Address
Form of workYour job in the department is to . . .
Provide administrative and technical guidance and support for managing the ARPA grant projects and other grants administered by the County Administrator and Lincoln County Board of Commissioners.
Your job also involves . . .
Providing information to the general public and receiving and directing visitors to appropriate departments for information. Perform administrative tasks to the Lincoln County Board of Commissioners and staff in the BOC office. Maintain Confidentiality.
Oversee Grant Administration process:
- Provide support in the administration of grants and application of new grants to include budgets, documentation, and interpretation of funding requirements.
- Coordinate and serve as a liaison between the BOC office, grant funder, finance office and treasurer's office.
- Analyze and evaluate awarded grants for compliance with federal, state, county, and other funder requirements.
- Analyze and evaluate grants for correct calculation of expenditure categories, such as salaries, percent of effort, salary adjustment increases, fringe benefits, indirect costs, materials, and equipment.
- Analyze expenditures for appropriateness of specific grants. Prepare grant expenditures for external auditing.
- Coordinate receipt of awards and grant documentation; maintain proposal and funding records in database systems, and prepare scheduled and special reports, studies, and analysis.
- Formulate processes and procedures for grant pre-awards and post-awards to meet requirements; research appropriate federal, state, and local requirements to facilitate compliance.
- Complete reporting requirements.
- Complete program billings and tracks financial records.
- Complete grant reporting requirements as outlined by the funder.
- Prepare materials for release to the public.
- Review received applications for requirements.
- Formulate processes and procedures for subawards issued by the county that maintains compliance with applicable federal, state, or local reporting and record retention regulations.
Provides back-up administrative support BOC office and County Administrator
- Perform general office duties such as filing and preparing correspondence.
- Assist in scheduling and coordinating annual public county budget forums, prepare agendas and minutes, and serve as recording secretary for county budget forums.
- Devise new and update existing office forms.
- Monitor and manage schedules.
- Work with M-Team to interface on BOC/County Administrator matters.
- Distribute copies to all appropriate parties as required under Oregon Statutes.
- Provide fast, efficient, and friendly service to the public by phone, email, and the counter.
- Help organize, coordinate, and assist with special functions representing the BOC and the county as requested.
- Prepare and maintain expenditure records, prepare and submits vouchers for payment of monthly bills.
Minimum Education Level
Associates and/or Professional Certification
Specifics: business administration (or a related field) preferred.
Minimum Experience Level
Two- Three years
Specifics: Experience in managing grants, records keeping.
Substitution Note:Any satisfactory combination of experience and training which clearly demonstrates the ability to perform the above-described duties, as determined by the BOC.
Other Licenses
Other License required
Specifics: The ability to become a State of Oregon Notary Public.
Knowledge of:
- Appropriate grants management software or ability to learn applicable software.
- Knowledge and understanding of proposal and grant writing procedures and requirements.
- Budget policies/procedures. Knowledge of methods/procedures for research/statistical analysis and ability to apply them.
- Specialized knowledge including policies, procedures, and regulations of major federal and state funding agencies, as well as grant accounting procedures.
- Possess a thorough knowledge of public relation skills and relationship building techniques.
- The structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar required in the preparation of business documents including a variety of legal documents.
- Public meetings, minutes, and records requirements.
Skill or ability to:
- Specialized abilities include ability to plan, organize, coordinate and perform the functions of grant administration from a variety of sources. Ability to research and evaluate the policies of funders and to develop creative solutions.
- Build strong relationships with the finance department, external agencies, and funders.
- Respond quickly and effectively to the needs of project staff and to ensure compliance at all levels.
- Communicate for County to funding agencies in a professional manner and to resolve problems with Program Director.
- Project management skills and the ability to resolve complex problems and issues. Information research skills. Possess advanced verbal, written and interpersonal communication skills. Ability to present effectively to small and large groups.
- Advanced analytical, evaluative, and objective critical thinking.
- Convey information, ideas, and facts both orally and in writing to supervisors, colleagues, and individuals, inside and outside the county, using language and a format the audience will best understand.
- Utilize computers and other technology to communicate in written and verbal forms (e.g., word processing, texts, emails, spreadsheets, department-specific software).
- Effectively relate well with others, including supervisors, colleagues, and individuals inside and outside the county. Exhibit a professional manner in dealing with others and working to maintain constructive working relationships.
- Take personal responsibility for the quality and timeliness of work. Show up to work on time, and follows instructions, policies, and procedures. Meet productivity standards, deadlines, and work schedules.
WORKING CONDITIONS
Job Conditions: Hybrid: In office and work from home possible.
Work Location: Lincoln County
Travel: Infrequent travel required inside and outside of Lincoln County for grant related training and meetings.
PHYSICAL DEMANDS
The physical demands are typical of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical capability to handle high mobility demands and complex personal interactions.
- Physical Ability: Tasks involve the ability to exert very moderate physical effort in light work, typically involving some combination of stooping, kneeling, crouching and crawling, and which may involve some lifting, carrying, pushing and/or pulling of objects and materials of moderate weight (12-20 pounds).
- Sensory Requirements: Some tasks require visual perception and discrimination. Some tasks require oral communications ability. Some tasks require the ability to perceive and discriminate sounds.
- Environmental Factors: Tasks are regularly performed without exposure to adverse environmental conditions, such as dirt, pollen, odors, wetness, humidity, rain, fumes, temperature and noise extremes, machinery, vibrations, electric currents, traffic hazards, animals/wildlife, toxic/poisonous agents, violence, disease, or pathogenic substances.
REASONABLE ACCOMMODATIONS
Lincoln County is committed to providing reasonable accommodations as required by the Americans with Disabilities Act (ADA). This job description indicates, in general, the nature and levels of work, knowledge, skills, abilities, and essential functions expected of the position. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential functions.
Employment Type: Full-Time
