the agency.
- Determines appropriate method of competition as established by procurement state statute, rules, regulations, and policies.
- Research and evaluate purchases and related services, supplies and equipment based on price, service, quality, and warranty to meet the needs of the agency.
- Completes purchase transactions ensuring all required documents are available for public record.
- Responsible for all aspects of the agency’s usage of the city P-card program and benefits.
- This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities that management may deem necessary from time to time.
Qualifications
Associate’s degree in business management, Accounting Principles, or related field with two (2) years’ experience in an accounting or procurement position. Ability to effectively communicate both orally and in writing with a diverse customer base. Proficiency in Microsoft Office and other purchasing software systems including Microsoft Office. Must be able to prioritize projects and meet deadlines. Must have a fundamental knowledge of procurement rules, updated citywide agreements, and other items being paid by either card.
Preferred Job Requirements And Qualifications
Bachelor’s degree in business management, Accounting Principles, or related field with one (1) year experience in auditing, purchasing, grants, or accounts payable position. 2 Years of service with City/County in lieu of education is allowable.
Working Conditions
Essential functions are regularly performed in an office setting without exposure to adverse environmental conditions. Some evening applies. Occasional travel may be required. Position may be required to attend meetings at other locations.
Physical Conditions
- Sitting at a desk the majority of the day
- Some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10) pounds
- Tasks may involve extended periods of time at keyboard or workstation
- Tasks require the ability to perceive and hear sounds and see visual cues or signals
- Tasks require the ability to communicate orally
Equal Employment Opportunity
The City of Indianapolis Marion County is an equal opportunity employer . All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status. We value diversity in perspectives and experiences among colleagues and the residents of this city of whom we serve.
If your qualifications meet the requirements of the posted position, your application will be referred to the hiring agency. Once the agency receives your application, all further communication during the interview and selection process will be handled directly BY THE AGENCY. It is IMPERATIVE that you record the contact information of the individual who is scheduling your interview. City-County HR will not have access to this information, is not involved in the interview or selection process, and can only confirm whether an application has been referred. After selection of the successful candidate, an official offer of employment will be made by HR.
