Grants Assistant

City of Arlington; Arlington (TX); On-site; USD 26,000 - 32,000; Full time

Job summary

City of Arlington is seeking a Grants Assistant to support the Grants Management department with preparing and tracking grant applications, funding requests, and grant agreements. The role ensures compliance, proper documentation, and timely submissions while coordinating with internal teams and external partners.

The position emphasizes organization, attention to detail, and the ability to manage multiple tasks efficiently in a city government setting.

Qualifications

• High school diploma or equivalent required.
• Three (3) years of office administration experience.
• Proficient with Microsoft Office and related software.
• Strong organizational skills with attention to detail.
• Ability to work independently under general instructions.
• Excellent written and verbal communication skills.

Responsibilities

• Assist with planning documents, needs assessments, and performance summaries.
• Coordinate grant-related workflows and routing contracts.
• Manage document storage to meet grant requirements and maintain records.
• Use HUD IDIS system for data entry, reports, and tracking.
• Process financial transactions and review invoices for coding and processing.
• Maintain the Grants Management calendar and respond to inquiries.

Skills

MS Office

Communication

Organization

Time Management

Adaptability

Education

High School Diploma

Job description

SALARY $18.60 - $23.25

JOB SUMMARY

Under general supervision, the Grants Assistant provides essential support to the Grants Management department by assisting with the preparation, processing, and tracking of grant applications and funding requests and grant agreements. This role ensures the smooth operation of the grants process, working closely with internal teams and external partners to ensure compliance, proper documentation, and timely submissions. The assistant will help with maintaining records, preparing reports, coordinating meetings planning outreach events and responding to inquiries from grant recipients and the public. This position requires strong organizational skills, attention to detail, and the ability to manage multiple tasks efficiently.

ESSENTIAL JOB FUNCTIONS

Assists with editing planning documents, needs assessments, and performance summaries, In accordance with federal regulations and City policy, including but not limited to: Consolidated Plan Action Plan Quarterly Reports Consolidated Annual Performance Evaluation Report (CAPER) Organizes and expedites flow of work through the grants management division, including but not limited to: Routing contracts Ordering supplies Distributing mail Organizing document storage and filing to meet grant requirements. Uses the web-based HUD tracking system called Integrated Disbursement and Information System (IDIS) to perform a variety of functions, including but not limited to: Set up grant-funded activities Provide data entry of monthly goals based on performance reports Update information as needed. Run standard reports on at least a monthly basis. Assists with financial transactions, including but not limited to: Using the procurement card for approved purchases Accepting loan payments Forwarding to the appropriate staff for coding and processing Coding and scanning approved invoices. Implement data retention standards in accordance with HUD and City of Arlington regulations. Responsible for maintaining the Grants Management Website and portal. Composes and formats routine correspondence that may be of a technical and/or confidential nature. Greets visitors and callers to determine the nature of business and provides information about grant resources and/or appropriate referrals to resources or other staff. Maintain the Grants Management calendar and assist the Grants Manager with scheduling. Distributes and posts correspondence regarding grant and community-related events.

MINIMUM QUALIFICATIONS

Knowledge, Skills and Abilities Required: Knowledge of office and administrative practices and procedures. Skill in using PC Software including current Microsoft Office Suite of applications. Skill in communicating professionally and tactfully with other city employees and the public by oral and written means. Skill with organization and attention to detail. Ability to exercise discretion and independent judgment utilizing knowledge of the organization's policies. Ability to work independently under general instructions. Ability to perform a variety of physical skills including but not limited to filing, pulling, seeing, sorting, squatting, standing, stooping, twisting body, typing, walking, and writing. Ability to operate a variety of office equipment including but not limited to PC, telephone, calculator, scanner, and copier. Ability to prioritize deadlines and tasks. Ability to learn new systems and procedures quickly. Ability to plan, organize, monitor, and collaborate with internal and external stakeholders to accomplish unit objectives. Ability to understand mathematical calculations involving fractions, percentages, and decimals. Qualifying Education and Experience: High school diploma or equivalent required Three (3) years of office administration experience.

PREFERRED QUALIFICATIONS

Knowledge of tools and resources used on how to find funding sources. Knowledge Neighborly Grants Management software system Knowledge of Constant Contact email campaign solution Ability to manage multiple projects simultaneously, ensuring deadlines are met and documentation is organized. Preferred Education and Experience: Associates degree Four (4) years of office administration experience.

Employment Screenings Required: Criminal background check City of Arlington is an Equal Opportunity Employer. The people that work for the City of Arlington directly impact our community, citizens, visitors and businesses. Become a leader in your chosen profession by joining the City’s dynamic workforce and make a positive contribution to the American Dream City! The City of Arlington is an Equal Opportunity Employer. The City will make reasonable accommodations upon request for qualified individuals with disabilities. Requests for reasonable accommodations should be sent to [e-mail].