Grant Management Administrative Support Assistant

Title:                                Grants Management Administrative Support Assistant

Employment Status:        Full-Time
FLSA Status:                   Exempt

Reporting to:                   Executive Assistant

Position Summary

Under the direction of the Executive Assistant, the Grants Management Administrative Support Assistant will perform grants and contracts management in electronic databases, financial management including accounting-related activities, as well as clerical and administrative duties directly related to the management and business operations of Community Economic Development, Finance, and the Deputy Director’s office

Key Duties and Responsibilities:

• Manages all accounting activity on externally funded grants and contracts. This includes:
  • monitoring of budgets,
  • billing for costs and other payments as deemed under the contract and
  • auditing all expenses charged to the funds.
• Reviews budgets to ensure accuracy of costs, both direct and indirect, as proposals are developed.
• Prepares invoices to the sponsor as prescribed and ensures revenue is properly recorded.
• Responsible for the accounting of all Grant and Restricted Funds receives ensuring that:
  • Procedures for all Grants and Restricted funds are followed.
  • Procedures for all Grants and Restricted funds are on file and are current.
  • All funds received are deposited in a timely manner.
  • Agency Invoices are paid and journal entries made in a timely manner.
  • Monitors budget to ensure compliance with agreement.
• Reviews and approves Agency Purchase Request forms and releases requisitions ensuring that grant expenditures comply with the grant/contract
• Prepares schedule of annual federal assistance for the A-133 audit compliance.
• Prepares required report of all grant and contract expenditure activity annually.
• Closes out sponsored projects as appropriate.
• Acts as liaison on audits of externally funded contracts and grants with Finance department staff.
• Creates, maintains, and deletes Funds, Funds Centers, and Cost Centers
• Prepares year end accounting entries for annual audit. This also includes preparing a year end restricted schedule which provides complete accounting for each grant
• Monitors federal aid funds balances recording revenue and booking receivables.
• Maintains grant accounting software and inputs data as needed maintaining database
• Assign and remove employee rights and roles in database as needed
• Provides backup support for receptionist and switchboard operations as needed.
• Responsible for media and legal notices.

• Performs other duties as assigned.

Meeting and Board Coordination

• Coordinates scheduling, meeting logistics, materials, correspondence, and minutes for designated boards, councils, committees and staff meetings, including:

Hazard Mitigation 

Water Management

Economic Development 

Regional Transportation 

• Schedules and manages Boardroom usage.
• Prepares and distributes meeting materials and maintains appropriate meeting records.

Education Requirements:

• High School Diploma with prior supervisory fiscal experience and/or prior grant experience a plus.

Knowledge and Skills:  

• Excellent communication, verbal and written
• Develop solutions to problems.
• Organize and plan effectively.
• Master attention to detail in analyzing and evaluating information
• Complete multiple tasks.
• Interact with diverse publics in a friendly and welcoming manner.
• Work effectively in a team environment.
• Computer Skills (Microsoft Word Suite and work-related software)

Commitment to Equal Opportunity

GRADD is an Equal Opportunity Employer and is committed to fostering a diverse, inclusive, and equitable workplace and offers a meaningful opportunity to serve the region, support dedicated public-service professionals, and contribute to programs that make a lasting impact on communities. GRADD is committed to fostering a collaborative, respectful, and mission-driven workplace where employees can thrive and grow.