Grants Services Administrator

DeKalb County Government; Decatur (GA); On-site; USD 68,000 - 111,000; Full time

Job summary

DeKalb County Government seeks a senior program administrator to supervise staff and manage the Human Services grant cycle, including RFP development, grant selections, and contract administration. The role involves macro- and micro-level monitoring of programs to ensure compliance with the consolidated plan and fund requirements.

The position also requires liaison with partner agencies, performance measurement development, and preparation of program reports and budgets.

Qualifications

• Bachelor’s degree in Public Administration, Business Administration, Community Development, Accounting or closely related field required.
• Five years of progressively responsible experience in program administration and/or evaluation, preferably in human services or community development program area; or an equivalent combination of education, training, and experience.

Responsibilities

• Supervises, directs and evaluates assigned staff; develops and oversees employee work schedules to ensure coverage; conducts performance appraisals and trainings.
• Plans and implements the County’s annual Human Services grant cycle; develops statements of work for RFPs and grants; administers grant selection and contracts.
• Monitors programs at macro level for compliance with the consolidated plan; tracks expenditures and performance measures; drafts agreements with sub-recipients.
• Acts as liaison between the department and partner agencies; coordinates training and orientation workshops; resolves program issues with providers.
• Identifies corrective actions for customer service issues or compliance gaps; documents issues and follows up on resolutions.
• Maintains files and records; compiles data and prepares reports and agenda items; supports department compliance and KPI tracking.

Education

Bachelor’s degree in Public Administration, Business Administration, Community Development, Accounting or closely related field

Job description

Job Description

Salary Range ($67,788-$110,732) FLSA Exempt

The following duties are normal for this position. These are not to be construed as exclusive or all inclusive. Other duties may be required and assigned.

Supervises, directs and evaluates assigned staff; develops and oversees employee work schedules to ensure adequate coverage and control; processes employee concerns and counsels or disciplines as appropriate: completes employee performance appraisals; directs work; acts as a liaison between employees and management; and trains staff in operations, policies, and procedures.

Plans and implements the County’s annual Human Services grant cycle which provides resources for the delivery of service in the areas of victim assistance (crisis prevention and intervention) youth development, child and family welfare, and senior services; develops statements of work and other programmatic specifications for Requests for Proposals (RFPs), grants and other program funding sources; administers the grant selection process and participates in the review and selection of annual grant proposal awardees; and develops and administers service contracts for recipients.

Monitors programs administered by the department on a macro level to ensure consistency with the consolidated plan; tracks expenditures against funding commitments and match requirements; evaluates program design/implementation against each programs’ specific rules; performs risk assessments and identifies potential; problems in program compliance or overall service delivery; develops performance measures to be used in the evaluation of programs and projects administered by the department; and drafts written agreements with sub-recipients.

Monitors individual human services projects on a micro level; reviews the performance and activities of grant sub-recipients, public service lessees, and/or subsidized home owners to ensure compliance with their agreement with the City and adherence to program requirements; makes site visits and conducts desk top reviews of sub-recipients, lessees of public facilities, and other program participants to assess progress; reviews financial expenditures and request for funds to ensure funds are spent in accordance with the funding agreement and applicable regulations; compiles performance data and tracks activities per contract stipulations, service agreements, and project schedules; prepares program evaluations and/or performance measurement reports for review by supervisor; and develops project and monitoring schedules for agencies, sub-recipients, and public service lessees.

Serves as a liaison between the department and partnering agencies and sub-recipients; meets regularly with participants to answer questions, provide technical assistance, explain program information, review their submission of program documentation, and to resolve problems; assists with reviewing requests for funds; coordinates and facilitates training and orientation workshops.

Identifies, documents, and initiates corrective action for customer service issues or potential discrepancies in program compliance; documents issues and notifies program managers and service providers; follows departmental procedure to initiate a resolution process or other applicable procedures as appropriate; and provides follow-up measures to ensure that agencies/sub-recipients are adhering to standards and compliance deficiencies are corrected.

Supervises and provides follow-up measures to ensure that agencies/sub-recipients are adhering to standards and compliance deficiencies are corrected.

Monitors eligibility of sub-recipient organizations that have continuing capacity to carry out approved projects as well as other grants for which they may apply; monitors accounting records of sub-grant recipients to ensure compliance with applicable local, state and federal regulations; identifies problem areas internally and with sub recipients; assists in complying with applicable laws and regulations.

Supervises and participates in the maintenance of files and records pertaining to programs monitored; compiles and/or monitors various administrative and/or statistical data pertaining to departmental operations; performs research as needed; makes applicable calculations; analyzes trends; and prepares or generates reports.

Assists the Director with the oversight of department compliance; coordinates the development of the Human Service Department’s annual performance measures; utilizes Better works software to monitor and track the department’s key performance indicators (KPIs), objectives and outcomes; interprets complex federal, state and county regulations applicable to the program areas of youth services, child/family welfare and aging/gerontology; develops, reviews and revises department policies and procedures to ensure the consistent application of related policies throughout the department; and provides technical assistance and guidance to ensure department compliance.

Develops and monitors program budgets, prepares budget requests and prepares financial and program activity reports, analyzes cost effectiveness of all assigned programs.

Gathers, complies and analyzes complex statistical data and prepares program activity reports, correspondence, BOC Agenda Items, and other documents as needed.

Assists the Director with long-term planning for Human Services program delivery; makes recommendations concerning project/program activities and changes to existing services or operations; maintains comprehensive resource files community resources providing social service programs; develops resources for program expansion; provides input for new programs and services, and assists with implementation of recommended changes and improvements.

Minimum Qualifications

Bachelor’s degree in Public Administration, Business Administration, Community Development, Accounting or closely related field required; five years of progressively responsible experience in program administration and/or evaluation, preferably in human services or community development program area; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

Specific License or Certification Required:

Must possess and maintain a valid Georgia driver’s license.

SUPPLEMENTAL INFORMATION

The Following Information Lists The Preferred Background And Experience

• 5 or more of years of experience in competitive grants submission and Housing Grants experience specifically HUD Competitive Grants.
• Strong budget knowledge, Grant accounting, Federal grants financial reporting.
• Extensive knowledge of OMB CIR 200, Extensive knowledge of Single Audit report.
• Grant Subrecipient FFATA reporting.
• Familiar with Grants Federal Websites: Grant.gov, SAM.gov. DOJ.gov, FEMA.gov, HUD.gov , FHA.gov. GDOT.gov. HHS. These are the main ones.
• Experience working in a government environment.