Grants and Fiscal Programs Administrator

Job Description

Job Description

The Vermont Judiciary is seeking an experienced, strategic, and highly analytical professional to serve as a Grants and Fiscal Programs Administrator . This position provides department-wide leadership, oversight, and administration of complex federal and state grant programs, contracts, and memoranda of understanding (MOUs) supporting Judiciary operations.

This role is responsible for the planning, development, implementation, and ongoing management of grant-funded and contract-supported programs, including the creation and maintenance of fiscal systems, compliance frameworks, and cost allocation methodologies. The position ensures full compliance with applicable federal regulations (including Uniform Guidance), state procurement requirements, and funding award conditions.

The incumbent operates with significant independence and serves as a primary authority on grant fiscal compliance, contract administration, and interagency funding coordination. The role works closely with Judiciary leadership, program managers, external funding agencies, and cross-government partners to ensure effective, compliant, and strategically aligned use of public funds.

Desired Knowledge, Skills, and Abilities

• Advanced knowledge of federal and state grant administration frameworks.
• Strong expertise in governmental accounting, fiscal management, and cost allocation methodologies.
• Ability to interpret and apply complex regulations, funding requirements, and procurement rules.
• Strong analytical skills with ability to evaluate complex financial and programmatic data.
• Ability to design and implement fiscal systems and compliance frameworks.
• Strong written and verbal communication skills, including technical reporting and policy development.
• Ability to build and maintain effective working relationships across agencies, programs, and external partners.
• Ability to manage competing priorities in a high-accountability, deadline-driven environment.

This is a full-time position located in Montpelier, Vermont. Upon completion of an initial training period, the employee can request a Vermont-based hybrid work schedule. Starting salary is $31.54 per hour. The limited-service term will end 12/31/2029. The Grants and Fiscal Programs Administrator is a non-exempt Judicial Branch position equivalent to pay grade 25.

Benefits

The State of Vermont’s total compensation package features an outstanding set of employee benefits that are worth about 30% of your total compensation.

• 80% State paid medical premium and a dental plan at no cost for employees and their families
• Work/Life balance: 12 vacation days earned per year, 12 sick leave days earned per year, up to 5 personal days earned per year, 14 paid holidays each year
• 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

Minimum Qualifications

Bachelor’s degree in accounting, finance, public administration, business administration, or related field AND five (5) or more years of progressively responsible experience in:

• federal and/or state grant administration,
• governmental accounting or fiscal management,
• contract and procurement oversight,
• financial compliance or audit functions, or
• administration of complex, multi-funded public programs.

OR equivalent combination of education and experience.

Preferred Qualifications

• Experience managing or overseeing large-scale federal grant portfolios.
• Experience at or near the level of statewide grant or contract program administration.
• Advanced knowledge of Uniform Guidance and federal grant compliance requirements.
• Experience developing and managing cost allocation plans across multiple funding sources.
• Experience with public sector procurement, RFP development, and contract negotiation.
• Experience working in multi-agency or intergovernmental funding environments.
• Familiarity with state financial systems (e.g., VISION or equivalent ERP systems).
• Experience leading compliance monitoring, audits, or subrecipient oversight.

Essential Duties and Responsibilities

Grants, Contracts, and Program Administration

• Provide statewide oversight and management of federal and state grant programs, contracts, and MOUs supporting Judiciary operations.
• Co-lead the development, negotiation, execution, and administration of grant agreements, contracts, and funding arrangements.
• Oversee preparation and coordination of Requests for Proposals (RFPs), grant applications, and procurement processes.
• Ensure agreements are aligned with program goals, statutory requirements, and funding source conditions.
• Direct lifecycle oversight of agreements including implementation, monitoring, amendments, and closeout.

Fiscal Leadership and Cost Allocation

• Design, implement, and maintain complex cost allocation systems across multiple funding streams and Judiciary programs.
• Oversee allocation of shared administrative and program costs across federal, state, and grant-funded initiatives.
• Provide fiscal guidance on budgeting, forecasting, and financial planning for grant-funded operations.
• Ensure accurate tracking, analysis, and reporting of expenditures across multiple funding sources.
• Evaluate financial impacts of program decisions and provide recommendations to leadership.

Federal Regulation & Compliance Oversight

• Interpret, apply, and ensure compliance with complex federal and state regulations governing grants, contracts, and procurement.
• Ensure adherence to federal regulations and Uniform Guidance requirements, state fiscal policies, and funding award conditions.
• Oversee compliance monitoring activities, including subrecipient oversight, desk reviews, and site monitoring.
• Identify compliance risks and develop corrective action strategies in coordination with leadership and program staff.
• Ensure integrity and consistency of grant and contract administration practices across the Judiciary.

Audit, Reporting, and Financial Accountability

• Preparation and submission of required financial reports, reimbursement requests, and grant documentation.
• Direct audit coordination, including preparation for federal, state, and internal financial reviews.
• Prepare interim, annual, and final financial reports for accuracy and compliance.
• Ensure proper closeout of grants, contracts, and MOUs in accordance with regulatory requirements.
• Maintain systems and documentation necessary for audit readiness and financial transparency.

Program Oversight, Policy Development, and Systems Management

• Participate in development and implementation of policies, procedures, and standards governing grants and contract administration.
• Design and maintain systems for agreement tracking, financial monitoring, and compliance reporting (including VISION or equivalent systems).
• Evaluate program performance and fiscal effectiveness and recommend improvements to leadership.
• Contribute to development of statewide or Judiciary-wide fiscal and administrative standards for grant-funded programs.

Technical Assistance, Training, and Cross-Agency Coordination

• Provide technical assistance, consultation, and training to Judiciary staff on grant administration, procurement, and fiscal compliance.
• Serve as a subject matter expert on federal and state grant requirements and contract administration processes.
• Coordinate with external agencies, including federal funders, state departments, and service providers.
• Collaborate across agencies and departments on multi-system, cross-funded, or intergovernmental initiatives.

Scheduled hours of work generally conform to public court hours, but assignments may extend beyond those hours. Occasional travel to other courts within the State of Vermont may be required. Travel will be reimbursed according to State policies. This position will be eligible for longevity increases in accordance with the State step pay plan and annual cost of living increases as enacted by the Vermont State Legislature. Job Code # 26031

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 in all state government positions. The Judicial Branch is committed to a policy of equal employment opportunity, and the recruitment process is designed to treat all applicants equitably.