Grants Administrator

Town of Truckee, CA; Truckee (CA); On-site; USD 90,000 - 120,000; Full time

Job summary

Town of Truckee, CA is seeking a Grants Administrator to identify, secure, and manage funding supporting Town priorities. You will work across departments to prepare applications, track grants, and ensure compliance and reporting.

This is a full-time 3-year term position, offering opportunities to influence multiple programs and public service outcomes. Under general direction, you will coordinate financial and compliance reporting, assist with audits, and develop improved processes.

Qualifications

• Bachelor’s degree in public administration, finance, or related field.
• Experience with securing and administering grants.
• Knowledge of federal, state, and local grant processes.
• Strong analytical and reporting skills.
• Ability to manage budgets and timelines.

Responsibilities

• Identify, apply for, track, report on, and ensure compliance of grant funding from federal, state, and local sources.
• Coordinate grant applications, including narratives, budgets, schedules, and documentation.
• Monitor awarded grants, reimbursements, and reporting calendars.
• Maintain grant files, reporting calendars, and liaison with departments and agencies.
• Ensure compliance with grant terms, policies, and deadlines.

Skills

Grant research

Grant writing

Budget monitoring

Analytical skills

Public policy understanding

Education

Bachelor's degree in public administration or related field

Tools

Grant management software

Job description

This could be your opportunity to help turn ideas into real community impact. The Grants Administrator will help to identify, secure, and manage funding that supports Town priorities, work collaboratively across departments, and make a visible impact in a dynamic organization that values innovation, teamwork, and public service. This is a full-time 3-year term position.

JOB DESCRIPTON

Under general direction, performs professional work related to the identification, application, tracking, reporting, and compliance of federal, state, and/or local grant funding; researches funding opportunities; coordinates grant application preparation and submission; tracks awarded grants and loans; ensures compliance with grant requirements and reporting timelines; coordinates financial and compliance reporting including annual single audit processes; works collaboratively with all Town departments and/or divisions to support grant-funded programs and projects; and performs related duties as assigned.

SUPERVISION RECEIVED AND EXERCISED

Receives general direction from the Assistant Town Manager. Exercises no supervision over staff.

CLASS CHARACTERISTICS

This classification exercises independent judgment on diverse and specialized grants administration activities with accountability and ongoing decision-making responsibilities associated with the work. Incumbents are responsible for independently performing professional duties in support of grant identification, application, tracking, reporting, and compliance and for providing technical support to management in areas of expertise. Performance of the work requires the use of independence, initiative, and discretion within established guidelines.

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Participates in the development of goals, objectives, policies, and procedures related to grants administration activities; monitors activities and identifies opportunities for improving service delivery and procedures; provides recommendations concerning process changes and reviews with appropriate management staff; implements improvements.
• Researches, identifies, and evaluates grant opportunities applicable to Town programs, services, and projects; coordinates with departments and/or divisions to assess eligibility and alignment with Town needs and priorities.
• Coordinates and prepares grant applications, including narratives, budgets, schedules, and required supporting documentation; ensures applications are accurate, complete, and submitted in compliance with applicable policies, requirements and deadlines.
• Serves as the primary point of coordination for awarded grants; reviews reimbursement claims and approves invoices; establishes and maintains grant files, tracking systems, and reporting calendars to monitor expenditures and reimbursements.
• Monitors grant-funded activities to ensure compliance with grant agreements, applicable laws and regulations, and Town policies.
• Develops, administers, and oversees Town sub-grant and loan programs.
• Collects, researches, and evaluates information from various sources on specialized topics related to grants and/or department activities; analyzes alternatives and makes recommendations regarding such areas as cost analysis,?cost recovery, and policy or procedure modifications; discusses findings with management staff and prepares reports of study conclusions?and recommendations; assists with the implementation of procedural, administrative, and/or operational changes after approval.
• Coordinates grant-related financial reporting in collaboration with appropriate staff; prepares and coordinates required programmatic and financial reports for grantors; supports annual single audit requirements related to federally funded grants by compiling documentation, responding to auditor requests, and coordinating with auditors.
• Tracks grant revenues and expenditures to ensure accuracy, eligibility, and alignment with approved budgets; assists departments in reconciling grant activities.
• Develops, administers, and oversees assigned budgets; determines funding needed for staffing, equipment, materials, and supplies; ensures compliance with budgeted funding.
• Works closely with all Town divisions and departments to provide technical assistance and guidance related to grant requirements, timelines, reporting standards, and compliance obligations.
• Establishes and maintains relationships and serves as a liaison with federal, state, local, and other granting agencies.
• Prepares a?variety reports,?letters, memoranda, correspondence,?and other written materials related to assigned area of responsibility.
• Ensures compliance with all Town and mandated safety rules, regulations, and protocols.
• Performs related duties as assigned.

KNOWLEGE OF:

• Principles, practices, and techniques of grant research and management methods.
• State and federal legislative procedures for grants and appropriations.

• Basic principles and practices of budget administration and monitoring.
• Financial,?statistical, and?comparative analysis techniques for interpreting various agreements and financial documents.
• Basic mathematical principles and statistical methods.
• Principles and practices of research, data collection, and report preparation.
• Principles and techniques of conducting studies, evaluating alternatives, and making sound recommendations.
• Principles and procedures of recordkeeping.
• Applicable federal, state, and local laws, regulatory codes, ordinances, and procedures relevant to assigned areas of responsibility.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and Town staff.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

ABILITY TO:

• Assist in developing and implementing goals, objectives, practices, policies, procedures, and work standards.
• Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.
• Research, analyze, and evaluate granting agencies programs, policies, procedures, and guidelines regarding eligibility, award, reimbursement, and compliance reporting.
• Objectively evaluate grant funding opportunities and make sound recommendations; monitor compliance of grant awarded agreements.
• Develop and administer assigned budgets and accurately track and process revenues and expenditures.
• Administer and oversee Town-issued sub-grants and loans.
• Evaluate and develop improvements in procedures, policies, or methods.

• Prepare clear and concise reports, correspondence, policies, procedures, and other written materials.
• Analyze, interpret, summarize, and present technical information and data in an effective manner.
• Conduct complex research projects, evaluate alternatives, and make sound recommendations.
• Effectively represent the Town in meetings with governmental agencies, community groups, and various businesses, professional, and regulatory organizations, and in meetings with individuals.
• Perform complex arithmetic and statistical calculations accurately.
• Maintain accurate logs, records, and written records of work performed.
• Organize work, set priorities, meet critical deadlines, and follow-up on assignments.
• Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines.
• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
• Apply and uphold the Town-wide and departmental goals and the Town Employee values of Integrity, Teamwork, Accountability, Commitment, and Excellence.
• Demonstrate understanding of, sensitivity to, and respect for the diverse socio-economic, racial, ethnic, religious, and cultural backgrounds, diverse abilities, gender, gender identity and expression, and sexual orientation of Town staff and community served.

• Mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and visit various Town sites; this is primarily a sedentary office classification although standing in work areas and walking between work areas may be required; occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information; ability to lift, carry, push, and pull materials and objects up to 25 pounds.
• Vision to read printed materials and a computer screen.
• Hearing and speech to communicate in person and over the telephone.
• Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment.

WORKING CONDITIONS:

• Office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances.
• Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.