Grants Administrator & Funding Operations Lead

La Marque, City of (TX); Bayou Vista (TX); On-site; USD 70,000 - 105,000; Full time

Job summary

The Grant Administrator leads the City’s centralized administration of federal, state, local, and private grants, including disaster recovery and non-disaster funding. Reporting to the Finance Director, this position researches funding opportunities, develops competitive applications, and manages awarded grants through financial monitoring, compliance, reporting, reimbursement, and closeout.

The position helps departments secure funding aligned with City priorities and ensures grant

Qualifications

• Bachelor’s degree in accounting, finance, public administration, business administration, or a related field.
• Five years of progressively responsible experience in grants administration or management, including direct responsibility for federal or state awards.
• Experience preparing grant applications and administering awards through financial monitoring, compliance, reporting, reimbursement, and closeout.
• Experience supporting Single Audits, including preparing supporting documentation, responding to auditor requests, and assisting with federal award expenditure schedules.

Responsibilities

• Research and maintain a pipeline of grant opportunities supporting infrastructure, public safety, community development, equipment, disaster recovery, and other approved City priorities.
• Evaluate eligibility, funding restrictions, matching requirements, reimbursement terms, administrative capacity, project readiness, and ongoing operating costs; recommend whether the City should pursue an opportunity.
• Lead preparation of grant applications, narratives, budgets, budget justifications, supporting data, and required attachments with the requesting department. Establish internal deadlines and obtain required reviews and approvals before submission.
• Prepare agenda materials, funding summaries, and recommendations for grant applications, acceptance, amendments, and matching commitments requiring leadership or City Council action.
• Review award agreements and translate funding terms into documented responsibilities, project milestones, reporting deadlines, and financial controls. Coordinate award setup and maintain a centralized grant inventory and calendar.
• Work with Finance to establish grant budgets and accounting codes; monitor expenditures, obligations, revenues, receivables, matching contributions, program income, and remaining balances. Reconcile grant records to the general ledger and grantor reports.
• Prepare and submit reimbursement requests, drawdowns, and financial reports through approved processes. Verify supporting invoices, payment records, payroll allocations, and other documentation, and follow up on unpaid or disputed claims.
• Review grant costs for eligibility, allowability, allocability, reasonableness, adequate support, and compliance with the approved budget and period of performance. Identify unsupported or ineligible costs and recommend resolution before reimbursement or reporting.
• Coordinate amendments, budget revisions, extensions, and prior approvals with departments and grantors. Track approval status and communicate changes to affected staff.
• Coordinate disaster recovery documentation and reimbursement with emergency management, departments, and consultants; review insurance proceeds and other assistance to identify and address potential duplication of benefits.
• Apply applicable federal requirements, including 2 CFR Part 200, Texas grant requirements, award conditions, and City policies. Monitor regulatory changes and advise staff on requirements affecting assigned awards.
• Coordinate with purchasing personnel and legal counsel to address grant procurement requirements, required contract provisions, conflicts of interest, and applicable labor, environmental, civil rights, and asset management conditions.
• When the City issues subawards, coordinate subrecipient risk assessments, monitoring, report review, and corrective action follow-up. Help distinguish subrecipients from contractors and document the appropriate oversight requirements.
• Maintain complete grant files, including applications, approvals, agreements, procurement records, expenditures, performance reports, correspondence, and closeout materials, under applicable retention requirements and legal holds.
• Support external audits, Single Audits, and grantor monitoring. Prepare and reconcile information for the Schedule of Expenditures of Federal Awards and applicable state award schedules with Finance; coordinate responses and track corrective actions.
• Complete grant closeout by reconciling final costs and reimbursements, confirming required deliverables, submitting final reports, and documenting continuing obligations. Promptly escal…
• Serve as the central administrative contact for grantors and grant consultants. Monitor grant-related consultant deliverables, deadlines, and contract requirements and advise the Finance Director of concerns.
• Develop grant procedures, templates, checklists, and training. Provide practical guidance to departments on documentation, reporting, and compliance responsibilities.
• Provide regular reports to the Finance Director and leadership on applications, awards, spending, reimbursements, deadlines, project performance, and financial or compliance risks; present to City Council as assigned.
• Maintain reliable attendance, meet established deadlines, support assigned emergency operations, and perform related duties as assigned.

Skills

Grants management

Budgeting

Financial reporting

Regulatory compliance

Communication

Education

Bachelor’s degree in accounting, finance, public administration, business administration, or a related field

Job description

The Grant Administrator leads the City’s centralized administration of federal, state, local, and private grants, including disaster recovery and non-disaster funding. Reporting to the Finance Director, this position researches funding opportunities, develops competitive applications, and manages awarded grants through financial monitoring, compliance, reporting, reimbursement, and closeout.

The position helps departments secure funding aligned with City priorities and ensures grant