Grants and Capital Assets Analyst

Ann Arbor Area Transportation Authority (TheRide); Ann Arbor (MI); On-site; USD 65,000 - 80,000; Full time

Job summary

Ann Arbor Area Transportation Authority (TheRide) is seeking a Grants and Capital Assets Analyst to manage federal/state grant lifecycles and capital assets tied to grant funds within the Finance Department.

The role coordinates with Finance, Fleet, and Facilities, performing grant drawdowns, reporting, subrecipient oversight, and asset compliance to support sustainable financial stewardship for AAATA.

Responsibilities

• Prepare quarterly federal and state grant reports for review by the Finance Manager and the Grants Program Manager, with reconciliation to capital project records.
• Prepare federal and state grant drawdowns for execution.
• Maintain the Drawdown Aging Schedule and track execution status across all active grant awards; flag issues for escalation.
• Coordinate with Accounts Payable on capital invoice routing, grant coding, and supporting documentation needed for drawdowns.
• Manage grant line balance reconciliation; coordinate resolution of issues under direction of the Finance Manager.
• Maintain grant billing and receivable schedules; reconcile reimbursements received against drawdown requests, grant line balances, and capital project records.
• Serve as the primary day-to-day point of contact for AAATA's subrecipients on routine matters including quarterly invoice submission, vehicle maintenance reporting, and documentation requests.
• Collect and log subrecipient annual single audit reports; route to the Finance Manager and the Grants Program Manager for review.
• Track subrecipient quarterly invoice submissions, route through internal review, and coordinate payment processing with Accounts Payable.
• Maintain the subrecipient asset register and key contact records, and reconcile them to the Financial Analyst's fixed asset database.
• Assemble periodic subrecipient monitoring documentation packets in support of the Grants Program Manager's oversight activities.
• Conduct periodic on-site visits to subrecipient locations for documentation collection, fleet inspection support, and relationship maintenance, as directed.
• Support coordination of AAATA's Transit Asset Management (TAM) Plan.
• Serve as on-site liaison between Finance, Fleet Services, and Facilities Departments on capital asset matters including additions, disposals, transfers, and physical inventories.
• Coordinate the capital asset disposal documentation chain across internal departments, including Procurement Department.
• Support the Financial Analyst with annual fixed asset inventory by gathering vehicle and equipment data and verifying physical assets as needed.
• Verify in-service dates, useful life designations, and asset condition information for FTA reporting.
• Support Transit Asset Management (TAM) Plan documentation by gathering asset data from the Fleet and Facilities Departments; support TAM Plan updates as directed.
• Maintain capital project working files including scope, budget, schedule, approvals, procurement history, and supporting documentation.
• Assemble and maintain audit-ready documentation packets for capital assets, grant drawdowns, and subrecipient compliance.
• Maintain organized SharePoint and shared drive structures for grant and capital project documentation, in compliance with federal record retention requirements.
• Serve as a primary internal point of contact for grant and capital asset inquiries from internal departments; provide clear, timely status updates and proactively elevate issues requiring leadership input.
• Support day-to-day operational coordination with the Grants Program Manager.
• Provides cross-functional support to other Finance functions as needed, assisting with departmental activities, special projects, and Finance-related assignments to ensure continuity of operations and achievement of departmental objectives.

Job description

The following FULL-TIME position posting will be open through Wednesday, October 7, 2026: GRANTS AND CAPITAL ASSETS ANALYST Hiring Range: $64,500.00 - $80,000.00 annually

JOB DESCRIPTION

The Grants and Capital Assets Analyst is a key member of the Finance Department, responsible for the day-to-day execution of AAATA's federal and state grant lifecycle activities and the stewardship of capital assets acquired with grant funds. Reporting to the Finance Manager, this role coordinates work between the Finance, Fleet, and Facilities Departments; as well as AAATA's Grants Program Manager. Core duties include grant drawdown preparation, federal and state grant reporting, subrecipient coordination, and capital asset compliance documentation. The Analyst works closely with the Financial Analyst and Accounts Payable Technician, escalating substantive determinations to the Finance Manager and the Deputy CEO of Finance and Administration. Ultimately, the Analyst serves as a vital steward of our capital resources, transforming rigorous compliance and meticulous record-keeping into the sustainable financial foundation the agency relies on.

Responsibilities and Essential Functions

Federal and State Grant Reporting and Drawdowns

• Prepare quarterly federal and state grant reports for review by the Finance Manager and the Grants Program Manager, with reconciliation to capital project records.
• Prepare federal and state grant drawdowns for execution.
• Maintain the Drawdown Aging Schedule and track execution status across all active grant awards; flag issues for escalation.
• Coordinate with Accounts Payable on capital invoice routing, grant coding, and supporting documentation needed for drawdowns.
• Manage grant line balance reconciliation; coordinate resolution of issues under direction of the Finance Manager.
• Maintain grant billing and receivable schedules; reconcile reimbursements received against drawdown requests, grant line balances, and capital project records.

Subrecipient Coordination

• Serve as the primary day-to-day point of contact for AAATA's subrecipients on routine matters including quarterly invoice submission, vehicle maintenance reporting, and documentation requests.
• Collect and log subrecipient annual single audit reports; route to the Finance Manager and the Grants Program Manager for review.
• Track subrecipient quarterly invoice submissions, route through internal review, and coordinate payment processing with Accounts Payable.
• Maintain the subrecipient asset register and key contact records, and reconcile them to the Financial Analyst's fixed asset database.
• Assemble periodic subrecipient monitoring documentation packets in support of the Grants Program Manager's oversight activities.
• Conduct periodic on-site visits to subrecipient locations for documentation collection, fleet inspection support, and relationship maintenance, as directed.
• Support coordination of AAATA's Transit Asset Management (TAM) Plan.

Capital Asset Compliance and Stewardship

• Serve as on-site liaison between Finance, Fleet Services, and Facilities Departments on capital asset matters including additions, disposals, transfers, and physical inventories.
• Coordinate the capital asset disposal documentation chain across internal departments, including Procurement Department.
• Support the Financial Analyst with annual fixed asset inventory by gathering vehicle and equipment data and verifying physical assets as needed.
• Verify in-service dates, useful life designations, and asset condition information for FTA reporting.
• Support Transit Asset Management (TAM) Plan documentation by gathering asset data from the Fleet and Facilities Departments; support TAM Plan updates as directed.
• Maintain capital project working files including scope, budget, schedule, approvals, procurement history, and supporting documentation.

Audit and Compliance File Maintenance

• Assemble and maintain audit-ready documentation packets for capital assets, grant drawdowns, and subrecipient compliance.
• Maintain organized SharePoint and shared drive structures for grant and capital project documentation, in compliance with federal record retention requirements.

Interdepartmental Communication and Support

• Serve as a primary internal point of contact for grant and capital asset inquiries from internal departments; provide clear, timely status updates and proactively elevate issues requiring leadership input.
• Support day-to-day operational coordination with the Grants Program Manager.

Additional Finance Duties

• Provides cross-functional support to other Finance functions as needed, assisting with departmental activities, special projects, and Finance-related assignments to ensure continuity of operations and achievement of departmental objectives.

Act according to AAATA's Principles & Values

• Strive to deliver excellent service to both external and internal customers.
• Ensure that all work achieves high standards of compliance with regulations, policies, and procedures.
• Work to identify and appropriately mitigate risks to the organization.