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HomeMy WebLinkAboutGrants Administrator JEFFERSON COUNTY JOB DESCRIPTION Position: GRANTS ADMINISTRATOR FLSA: Exempt-Administrative Department: Auditor UNION: Exempt Annual Hours Worked: 2080 Exempt Salary Grade: MGR18 Approved date: September 2021 Approved by: Human Resources Manager rr MAJOR FUNCTION AND PURPOSE This position serves as the Grants and Contracts Analyst under the direction of the County Auditor. This position is a highly skilled professional level classification with expertise in various Grants and Contracts functions and able to routinely provide grant support and assistance to County departments and elected offices, conduct grant research, , monitor and maintain compliance with grant funding and reporting requirements. This position works collaboratively with County elected officials, department heads, employees, and citizens. Duties include grant accounting; grant reimbursement review; grant reporting; grant budgeting; assisting departments with complying with requirements of grants. SUPERVISION RECEIVED Persons in this position are given significant discretion,within the scope of policy and regulations, in the performance of their duties; supervision and guidance are received from the County Auditor. SUPERVISION EXERCISED This position has no supervisory responsibilities. SPECIFIC DUTIES AND RESPONSIBILITIES In consultation with the Finance Manager and/or County Auditor, provides advice, interpretation, and counsel to County department heads,elected officials,managers and supervisors regarding regulations, practices and procedures. Also provides interpretation of grant and contract operations,policies procedures,and Federal, State and Local regulations. Enters awarded grants and associated contracts into financial software,monitoring and administration of Federal, State and Local grants. Monitors and ensures the County's compliance with applicable grant funding and reporting requirements. Assists County departments and elected offices in grant and contract billing and payment processes. Prepares reports on grant activity and assists in the completion of SEFA schedule for the annual reports for both State and Federal Agencies. Provides grant and contract related information to County departments and elected offices along with assistance in budget preparation for grants. Oversees grant contracts and enforces principles of integrity and compliance. Ensures that all grant contracts and proposals are properly entered into County's databases and physical documents are securely maintained. Reviews contractual performance to ensure compliance with terms and to identify conflicts or changes requiring resolution, amendment or modification at contract renewal. Writes and submits grant applications in accordance with County policy and internal process requirements,prepares and maintains a variety of grant documentations.Monitors and ensures the County's compliance with applicable grant funding and reporting requirements.Assists County departments and elected offices in grant and contract billing and payment processes. Prepares reports on grant activity and annual reports for both State and Federal agencies. Jefferson County Job Description: Grants Administrator Page 2 of 5 Provides grant and contract related information to County departments and elected offices and provides assistance with preparing budgets. Oversees grant contracts and enforces principles of integrity and compliance. Ensures that grant contracts and proposals are properly entered into County's databases and physical documents are securely maintained. Develops standards for contracts, including presentation of budget,payment terms, general language and provisions. Assures accuracy and appropriateness of contract text and attachments. Interfaces with Risk Management regarding adequacy of coverage, legal review and purchasing needs. Maintains deadlines on deliverables and communicates on an ongoing basis with all parties about contractual issues. Reviews contractual performance to ensure compliance with terms and to identify conflicts or changes requiring resolution, amendment or modification at contract renewal. Prepares and oversees the preparation of financial reports needed for grants and contracts by compiling, researching, and analyzing data regarding the expenditures of grants and contracts. Prepares and reviews grant revenue and expenditure worksheet monthly;tracks grant balances and reconciles annually; Follows up with grant recipient departments on discrepancies and irregularities for corrective action to be taken as needed; prepares journal entries to correct account coding errors; and maintains grant files in an auditable state at all times. Collaborates with external agencies and internal departments and elected offices to ensure compliance with Federal, State,Local and private regulations governing grants and contracts. Performs various grant and contract administration functions such as billings, budget amendments, program evaluation, etc. Develops policies and procedures in accordance with Federal State,and Local regulations and laws. Ensures accurate and timely preparation of grant billings and reports, and creates and maintains documentation to support grant and contract expenses. Monitors grant and related contract budgets, expenditures,program goals and monthly performance. Assists in the development,preparation, and participates in the implementation of short-range and long-range financial plans. Prepares interim, quarterly, and annual financial reports and statements, including grant and contract financial statements and reports. Prepares various statistical,tax and status reports and maintains a grants and contracts inventory. Maintains contractual records and documentation such as receipts, contract correspondence, contractual changes, status reports and other documents for grants and contracts. As needed,provides guidance on grant and contract matters to staff, including training in practices and procedures. Assists in development and implementation of procedures for grant and contract management and administration in compliance with County policy. Works with Risk Management to coordinate contractual insurance requirements. Ensure contract close-out, extension or renewal. Jefferson County Job Description: Grants Administrator Page 3 of 5 Acting within the scope of his/her responsibilities,works as a public employee with courtesy and professionalism, adhering to the highest standard of ethics in accordance with RCW 42.52. Assists with other accounting responsibilities as needed. Assists departments with grant close out requirements. Performs other duties as assigned or directed. REQUIRED KNOWLEDGE, SKILLS AND ABILITIES Knowledge of Principles and practices of grant and contract administration and management, including grant application processes and documentation. Knowledge of Federal, State and Local regulations for financial compliance of grants and contracts, as well as the regulations and requirements governing the administration of grant funding. Knowledge of Washington State Budgeting,Account, and Reporting Systems(BARS), Generally Accepted Accounting Principles(GAAP),Federal, State and Local grant cost accounting standards, Governmental Accounting Standards Board(GASB), and governmental accounting theory, principles and practices. Knowledge of Federal, State and Local grant funding resources. Ability to implement and maintain sound organizational practices. Maintain a high standard for accuracy, completeness, and efficiency in the preparation of reports and budgets.Able to be independent and self-motivated to meet required deadlines while simultaneously completing other tasks. Ability to establish and maintain cooperative working relationships with employees,department directors,elected officials,outside agencies and the general public. Ability to communicate effectively,both orally and in writing,with individuals and groups regarding complex or sensitive issues or regulations. Ability to perform mathematical computations accurately and quickly, and compile and analyze statistics. Ability to maintain the confidentiality of sensitive and confidential information. Ability to use a personal computer and software, calculator, and other office equipment standard to areas of assignment and to adapt to new technology and/or modified equipment which may be acquired. Advanced skill in the use of spreadsheets, databases and other computer software applications to perform word processing, analysis, information retrieval and tracking. Ability to communicate complex information in layman's terms. Ability to work under the stress of fixed County, State and Federal deadlines while meeting department and/or citizen needs for information. Ability to establish and maintain effective working relationships with management of County elected offices and departments, other agencies, and the general public. COMPETENCY To perform the job successfully,an individual should demonstrate competence in the following areas: Technical Skills-Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others. Jefferson County Job Description: Grants Administrator Page 4 of 5 Customer Service-Responds to requests for service and assistance;Meets commitments. Interpersonal Skills-Focuses on solving conflict,not blaming; Maintains confidentiality; Listens to others without interrupting;Keeps emotions under control. Oral Communication- Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification;Responds well to questions; Demonstrates group presentation skills;Participates in meetings. Written Communication- Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs;Presents numerical data effectively;Able to read and interpret technical/legal information. Analytical Skills- Synthesizes complex or diverse information; Collects and researches data; Evaluates and develops alternative solutions and recommends methods,procedures and techniques. Problem Solving-Identifies and resolves problems in a timely manner. Quality Management-Improves processes,products and services; Demonstrates accuracy and thoroughness;Applies feedback to improve performance; Monitors own work to ensure quality. Diversity-Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences; Promotes a harassment-free environment. Ethics-Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically;Upholds organizational values. Organizational Support-Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organizations goals and values. Judgment-Exhibits sound and accurate judgment; Supports and explains reasoning for decisions;Includes appropriate people in decision-making process; Makes timely decisions. Planning/Organizing-Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans. Professionalism -Approaches others in a tactful manner;Reacts well under pressure;Treats others with respect and consideration regardless of their status or position;Accepts responsibility for own actions; Follows through on commitments. Quantity-Meets productivity standards; Completes work in timely manner; Works quickly. Safety and Security-Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly. Adaptability-Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays or unexpected events. Dependability-Follows instructions and responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan. Attendance/Punctuality-Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time. Initiative-Volunteers readily; Seeks increased responsibilities; Looks for and takes advantage of opportunities; Asks for and offers help when needed. Innovation-Generates suggestions for improving work; Develops, designs or creates new applications, ideas, relationships or systems. MINIMUM QUALIFICATIONS Bachelor's degree in Accounting,Finance,Business or related discipline and at least three years of applicable experience in governmental accounting or fund accounting position.Preferred qualifications include progressively responsible experience in governmental accounting and the Washington State Budgetary Accounting and Reporting System(BARS)in state or local government. Ability to successfully complete various required training classes and obtain certificates necessary for functional skills performance,maintenance, and improvement. Valid Washington State Driver's License with a driving record free of serious or frequent violations and the ability to maintain a valid license. Must pass a Criminal History check. Jefferson County Job Description: Grants Administrator Page 5 of 5 WORK ENVIRONMENT/PHYSICAL DEMANDS The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job,the employee is frequently required to speak or hear, sit and use hands to finger,handle,or feel objects,tools, or controls. The employee occasionally is required to climb or balance; and, stoop, kneel, crouch or crawl; sit; stand; walk; and,reach with hands and arms. The employee must occasionally lift and/or move up to 35 pounds. Specific vision requirements include: close, distance, color, peripheral, depth perception,the ability to adjust focus,and the ability to read small print. The noise level in the work environment is usually moderate. This job description does not constitute an employment agreement between the employer and employee, and is subject to change as the needs of the employer and requirements of the job change.