Grants Administrator

The City of Albany Finance Department is hiring for a Grants Administrator. This position is responsible for serving as a centralized resource for departments by identifying and researching funding opportunities, writing project descriptions and performance measures, monitoring grant spending and performance compliance, preparing analyses and reports, and working with other departments, community groups and organizations; and performs related work as required. In addition, this position will work directly with the Finance Manager drafting the City's annual Schedule of Expenditures of Federal Awards (SEFA) and coordinating the Single Audit work from external auditors; and performs other related work as required.

Additional Salary Information:

Effective July 1, 2024, this position will receive a cost-of-living adjustment (salary increase) of two percent (2.0%).

Benefits include:

• Excellent medical, vision and dental benefit package for the employee and qualified family members with low monthly out-of-pocket cost. Currently, the employee-paid premium is approx. $48/mo. for employee-only coverage up to a max of $137/mo. for family coverage.
• City-paid contribution to a VEBA Trust account for out-of-pocket healthcare expenses. Currently, the annual contribution is $1,000 for employee-only and $2,000 for employee plus dependent(s).
• Paid time off -

1. 10 paid holidays plus an additional 24 hours of "floating holiday" pay per year
2. 8 hours of sick leave per month
3. 8 hours of vacation leave per month, with progressive increases

• Excellent retirement benefits -
  • City-paid participation in the Oregon Public Employee Retirement System (OPSRP and IAP)
  • City-paid contribution into pre-tax deferred compensation plan
• In addition, other benefits such as education reimbursement, employee assistance program, basic life insurance, short-term disability, long-term disability, and flexible spending accounts for healthcare and child care expenses.

The duties listed are intended only as illustrative examples of the various types of work that may be performed by individuals in this classification. Any of the following duties may be performed. These examples are not necessarily performed by all incumbents and do not include all specific essential functions and responsibilities the incumbent may be expected to perform.

1. Identifies appropriate federal, state, and other grant opportunities and writes grant applications for the city; serves as a technical resource to the city regarding the variety of possible project grant funding sources and the various ways grantor requirements can be achieved.
2. Works in collaboration with grant managers to support writing and applying for grants.
3. Monitors implementation of grants and ongoing conformance with grant requirements including review of reimbursements and project expenditures, collecting appropriate documentation, and preparing reports as required by grant agreements.
4. Reviews, analyzes, and evaluates financial records, internal controls, and policies and procedures related to grants and implements changes to enhance reporting, recordkeeping, and systems of controls.
5. Prepares and maintains documentation necessary to comply with year-end reporting and participates in annual Single Audit Compliance including drafting of the annual Schedule of Expenditures of Financial Awards.
6. Maintains ongoing communication with granting authorities to ensure current knowledge regarding funding availability and the alternative imposition of requirements that could be accommodated.
7. Monitors Office of Management & Budget (OMB) website for annual Single Audit compliance supplements, review updates and share information with staff.
8. Provides operational and policy recommendations to department directors to help clarify and develop administrative procedures and practices related to the City's grant programs and to assure these programs are meeting identified needs and goals.
9. Works closely with Finance Department leadership and the City's executive management team to distill complex ideas and present information in an understandable manner to internal and external stakeholders.
10. Acts as liaison between departments and Finance and leads a cross departmental grant manager's group to establish a strong network of resources and centralization of grant administration.
11. Serves as lead point of contact for grantor site visits.
12. Represents the City of Albany by responding to the public, citizens, its employees, and others in a prompt, professional, and courteous manner while continuously maintaining a positive customer service demeanor. Regards everyone, internal and external, as a customer and delivers the best service possible in a respectful and patient manner.
13. Works to create a high-performance work culture by demonstrating a positive attitude and modeling the City's mission, vision, and values. Conducts self with high integrity, proactive in conserving City resources, and seeks and incorporates customer feedback for ongoing performance improvement. Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality customer service.
14. Responds to City Council requests for information and may prepare staff reports and make presentations to Council.
15. Serves as a member of various City committees as assigned.
16. Assists other staff in the performance of their duties as assigned; and may provide training and orientation to new assigned personnel.
17. Maintains regular job attendance and adherence to working hours.
18. Adheres to appropriate attire, grooming, and hygiene standards established for the position.
19. Performs other related duties as required/assigned.
20. Operates a motor vehicle safely and legally.

This is a non-supervisory position. Lead work/coordination of work of others is not a typical function assigned to this position. Incumbents in this position will provide training and orientation to newly assigned personnel.

Education and Experience:

A bachelor's degree in accounting, finance, business administration, public administration, or closely related field; and four years of related experience in budgeting, financial analysis, or accounting; or an equivalent combination of education and experience that provides the required knowledge, skills, and abilities.

Special Requirements:

The individual shall not pose a direct threat to the health or safety of the individual or others in the workplace.

Knowledge, Skills, and Abilities:

Knowledge of: full cycle grant administration and grant accounting principles and practices in municipal government; applicable federal, state, and local laws, rules, and regulation, including the Federal Uniform Guidance, pertaining to grants; business writing and report preparation methods; knowledge of computers and related software including word processing, spreadsheets, presentation software, databases, and e-mail.

Skill in: research and analysis related to granting authorities and city programs; use of grant funding to accomplish city goals; organizing workload to meet deadlines; project and grants management; writing clear and concise proposals; effectively communicating orally and in writing; maintaining accurate records; preparing reports and technical documents; handling and maintaining confidential information; the operation of standard office equipment, including copy and fax machines, multi-line telephone; operating computers for data entry, word processing, presentation software, and spreadsheet programs.

Ability to: prioritize multiple projects, perform independent research; use initiative, act independently, and make timely decisions; provide training and policy interpretation; communicate effectively verbally and in writing; understand and carry out written and oral instructions; establish and maintain effective working relationships with employees, other departments, and the public.

Employment Type: Regular, Full-time