Grants Administrator

Grants Administrator

The Grants Administrator is responsible for grant activities both before and after the awards process including supportive research, response and implementation planning and the performance of grants administration duties for a wide variety of funding programs that vary in level of complexity. Although grants have a broad range, knowledge and experience with job training and workforce development is a plus.

Under general supervision, supportive tasks within the role include, but are not limited to, helping identify funding opportunities, preparing budgets, drafting and compiling responsive content, guiding support staff and project partners, monitoring expenditures, identifying support agencies, analyzing data, evaluating progress/tracking results, collecting data, preparing reports, overseeing grant related events and outreach logistics, and conducting audit preparation for the full array of grants wherein HACLA is a lead or partner in a funding opportunity. The incumbent will be responsible for helping teams develop their metric tracking approach and reporting templates as well as verifying metrics and drafting supporting narrative, tracking grant requirements and expenditures, and ensuring compliance.

This position requires independent judgment to help leadership determine courses of action, ability to develop and articulate presentations of facts and support conclusions with evidence-based recommendations. Supervision is received from a professional superior who evaluates work through review of completed tasks or projects. This is professional work of a specialized nature which involves problem-solving, time management, cooperative work style, and passion for grant development and administration work. Independent judgment is exercised in performing duties which include identifying, developing and coordinating resources available to HACLA and its affiliate nonprofit instrumentality in the form of grants; systematic investigation and research of community and HACLA needs and effective narrative and data-driven articulation of existing and needed programming; helping secure grants and donations for selected programs; and focusing primarily on grant implementation establishment and performing the ongoing administration and reporting for grant funded programs.

Examples of essential functions include:

• Conducts research and assists with supportive process to identify and qualify funding opportunities from a variety of sources and varying complexity; Assists with applying for NOFA's, grants and other opportunities which includes writing, reviewing and preparing responses on behalf of HACLA to these opportunities.
• Writes moderate to complex documents such as applications, statements, technical reports, data sharing and other agreements, board reports, annual reports, presentations, stakeholder correspondence, and marketing and/or other materials in a variety of platforms and formats;
• Develops plans, organizes, coordinates, monitors, and with guidance supports programs and services rendered through grants by creating partnership and data agreements, establishing grant reporting approach, systems and tracks funding expenditures as well as leverage opportunities; this also includes monitoring deliverables, tracking compliance, drafting and/or compiling reports, tracking all participant expenditures by grant to ensure compliance, and supporting contract changes and renewals.
• Appraises grant programs with recommendations for improvements to enhance compliance and efficiency in achieving desired outcomes; monitors related programs and services for conformance and compliance to local, state, and federal regulations and grant implementation guidelines.
• Plans, helps conduct and/or attends meetings to provide information, enlist support, resolve issues with partners, program staff or the public; may represent the Housing Authority at business and community meetings; and/or give presentations.
• Works with other agencies and collaborates to ensure compliance with existing grants and to develop new collaborations for future grants.
• Coordinates and monitors the activities, schedules and deadlines of assigned grant programs including but not limited to interacting with federal, state, and local agencies to ensure that grant projects comply with program guidelines for expenditure, funding, and accountability.
• Develops, maintains and keeps current all grant-related filing and reporting systems and donor/partnership databases; may act as lead to administer draw requests for any funding source which operates through a "draw down" or reimbursement process. This likely includes developing and managing the system(s) for tracking grant expenditures and receivables, maintaining and verifying payment records, reviewing invoices and recording receipts in accordance with deadlines.
• Acts as primary correspondent with Finance Department during audit processes for grant audits, including but not limited to County, City and or outside auditors.
• Manages and inventories supportive services (books, bus tokens, flash drives, etc.) to ensure grant compliance.
• May be required to drive a vehicle to different sites and/or locations.
• All other duties as assigned.

Knowledge, skills and abilities include:

Knowledge of the functions and scope of assigned grant programs; principles, practices, procedures and methods of grant management and principles and practices of public administration, research, methods, and techniques; principles and practices of budget preparation and control particularly pertaining to grants; grant planning and design; strong oral and written communication skills.

Ability to manage multiple projects and work assignments and effectively meet deadlines; evaluate and recommend improvements in grant operations, systems, procedures, policies and methods;; establish and maintain effective working relationships with others and deal tactfully and effectively with employees, representatives of other governmental bodies, collaborative partners, residents/clients and the public; develop and present ideas and concepts persuasively; interpret, apply and explain regulations, grant implementation guidelines, policies and procedures; utilize computers and software applications such as word processing, data base manager, spread sheets, and other software/applications relevant to the professional projects assigned and fields of specialty.

Minimum qualifications include:

Graduation from an accredited college or university with a Bachelor's degree in Business or Public Administration, Communication, Business Management, Nonprofit Management, Finance, Public health, Social Work, or related field; AND at least three (3) years progressively responsible experience in community work of which at least two years included researching, developing and submitting grant proposals and performing grants administration duties.

License or Certificate: Possession of, or ability to obtain, an appropriate valid California Class C driver's license. Employees must maintain a driving record which meets the insurability requirement of the Housing Authority's carrier.