Procurement & Grant Manager

Procurement & Grant Manager

The primary purpose of the Procurement & Grant Manager is to ensure that the Metropolitan Emergency Services Agency (MESA) has the compliant, timely, and well-managed purchasing and grant processes needed to support its mission of operating and managing the Division of Emergency Communications (911 center), Division of Emergency Management, and the Division of Public Safety Communications (technology infrastructure) for the City of Indianapolis and Marion County. Position reports to the CFO.

This position safeguards the agency's ability to provide critical public safety communication and emergency management services by overseeing all procurement activities, managing the full lifecycle of grants, and ensuring strict adherence to fiscal, legal, and regulatory requirements.

Responsibilities include:

• Ensuring all fiscal reporting is daily, timely and accurately for all divisions of MESA, whether it relates to procurement reporting or grant reporting.
• Coordinating closely with internal stakeholders and central purchasing to ensure that procurement actions support agency priorities and maintain operational readiness.
• Managing the full lifecycle of grants, including application support, budget setup, reporting, compliance monitoring, and close out activities.
• Maintaining accurate grant documentation, deadlines, and audit ready records to support Emergency Communications, EMA operations, and PSC technology initiative.
• Supporting budget preparation and ensuring alignment of grant funded activities with agency priorities identified in annual budget narratives.
• Serving as MESA board secretary, coordinating meetings, recordings, and upkeeping of minutes.
• Managing all division travel requests and expense reports utilizing PeopleSoft.
• Processing approved travel-related paperwork encumbers agency funds for employee travel and expenses.
• Securing arrangements for business related travel when necessary.
• Maintaining reports of approved travel requests and travel expenses.
• Creating and maintaining requisitions, purchase orders, vouchers, and receipts to ensure equipment, supplies, and services are received, and payments are processed and paid in a timely manner to support the agency.
• Determining appropriate method of competition as established by procurement state statute, rules, regulations, and policies.
• Researching and evaluating purchases and related services, supplies and equipment based on price, service, quality, and warranty to meet the needs of the agency.
• Completing purchase transactions ensuring all required documents are available for public record.
• Responsible for all aspects of the agency's usage of the city P-card program and benefits.

Qualifications include:

Associate's degree in business management, Accounting Principles, or related field with two (2) years' experience in an accounting or procurement position. Ability to effectively communicate both orally and in writing with a diverse customer base. Proficiency in Microsoft Office and other purchasing software systems including Microsoft Office. Must be able to prioritize projects and meet deadlines. Must have a fundamental knowledge of procurement rules, updated citywide agreements, and other items being paid by either card.

Preferred Job Requirements and Qualifications include:

Bachelor's degree in business management, Accounting Principles, or related field with one (1) year experience in auditing, purchasing, grants, or accounts payable position. 2 Years of service with City/County in lieu of education is allowable.

Working conditions include:

Essential functions are regularly performed in an office setting without exposure to adverse environmental conditions. Some evening applies. Occasional travel may be required. Position may be required to attend meetings at other locations.

Physical Conditions include:

1. Sitting at a desk the majority of the day
2. Some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10) pounds
3. Tasks may involve extended periods of time at keyboard or workstation
4. Tasks require the ability to perceive and hear sounds and see visual cues or signals
5. Tasks require the ability to communicate orally

The City of Indianapolis Marion County is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status. We value diversity in perspectives and experiences among colleagues and the residents of this city of whom we serve.