Grants Administrator

City of Delaware, OH; Delaware (OH); On-site; USD 65,000 - 100,000; Full time

Job summary

City of Delaware, OH is seeking a Grants Administrator to manage comprehensive grant programs including HUD-funded CDBG and HOME projects. The role requires coordinating with city departments, foundations, and state agencies to align funding with the Comprehensive Plan and budget.

You will handle applications, environmental reviews, reporting, and financial compliance. The position emphasizes strategic planning, grant stewardship, and collaboration with the Finance Department to ensure

Qualifications

• Five or more years of progressive experience in grant writing, grant administration, or public/nonprofit administration with CDCBG/ODOD/HUD emphasis.
• Experience coordinating with multiple city departments, funding agencies, and contractors.
• Knowledge of NEPA environmental review, procurement, audit expectations, and grant compliance.
• Ability to prepare grant applications, track milestones, and manage reporting timelines.
• Experience managing revolving loan funds or similar financial programs is a plus.

Responsibilities

• Research and identify grant opportunities aligning with the City's strategic plan.
• Prepare and monitor private, local, state, and federal grant programs including CDBG and HOME.
• Prepare grant applications, public hearings, and required forms for submission.
• Coordinate environmental reviews and release of funds for funded projects.
• Provide technical grant administration guidance to City staff and manage procurement considerations.
• Maintain audit-ready grant records and ensure compliance with federal and state standards.
• Develop master file of pending and past grants and track reporting deadlines.

Skills

Grant writing

Grant management

Public funding knowledge

Budgeting & audits

Education

Bachelor's degree in public or nonprofit administration

Job description

You can do great work and love what you do with the City of Delaware. We are an organization that succeeds because of teamwork, dedication, diversity, and the innovative spirit of all our employees. The City of Delaware is an award-winning local government organization known for its professionalism, customer service orientation and a strong commitment to distinctive and well-planned community development. The work environment is stable with excellent benefits and retirement packages. Our mission is to ensure an effective government, a healthy economy, being a safe city and welcoming you to be a part of this great community!

Under the direction of the City Manager, the Grants Administrator is responsible for providing comprehensive grant management services involving all aspects of requirements for HUD Programs such as the Community Development Block Grant (CDBG) and HOME Investment Partnerships Program (HOME), programs offered through the Ohio Department of Development (ODOD) and other state and federal sources. Resulting grant-funded activities endeavor to promote development projects aligning with strategic planning processes and the City’s Comprehensive Plan. Additionally, the Grants Administrator serves as the staff liaison to the Historic Preservation Commission.

Essential Functions:

For purposes of 42 USC 12101

• Research, review, analyze, present, and coordinate appropriate funding sources for target projects. This includes evaluating eligibility requirements, compliance expectations, and alignment with organizational priorities.
• Prepare, monitor, and administer private, local, state, and federal grant programs including Community Development Block Grant (CDBG). Research new grant opportunities in both the public and private realms, including foundations, philanthropic organizations, and estate-based giving programs, with a focus on understanding donor intent, funding priorities, and long-term relationship building.
• Prepare the grant application. This includes determining eligibility of projects from eligible entities, convening required public hearings with notice preparations, and preparing all appropriate forms and exhibits as required by the funding source. Complete documents for submission through the funding source’s electronic grant application portal and ensure compliance with all required timelines and submission standards.
• Prepare the required environmental review record after funding approval to document project impact on the environment and obtain the release of funds for use on all activities for the specified project. This includes determining the appropriate level of review, preparing statutory checklists and public notices, coordinating with regulatory agencies, and submitting the request for release of funds to the funding agency. Secure release of funds prior to work contract execution.
• Provide technical assistance to city staff throughout the grant period for execution of grant administration activities. Advise on procurement type and management of project activities. This includes, but is not limited to, grant agreement review, tracking milestones and deadlines, assistance with construction management practices, federal or state prevailing wage and labor compliance, materials/equipment procurement, RFQ/RFP processes for studies, program status reports, file setup and maintenance, and financial management per federal grant policies, audit guidelines, and standard municipal accounting practices. This includes preparing and submitting grant drawdowns through an electronic grant management system, monitoring expenditures, and ensuring that appropriations are available within the budget for required matching funds before obligations are made.
• Coordinate with Finance to ensure all grant-related financial practices meet internal procedures, external audit requirements, and federal fiscal compliance standards. Maintain audit-ready records and collaborate with funding agencies during monitoring visits or financial reviews.
• Conduct community needs assessments as prerequisite planning tools for future funding needs. Prepare strategic plans and area plans, including managing outside consultant service contracts, conducting neighborhood engagement activities, analyzing data and research, authoring documents, making presentations, and ensuring elected and appointed official involvement.
• Serve as a liaison between funding agencies, foundations, estate administrators, and city departments while maintaining positive relationships with all stakeholders. Develop and steward long-term partnerships with philanthropic organizations and estate-based donors by communicating program impact, honoring donor intent, and ensuring transparency in the use of funds.
• Ensure compliance with state and federal regulations related to all grant processes, coordinate with city staff to correct deficiencies, and provide training on best practices, regulatory updates, and internal procedures.
• Develop and maintain a master file of pending, existing, and past grants, including documentation of reporting deadlines, compliance requirements, financial obligations, and historical performance.
• Participate in federal or state-level program advisory committees for various programs, as well as funding agency meetings and training sessions to remain current on evolving guidelines, timelines, and best practices.
• Assist City staff with the annual City budget preparation for the housing grant, community development grant, and revolving loan funds to address anticipated community needs. Ensure that matching grant requirements, appropriations, and long-term obligations are accurately projected.
• Maintain the Economic Development Revolving Loan Fund Portfolio. Prepare semi-annual status reports for submission to the Ohio Department of Development.
• Coordinate with the Director of Finance regarding fund maintenance and standard financial practices for project contract execution and closures. Ensure financial documentation meets internal controls, audit procedures, and grantor requirements.
• Perform other duties as assigned.

Knowledge, Skills and Abilities

Knowledge

• Grant writing, management, monitoring, and administration, including experience with State of Ohio and federal legislation, funding agency procedures, timelines, electronic grant portals, and audit expectations.
• Knowledge of private, foundation, philanthropic, and estate-based funding structures, including donor intent, giving processes, and long-term relationship stewardship.
• Procurement requirements, labor compliance, environmental review regulations, NEPA-related procedures, and public notice requirements.
• EEO requirements, financial management practices, appropriations and matching-fund verification, audit standards, and comprehensive record-keeping procedures.
• Development and implementation of proposals, grant programs, contracts, and grant compliance management processes.
• Urban planning research methodologies including field inspections, electronic and archival research, data analysis, interviews, and community engagement.
• Building permit processes, historic preservation review requirements, and related development regulations.
• Development processes and development management procedures, including construction management basics and consultant oversight.
• Database/information management, electronic grant management systems, and document control practices.
• City and Department goals and objectives.
• City and Department policies and procedures.
• Government structure, intergovernmental processes, and funding agency operations.
• Safety practices and procedures.
• Project management principles, including milestone tracking and compliance monitoring.

Skills

• Technical analysis skills in project and plan preparation, including public engagement, data-driven decision making, and regulatory compliance assessment.
• Excellent organization, attention to detail, accuracy, time management, and critical thinking skills, especially for managing multiple grants and deadlines.
• Ability to meet strict grant, audit, and reporting timelines.
• Use of tact, discretion, initiative, and independent judgment within established guidelines and when interacting with funders, foundations, donors, and community stakeholders.
• Critical thinking and analysis to evaluate funding requirements, eligibility criteria, and project feasibility.
• Civic engagement and customer service skills with the ability to build and maintain strong relationships with funding agencies, philanthropic partners, and city departments.

Equipment Operated

Computer, copier, telephone, measuring devices, and other standard/modern office equipment; computer software (e.g., Microsoft Office, Teams, Word, Excel, Outlook, PowerPoint, Adobe Acrobat, CityWorks, ArcGIS, Ohio Community and Energy Assistance Network (OCEAN) Grant Management System, and other applicable computer software).

Training, Experience, and Qualifications

• Possession of a bachelor's degree from an accredited college or university in public or business administration, business management, nonprofit management, or related field is required and/or equivalent work-related experience.
• Five (5) or more years of progressive experience in grant writing, grant administration, or public or nonprofit administration administering grant funding and implementation at the federal, state, or local levels of governments with emphasis on CDCBG, ODOD and/or HUD programs.
• Two (2) years of experience overseeing the administration of a revolving loan fund, charitable fund, or other funds with comparable management processes.
• Possession of a valid State of Ohio driver's license and ability to operate City vehicles while conducting onsite compliance investigations and activities and maintain insurability under the City's vehicle insurance policy.