Community Development Program Coordinator

City of Maypearl; Laredo, Northern (TX, KY); Hybrid; USD 52,000 - 75,000; Full time

Job summary

The City of Laredo is seeking an experienced Administrative Coordinator to support housing programs and grant-funded activities. You will review applications, monitor projects, and assist with closings and reporting, while ensuring compliance with federal and local requirements.

Responsibilities include preparing documents, processing payments, and coordinating with contractors and partners. The role requires strong organizational skills and attention to detail in a public sector setting.

Qualifications

• Bachelor’s degree in Business Administration or related field.
• Minimum four years of program administration, grant management, or related experience.
• Experience budgeting, procurement, accounting, or contract administration.
• Knowledge of housing programs and grant compliance.

Responsibilities

• Review applications and project files for eligibility, completeness, and compliance.
• Process contractor reimbursements and supporting documentation.
• Prepare files for review, board approvals, and bidding processes.
• Prepare loan documents and conduct project closings.
• Maintain program records and respond to inquiries from stakeholders.
• Monitor program activities and ensure timely closeout and compliance.

Skills

Grant administration

Budgeting

Contract administration

Project coordination

Program compliance

Interdepartmental coordination

IDIS familiarity

Office software

Education

Bachelor’s degree in Business Administration or related field

Tools

IDIS

Job description

This position is grant funded. Therefore, it is solely dependent of availability of grant funds.

Performs administrative and program coordination work in support of housing programs. Coordinates and monitors assigned projects and grant funded activities to ensure compliance with applicable requirements, federal guidelines, contracts, and procedures. Reviews applications, project files, eligibility documentation, invoices, and contractor payment requests for completeness and compliance. Coordinates with contracts, staff, applicants, and other partners; monitors project status, conducts project closings, and supports project closeout. Maintains program information and responds to inquiries from internal and external contacts. Performs varied assignments requiring organization, attention to detail, sound judgment, and the ability to interpret and apply program and grant requirements.

ESSENTIAL DUTIES & RESPONSIBILITIES

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.

• Reviews applications and project files for eligibility, completeness, accuracy, and compliance with applicable program requirements.
• Reviews and processes contractors/sub-recipients request for reimbursements and supporting documentation.
• Assists with preparing files for review, board approvals, and the bidding process.
• Prepares loan documents and conducts project closings.
• Manages delinquent accounts.
• Inputs, updates, and monitors program activities in IDIS and other applicable systems.
• Assists with remote and/or on-site monitoring of sub-recipients.
• Coordinates and administers assigned programs, projects, or functions and monitors activities for compliance with applicable laws, regulations, policies, budgets, contracts, and program requirements.
• Monitors project schedules, required documentation, and completion of program activities; follows up on outstanding items and supports project closeout.
• Prepares, maintains, processes, and distributes program, financial, statistical, legal, and other documents necessary for the operation of assigned programs; ensures such documents and activities comply with applicable local, state, and federal laws, regulations, contracts, and program requirements.
• Provides administrative support by preparing and processing purchase requisitions, billings, and other program related documents; reviews information for accuracy and compliance with applicable policies and procedures.
• Assists with preparing correspondence, memorandums, newsletter items, status reports, presentations, and Council communications, and other documents as needed.
• Identifies operations or policy issues; gathers and analyzes information and assists in developing recommendations and methods for implementation.
• Maintains accurate program, project, financial, and grant records and filing systems.
• Serves as the representative of the program or project as required; attends meetings, committees and community events as needed.
• Responds to public inquiries and complaints and coordinates with appropriate staff to address and resolve concerns.
• Explains departmental and program operations, requirements, and procedures to applicants, residents, community groups, and other contacts.
• Coordinates and participates in special projects as directed; reviews and assists with implementing policies, procedures, and program operations, requirements, and procedures to applicants, residents, community groups, and other contacts.
• Coordinates and participates in special projects as directed reviews and assists with implementing policies, procedures, and program guidelines and communicates applicable information to staff and program participants.
• Maintains effective communication and working relationships with staff, applicants, contractors, visitors, and other business contacts.
• Reviews the eligibility, completeness, and compliance of project files for assigned programs.
• Assists with reviewing applications, contracts, leases, legal instruments, tax records, and other related documents.
• Submits eligible applications for funding; follows up on pending applications, communicates application status, and obtains additional documentation as needed.
• Assists with outreach, marketing, and public information efforts for department programs.
• Prepares purchase requisitions for materials, supplies, and services as needed.
• Processes payments, receipts, and cash deposits in accordance with the City's Cash Handling Policy.
• Assists with grant administration, audits, monitoring, reporting, and special projects as directed.
• Cross-trains and provides support to other housing programs or divisions as needed.
• Must follow all rules of telephone courtesy and customer service standards in all telephone communications.
• Will be required to drive a City vehicle for City business only.
• Performs other duties as assigned.

COMPETENCIES FOR SUCCESSFUL PERFORMANCE OF JOB DUTIES

Knowledge of:

• Knowledge of housing programs, grant administration, and applicable federal, state, and local requirements.
• Knowledge of program and project administration, planning, development, and compliance practices.
• Knowledge of administrative methods, procedures, records management, and office practices.
• Knowledge of methods for collecting, organizing, analyzing, and presenting program, financial, and statistical information.
• Knowledge of basic accounting principles and financial management practices applicable to grant-funded programs.
• Knowledge of contract administration, reimbursement processes, and financial documentation.

Skills and Abilities:

• Ability to exercise sound judgment, initiative, and discretion in carrying out assigned responsibilities.
• Ability to establish and maintain effective working relationships with staff, applicants, contractors, sub-recipients, agencies, and the public.
• Ability to coordinate the efforts of various agencies, contractors, partners, and other interested parties toward common program goals.
• Ability to plan, organize, prioritize, and manage multiple assignments and deadlines.
• Ability to review, interpret, and apply program guidelines, contracts, policies, and applicable laws and regulations.
• Ability to collect, analyze, and present program information.
• Ability to use computers, databases, spreadsheets, word processing software, IDIS, and other applicable technology.
• Ability to prepare and deliver presentations and communicate information effectively to individuals and groups.
• Ability to understand and follow the City's Cash Handling Policy procedures.
• Ability to understand and follow directions and work effectively under the supervision of a supervisor.
• Ability to maintain a valid Texas Drive License and a good driving record.
• Ability to respond to public inquiries and complaints in a professional and courteous manner.
• Ability to represent the City of Laredo in a positive and professional manner.
• Ability to communicate effectively both orally and in writing in the English language and orally in the Spanish language.
• Ability to comply with all City of Laredo policies, procedures, rules, and regulations.
• Ability to maintain good health and physical condition sufficient to permit the full performance of the duties of the position.

WORK ENVIRONMENT/CONDITIONS AND PHYSICAL DEMANDS

Physical Effort Requirements

• Office or similar indoor environment, relatively free from unpleasant environmental conditions or hazards.
• Occasional exposure to unpleasant environmental conditions and/or hazards. Occasional outside work.
• Frequent exposure to unpleasant environmental conditions and/or hazards. Majority of work performed outside or with exposure to risk.
• Exerting up to 10 pounds of force occasionally, a negligible amount of force frequently, and/or constantly having to lift, carry, push, pull, or otherwise move objects, including the human body.
• Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met.
• Exerting up to 35 pounds of force occasionally, up to 20 pounds of force frequently, and/or up to 20 pounds of force constantly having to move objects.

Work Environment Locations

Position will require the employee to work in the following types of work environments

Seldom

• Confined space
• Warehouse environment

Sometimes

• Outdoor environment
• Street environment (near moving traffic)
• Construction site

Frequently

• Vehicle

Often

Office or similar indoor environment

Exposures

Position will require the employee to be exposed to the following environmental elements

Seldom

• Individuals with known violent backgrounds
• Extreme cold (below 32 degrees)
• Communicable diseases

Sometimes

• Individuals who are hostile or irate
• Extreme heat (above 100 degrees)
• Moving mechanical parts
• Fumes or airborne particles
• Toxic or caustic chemicals or substances
• Loud noises (85+ decibels such as heavy trucks, jack hammers, construction)

Travel

Position will require the employee to travel

Never:

• International travel

Sometimes:

• Regional travel
• National travel

Frequently

• Local travel

Minimum Qualifications:

Required Education and Experience

• Bachelor’s degree from an accredited* college or university in Business Administration or a related field
• At least four (4) years of experience in program administration, project coordination, grant management, housing programs, financial administration, or related fields including experience in budgeting, procurement, accounting, compliance, or contract administration.
  Council of Higher Education Accreditation (C.H.E.A.)

Foreign Education:

Applicants who have completed education outside of the United States must submit a foreign credential evaluation completed by a professional credential evaluation agency that is a member of the National Association of Credential Evaluation Services (NACES) or the Association of International Credential Evaluators (AICE). The evaluation must verify the U.S. equivalency of the degree and identify the comparable U.S. degree level. Applicants are responsible for obtaining and submitting the required evaluation documentation.

Note: The City of Laredo is not responsible for any fees associated with obtaining a foreign credential evaluation or educational equivalency documentation.

Required Licenses or Certifications

• Valid Texas Driver License. If applicant holds an out-of-state license, a State of Texas Driver License must be obtained within 6 months of employment.

As part of the minimum requirements for all positions with the City of Laredo, a thorough background check and certified school transcripts will be required from all applicants who are offered employment.

Effective February 24, 1997, all selected applicants are required to undergo a drug and alcohol test prior to employment.

Effective January 7, 2008, all persons in safety-sensitive functions/positions, as per City of Laredo Drug and Alcohol Policy definition, shall be subject to random drug and alcohol testing.

A person with a disability who needs a reasonable accommodation related to a selection process is requested to contact the Human Resources Department at [phone] two days prior to the scheduled interview and/or test if applicable.

City of Laredo is an Equal Opportunity/Affirmative Action/Pro Disabled and Veteran Employer. We welcome differences in the form of gender, race, ethnicity, disability, geography, socioeconomic status, age, politics, religion, philosophy, sexual orientation, or gender identity. All applicants who share this goal are encouraged to apply. Must be able to function in a principle-based organization that has a culture built on character and core values.