Procurement & Grant Manager

MESA’s mission 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) for the City of Indianapolis and Marion County by cultivating a productive, collaborative, and compliant work environment.

About the role

The Procurement & Grant Manager ensures MESA has compliant, timely, and well-managed purchasing and grant processes to support its critical public-safety communication and emergency-management services. This position oversees all procurement activities, manages the full lifecycle of grants, and ensures strict adherence to fiscal, legal, and regulatory requirements. Reports to the CFO.

Responsibilities

• Ensure all fiscal reporting—procurement and grant—is daily, timely, and accurate for all MESA divisions.
• Coordinate with internal stakeholders and central purchasing to align procurement actions with agency priorities and maintain operational readiness.
• Manage the full lifecycle of grants: application support, budget setup, reporting, compliance monitoring, and close-out activities.
• Maintain accurate grant documentation, deadlines, and audit-ready records for Emergency Communications, EMA operations, and PSC technology initiatives.
• Support budget preparation and align grant-funded activities with agency priorities identified in annual budget narratives.
• Serve as MESA board secretary: coordinate meetings, record minutes, and maintain records.
• Manage all division travel requests and expense reports using PeopleSoft; process approved travel paperwork and encumber agency funds.
• Secure arrangements for business-related travel when necessary and maintain reports of approved travel requests and expenses.
• Create and maintain requisitions, purchase orders, vouchers, and receipts to ensure timely receipt of equipment, supplies, and services and prompt payment.
• Determine the appropriate method of competition as established by state procurement statutes, rules, regulations, and policies.
• Research and evaluate purchases—services, supplies, and equipment—based on price, service, quality, and warranty to meet agency needs.
• Complete purchase transactions ensuring all required documents are available for public record.
• Oversee all aspects of the agency’s usage of the city P-card program and benefits.

Requirements

• Associate’s degree in business management, accounting principles, or a related field with two years’ experience in an accounting or procurement position.
• Ability to communicate effectively both orally and in writing with a diverse customer base.
• Proficiency in Microsoft Office and other purchasing software systems.
• Ability to prioritize projects and meet deadlines.
• Fundamental knowledge of procurement rules, updated citywide agreements, and items paid by card.

Preferred Qualifications

• Bachelor’s degree in business management, accounting principles, or a related field with one year of experience in auditing, purchasing, grants, or accounts payable.
• Two years of service with City/County in lieu of education.

Working Conditions

• Essential functions are regularly performed in an office setting without exposure to adverse environmental conditions.
• Some evening work applies.
• Occasional travel may be required; position may be required to attend meetings at other locations.
• 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 a 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.