Grants Specialist - Limited Service

State of Vermont; Barre (VT); Hybrid; USD 52,000 - 76,000; Full time

Benefits offered by this job

80% State paid medical premium

Dental plan at no cost for employees/f

12 paid holidays

Generous leave plan

State Paid Family and Medical Leave

Retirement plan (pension)

Tuition Reimbursement

Flexible spending accounts

Life insurance

Wellness program

Public Service Student Loan Forgivene

Job summary

The State of Vermont is seeking a Grants Specialist - Limited Service to assist in managing two federal capital grant programs for the Department. You will coordinate with the Principal Assistant and Contracts and Grants Administration Manager to ensure accurate reimbursement processing and grant compliance.

This role requires meticulous record-keeping, regular reporting, and effective communication with subrecipients.

Qualifications

• Three (3) years or more of experience in the development, evaluation, administration, or fiscal monitoring of grants or contracts.
• Bachelor's degree preferred; graduate work in public administration or accounting enhances candidacy.
• Excellent communication, organization, and collaboration across teams and subrecipients.

Responsibilities

• Communicates clearly with subrecipients via phone, email, and Teams to explain reimbursement processes.
• Maintains program files in SharePoint per filing structure.
• Schedules grant monitoring meetings and takes minutes in Outlook/Teams.
• Prepares and reports financial information to Principal Assistant.
• Verifies receipts and review of costs for allowability.
• Codes invoices for payment processing and routes in DocuSign.
• Submits invoices to finance staff and tracks reimbursement status.
• Monitors financial reports and implements corrections as needed.
• Assists in preparing monthly/quarterly/annual federal reports.

Skills

Grant management

Financial monitoring

Communications

Education

Bachelor's degree

Graduate work in public administration or accounting

Tools

SharePoint

Excel

Word

Outlook

Teams

DocuSign

Job description

Overview

This position assists in the management of two federal capital grant programs for the Department through which approximately 30-40 public libraries receive awards to improve their library buildings. This position reports to the Department's Principal Assistant and works collaboratively with the Department's Contracts and Grants Administration Manager.

The position is expected to remain in effect through December 2028. Requests to telework will be considered, with 3 days on site at our Barre office required.

• Communicates clearly and promptly with subrecipients via telephone, email, and Teams Meetings to address questions and provide information about the Department's reimbursement processes and procedures.
• Maintains program files (including Microsoft Excel files, Word documents, emails, and PDFs) in SharePoint in accordance with the Department's established filing structure.
• Schedules grant monitoring meetings with subrecipients in Microsoft Outlook and Teams.
• Participates in and takes minutes of grant monitoring meetings with subrecipients.
• Participates in and takes minutes of weekly Departmental capital grants meetings.
• Reports on work to the Principal Assistant.
• Receives subrecipient requests for reimbursement.
• May verify receipts and other proof of payment from subrecipients and review the allowability of costs.
• Codes invoices for payment processing and routes for approval in DocuSign.
• Submits invoices to Agency financial staff for payment processing.
• Logs and tracks the status of each reimbursement request throughout the payment cycle.
• Monitors financial reports and addresses necessary corrections promptly.
• Works with the Principal Assistant to prepare financial reports on a monthly, quarterly, bi-annual, and annual federal basis.
• May work with the Contracts and Grants Administration Manager to prepare narrative reports on a monthly, quarterly, bi-annual, and annual federal basis.

Who May Apply

This position, Grants Specialist - Limited Service (Job Requisition #56027), is open to all State employees and external applicants. It is a Limited Service position, which is non-tenured and authorized for a specific period of time. Limited Service positions are established for specially funded projects or programs.

If you would like more information about this position, please contact [e-mail]

Please note that multiple positions in the same work location may be filled from this job posting.

Environmental Factors

Duties are performed primarily in a standard office setting. On-site compliance reviews, hearings, meetings and committee obligations requires travel for which private means of transportation should be available. Some work outside of regular work schedule may be anticipated. A need to confront grantees with contract and grant requirements may arise frequently. Some pressure from deadlines may be anticipated.

Minimum Qualifications

Three (3) years or more of experience in the development, evaluation, administration, or fiscal monitoring of grants or contracts.

Preferred Qualifications

Bachelor's degree.

Graduate work in public administration or accounting.

Total Compensation

As a State employee you are offered a great career opportunity, but it's more than a paycheck. The State's total compensation package features an outstanding set of employee benefits that are worth about 30% of your total compensation, including:

• 80% State paid medical premium and a dental plan at no cost for employees and their families
• Work/Life balance: 12 paid holidays each year and a generous leave plan
• State Paid Family and Medical Leave Insurance (FMLI)
• Two ways to save for your retirement: A State defined benefit pension plan and a deferred compensation 457(b) plan
• Tuition Reimbursement
• Flexible spending healthcare and childcare reimbursement accounts
• Low cost group life insurance
• Incentive-based Wellness Program
• Qualified Employer for Public Service Student Loan Forgiveness Program

Want the specifics? Explore the Benefits of State Employment on our website.

Equal Opportunity Employer

The State of Vermont celebrates diversity, and is committed to providing an environment of mutual respect and meaningful inclusion that represents a variety of backgrounds, perspectives, and skills. The State does not discriminate in employment on the basis of race, color, religion or belief, national, social or ethnic origin, sex (including pregnancy), age, physical, mental or sensory disability, HIV Status, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, past or present military service, membership in an employee organization, family medical history or genetic information, or family or parental status. The State's employment decisions are merit-based. Retaliatory adverse employment actions by the State are forbidden.