The Grant Administrator monitors, audits, documents, and determines compliance with the U.S. Department of Housing and Urban Development (HUD) rules and regulations specific to the Community Development Block Grant (CDBG) program. This includes developing and maintaining program files and financial records, providing technical support to grantees, and monitoring and auditing of grantees to ensure in compliance with regulations. This position will also prepare documents and presentations for City Council and Council Committee Meetings, and will also be responsible for conducting outreach as part of the annual plan development process. The Grant Administrator leads the planning process and prepares related documents for miscellaneous plans and reports, and also develops and maintains records for labor and procurement standards and Environmental Reviews. The position will also provide support for other internal and external grant programs as needed. The hiring range for this exempt full-time position begins at $64,000 annually (DOQ).
Position Responsibilities
Program Development. Prepares and updates the City's CDBG five-year Consolidated Plan and Annual Action Plans. Reviews goals and objectives, conducts a public assessment of needs and priorities, holds public meetings, coordinates the public input process, meets with necessary agencies and local municipal representatives to discuss potential projects, evaluates potential projects.
Program Administration. Generates high-quality plans, reports, and supporting documents. Coordinates the preparation of grant assistance; assists in accounting for expenditures of funds; obtains reports reflecting expenditures and reimbursement requests. Identifies and develops strategies to optimize the administration process. Work will include preparing and maintaining a written record for each project which contains all review documents, public notices (and proof of their publication), and written determinations or findings. Keeps up-to-date on latest developments related to funding of housing and neighborhood development programs by attending training and professional association meetings.
Compliance. Reviews and evaluates project proposals including ensuring compliance with applicable regulations, policies, and guidelines. Reviews and tracks grant/public assistance documentation, submits and manages reimbursements for funds, ensures compliance with funding requirements, and supports financial oversight for administration and reimbursement of funds with collaboration from other department staff. Performs on-site and desk audits of all contracts between the City and sub-recipients to ensure compliance.
Grant Tracking. Tracks application/report deadlines, manage files, organizes information on current and potential grant prospects, and submits quarterly financial reports as required. Coordinates and follows-up on the progress of submitted proposals. Informs supervisor on the progress of all grants and issues that may arise. Completes the record-keeping process with consistent well-organized sub-grantee and grant project files. Utilizes federal reporting systems including the Integrated Disbursement and Information System (IDIS) online to manage information and payments for federally-funded projects.
Financial Management. Creates budgets, manages funds, and ensures adherence to financial guidelines throughout project lifecycles. Familiarity with federal, state, and City funding sources, their application processes, eligibility criteria, and compliance requirements relevant to various projects. Conducts financial reviews of all reimbursement requests from sub-recipients to assure all requirements, contract terms, and conditions have been met. Coordinates preparation and processing of payments according to established policies. Participates in financial audits by the City's external auditors of the CDBG program and other programs funded by the City's General Fund, as needed. Provides requested information in a timely manner and makes available all files and/or documents requested by the auditors.
Community Development Human Service Fund Grants. Solicits grantees for Community Development Department Human Service Fund, establishes review and reporting criteria, assesses priority needs, reviews applications, makes funding recommendations, processes award payments, and tracks grants.
Cross-Departmental and External Collaboration. Coordinates with the Finance Department on administration and reporting, and to assure appropriate segregation of duties and compliance. Meets regularly with other Department staff and supervisors to discuss current and new funding needs, and ongoing projects. Represents the City on various boards, committees, and task forces, as assigned. As needed, assist other staff and departments with Federal, State, and private funding grants. May identify, research, develop, write, submit, and access reporting for grant proposals.
Research and Development. Works with appropriate personnel to research, develop, write and submit letters of inquiry, concept papers. and grant proposals. Conducts special projects and assignments for the Community Development Department and other management staff by providing technical and professional assistance.
Minimum Qualifications
- Bachelor's degree in Planning, Public Administration, Political Science, Business Management, or a related field is required.
- Two (2) years of experience in grant finance and accounting. Must demonstrate working knowledge of Federal OMB Uniform Guidance.
- Two (2) years with the Community Development Block Grant Program and/or other HUD Community Planning and Development Programs. Prior oversight of a major program is highly desirable.
Any combination of education and experience that provides the knowledge, skills and abilities to successfully perform the responsibilities identified in this job posting may also be considered.
