Grants Specialist-MOECD

City Of Charleston; Charleston (WV); On-site; USD 50,000 - 70,000; Full time

Job summary

City Of Charleston seeks a grant accounting professional to manage complex financial tasks for its grant programs. The role supports the department under general supervision, developing procedures and work sequences.

Key duties include preparing requisitions, drawing down funds via HUD IDIS/LOCCS, reconciling balances, and maintaining project financial records across multiple sub-recipients and the city’s systems.

Qualifications

• Accounting background preferred.
• An associate degree or specialized courses/training equivalent to two years of college in business or related field preferred.
• Four years working with grants or closely related experience preferred.

Responsibilities

• Prepares requisitions and completes drawdowns using HUD's IDIS and LOCCS.
• Reconciles account balances with the City's financial accounting system, HUD IDIS, various sub-recipients.
• Maintains all financial information, such as check copies, invoices, etc. for all projects.
• Maintains department timesheet information and reimburses salaries to the City from HUD administrative funds.
• Maintains and reconciles account information entered on the GMS system and submits to accounting at the end of the fiscal year.
• Collects and interprets data during the funding cycle to aid in determining which grants may be funded.

Skills

Accounting

Data analysis

Education

Associate degree in business or related field

Tools

HUD IDIS

LOCCS

GMS

Job description

General Description

The purpose of this job within the organization is to perform responsible and complex financial tasks relating to grant programs within the City of Charleston.

This job works under general supervision, independently developing work methods and sequences.

Duties and Responsibilities

The functions listed below are those that represent the majority of the time spent working in this job. Management may assign additional functions related to the type of work of the job as necessary.

Essential Functions:

Strives to be efficient and effective at balancing and meeting the common needs and reasonable expectations of core constituents.

Contributes towards the department's mission by continuously striving to meet expectations, strategic goals and objectives.

Prepares requisitions and completes drawdowns using HUD's IDIS and LOCCS.

Reconciles account balances with the City's financial accounting system, HUD IDIS, various sub-recipients.

Maintains all financial information, such as check copies, invoices, etc. for all projects.

Maintains department timesheet information and reimburses salaries to the City from HUD administrative funds.

Maintains and reconciles account information entered on the GMS system and submits to accounting at the end of the fiscal year.

Collects and interprets data during the funding cycle to aid in determining which grants may be funded.

Additional Duties:

Assists in monitoring all activities to ensure the funds are used for authorized purposes.

Assists in providing technical assistance to CDBG sub-recipients.

Understands the financial complexities of grant funding on a Federal, State and local level.

Performs related work as assigned.

Responsibilities, Requirements and Impacts

Data Responsibility

Data Responsibility refers to information, knowledge, and conceptions obtained by observation, investigation, interpretation, visualization, and mental creation. Data are intangible and include numbers, words, symbols, ideas, concepts, and oral verbalizations.

Gathers, organizes, analyzes, examines or evaluates data or information and may prescribe action based on these data or information.

People Responsibility

People include co-workers, workers in other areas or agencies and the general public.

Provides information, guidance or assistance to people that directly facilitates task accomplishment; may give instructions or assignments to helpers or assistants.

Asset Responsibility

Assets responsibility refers to the responsibility for achieving economies or preventing loss within the organization.

Requires some responsibility for achieving minor economies and/or preventing minor losses through the handling of or accounting for materials, supplies or small amounts of money.

Mathematical Requirements

Mathematics requires the use of symbols, numbers and formulas to solve mathematical problems.

Uses addition and subtraction, multiplication and division and/or calculates ratios, rates and percents.

Communications Requirements

Communications involves the ability to read, write, and speak.

Reads technical instructions, procedures manuals and charts to solve practical problems, such as routine office equipment operating instructions; composes routine reports and specialized reports, forms, and business letters, with proper format; speaks compound sentences using normal grammar and word form.

Judgment Requirements

Judgment requirements refer to the frequency and complexity of judgments and decisions given the stability of the work environments, the nature and type of guidance, and the breadth of impact of the judgments and decisions.

Responsible for long range goals, planning and methodologies. Decision-making is focus of the job, affecting entire organization and surrounding population; works in an unstable environment with frequent and significant changes in conditions.

Complexity of Work

Complexity addresses the analysis, initiative, ingenuity, concentration and creativity, required by the job and the presence of any unusual pressures present in the job.

Performs coordinating work involving guidelines and rules, with constant problem solving; requires continuous, close attention for accurate results or frequent exposure to unusual pressures.

Impact of Errors

Impact of errors refers to consequences such as damage to equipment and property, loss of data, exposure of the organization to legal liability, and injury or death for individuals.

The impact of errors is moderately serious - affects work unit and may affect other units or citizens.

Physical Demands

Physical demands refer to the requirements for physical exertion and coordination of limb and body movement.

Performs sedentary work that involves walking or standing some of the time and involves exerting up to 10 pounds of force on a regular and recurring basis or sustained keyboard operations.

Equipment Usage

Equipment usage involves responsibility for materials, machines, tools, equipment, work aids, and products.

Handles or uses work aids involving some latitude for judgment regarding attainment of a standard or in selecting appropriate items.

Unavoidable Hazards

Unavoidable hazards refer to the job conditions that may lead to injury or health hazards even though precautions have been taken.

None.

Safety of Others

Safety of others refers to the level of responsibility for the safety of others, either inherent in the job or to ensure the safety of the general public. (Does not include safety of subordinates).

Requires no responsibility for the safety and health of others.

Minimum Education and Experience Requirements

Accounting background preferred.

An associate degree or specialized courses/training equivalent to satisfactory completion of two years of college in business or related field preferred.

Four years working with grants or closely related experience preferred.

Special Certifications and Licenses

None

Core Competencies

Knowledge, Skills & Abilities:

1. Accountability - takes responsibility for own actions.
2. Adaptability - responds positively to change.
3. Communications - listens, speaks and/or writes in a clear, concise and respectful manner.
4. Customer Service - provides courteous, accessible and quality assistance to internal and external customers.
5. Initiative - takes proactive action to complete work or resolve issues
6. Judgment & Decision Making - evaluates issues and makes sound factual decisions.
7. Professional Development - seeks opportunities to enhance technical skills and job knowledge.
8. Teamwork & Cooperation - collaborates with others to fulfill the City's vision and achieve departmental goals and strategic objectives.

Additional Qualifications

1. Must have the ability to provide documentation verifying legal work status.
2. Ability to read and speak the English language proficiently in order to communicate and interact with others; to understand and interpret safety instructions; and to respond to internal and external inquiries.
3. Ability to understand and comply with City and departmental guidelines, policies, procedures and expectations.

This job description has been designed to indicate the general nature and level of work that may be performed by an employee. It is not designed to contain or be interpreted as a comprehensive inventory or list of all of the duties, responsibilities and qualifications required of employees assigned to this job. Supervisors/Managers and/or Department Heads may also assign additional or other lawful duties as may be necessary and/or required. The City reserves the right to modify or change this job description at any time, for any lawful reason, with or without notice. This job description is not, and should not be construed or implied to be a contract, promise or guarantee of continued employment.

The City of Charleston, WV is an Equal Opportunity Employer. The ADA requires the City to provide reasonable accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with management.