Grants Management Administrator

General Purpose Of The Position

Performs advanced professional work involving the administration of municipal grants and other external funding sources throughout the full grant lifecycle, including pre-award coordination, post-award grant management, reimbursement requests, compliance monitoring, financial tracking, reporting, and closeout.

Essential Duties And Responsibilities

• Administers assigned grants from award through closeout, including award setup, implementation, monitoring, reporting, reimbursement, amendments, and final closeout documentation.
• Captures and coordinates with department staff, Finance, Purchasing, Engineering, Construction, consultants, contractors, and funding agencies to ensure timely submission of reports, deliverables, invoices, procurement records, and supporting documentation.
• Tracks grant budgets, expenditures, reimbursements, match requirements, encumbrances, balances, and project schedules.
• Prepares, reviews, and submits reimbursement requests, progress reports, financial reports, performance reports, closeout packages, and related grant documentation.
• Maintains complete, organized, and audit-ready grant files and databases in accordance with local, state, and federal record retention requirements.
• Maintains compliance with grant agreements and applicable requirements, including procurement standards, contract provisions, allowable costs, reporting deadlines, and documentation requirements.
• Reviews procurement, contract, and payment documentation for consistency with grant requirements and identifies missing or noncompliant items for correction.
• Researches grant requirements, analyzes award terms and conditions, identifies compliance risks, and recommends corrective actions.
• Participates in grant monitoring visits, desk reviews, audits, and funding agency follow-up activities; tracks findings and ensures timely resolution.
• Establishes working relationships with the City’s grant services vendors to ensure continued activity in securing and managing grant and grant activities.
• Assists departments with grant application development as assigned, including review of scopes, budgets, match requirements, schedules, and compliance obligations.
• Provides technical assistance and training to City staff regarding grant requirements, allowable costs, procurement standards, reporting expectations, and record retention.
• Supports administration of state and federal infrastructure, utility, transportation, public works, resiliency, housing, and emergency management grants, including FEMA Public Assistance, hazard mitigation, and other disaster-related funding.
• Participates in emergency or disaster response and recovery activities as required, including damage documentation, cost recovery, and coordination of FEMA or other disaster assistance submissions.
• Assists in developing internal controls, standard procedures, and reporting systems for new and existing grants.
• Assists with special projects, strategic initiatives, and cross-departmental assignments related to externally funded programs, capital improvements, resiliency efforts, and disaster recovery activities.
• Prepares summaries, dashboards, and status updates for management and performs related work as assigned.

Knowledge Skills And Abilities Required

• Knowledge of principles and practices of grant administration, compliance monitoring, reimbursement, reporting, record retention, and internal controls.
• Knowledge of local, state, and federal grant requirements and funding conditions, including procurement, contract administration, and 2 CFR Part 200 requirements related to grant-funded projects.
• Knowledge of FEMA and disaster recovery documentation requirements.
• Ability to analyze budgets, expenditures, reimbursement requests, grant agreements, and supporting documentation.
• Ability to identify compliance issues and recommend practical corrective actions.
• Ability to manage multiple grants, projects, deadlines, and reporting cycles simultaneously.
• Ability to prepare clear, accurate, and concise reports, correspondence, and supporting documentation.
• Ability to communicate effectively and establish and maintain effective working relationships with City staff, consultants, contractors, auditors, and funding agencies.
• Ability to perform work in an office setting with occasional site visits, field reviews, and attendance at meetings or training sessions; ability to lift up to 25 pounds occasionally.

Environmental Conditions

Work is performed primarily in an office environment with occasional attendance at project sites, meetings, training sessions, monitoring visits, or disaster recovery field activities. This position is subject to 24-hour emergency call-back and may require availability during nights, weekends, or holidays. Appropriate safety training and personal protective equipment will be provided for all working conditions.