Grants Assistant

Gfoat; Arlington, Northern (TX, KY); Hybrid; USD 42,000 - 56,000; Full time

Job summary

The City of Arlington is seeking a Grants Assistant to support the Grants Management department in preparing, processing, and tracking grant applications and agreements. You will coordinate with internal teams and external partners to ensure compliance, documentation, and timely submissions.

Ideal candidates have strong organizational skills and the ability to manage multiple tasks, with experience in office administration and familiarity with HUD processes. Equal opportunity employer.

Qualifications

• Knowledge of office and administrative practices.
• MS Office proficiency and documentation.
• Professional communication, both oral and written.
• Strong organization and attention to detail.
• Ability to exercise discretion and independent judgment.
• Ability to work independently under general instructions.
• Ability to perform varied physical tasks (filing, lifting, etc.).
• Comfort with operating office equipment (PC, telephone, scanner, copier).
• Ability to prioritize deadlines and manage multiple tasks.
• Willingness to learn new systems quickly.
• Ability to plan, organize, and collaborate with stakeholders.
• Numerical calculations involving fractions, percentages, and decimals.

Responsibilities

• Assist with editing planning documents, needs assessments, and performance summaries in line with federal regulations and City policy.
• Manage workflow in grants management, including routing contracts, ordering supplies, distributing mail, and filing to meet grant requirements.
• Handle financial transactions such as procurement card purchases, loan payments, and coding invoices.
• Maintain data retention standards per HUD and City of Arlington rules.
• Maintain Grants Management website and portal, and provide routine correspondence as needed.
• Greet visitors, field inquiries, and provide grant resources and referrals.
• Manage Grants Management calendar and support scheduling for the Grants Manager.
• Distribute and post notices regarding grant and community events.

Skills

Office administration

MS Office

Professional communication

Organization

Discretion

Independent work

Physical abilities

Office equipment

Time management

Learning agility

Collaboration

Numeracy

Education

High school diploma

Associates degree

Tools

Neighborly Grants Management

Constant Contact

Job description

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.

• 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.
  • Use 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.
• Assist 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.
• Maintains the Grants Management calendar and assists 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.