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Grants Administrator (Contractual)

City of Annapolis
Annapolis, MD Full Time
POSTED ON 1/25/2025
AVAILABLE BEFORE 3/24/2025

Job Summary

Responsible for identifying grant opportunities, preparing grant applications, securing grants of all types, and assisting in the management of approved grants for infrastructure projects. Grant Administrator works with the Department of Public Works, the Department of Planning & Zoning, the Recreation & Parks Department, and the Office of Emergency Management.

Essential Job Functions

  • Administers the grants process throughout all stages including grant acquisition, administration, and close-out. This includes activities such as assessing grant opportunities and grant writing; tracking grant programmatic and financial activities, issuing reimbursement requests, and assuring that submitted documentation meets all City of Annapolis and legal requirements; and maintaining records for auditing purposes.
  • Provides technical data and interpretation of grants and funding requests to program managers and other supervisory personnel.
  • Maintains the database and physical grant files ensuring the accuracy and integrity of data as well as grantor relationship history.
  • Coordinates with project managers and procurement to ensure contracting methods and contract provisions comply with grantor requirements.
  • Oversees standard terms and conditions for grant award letters and agreements.
  • Trains staff on grants management process to include recordkeeping systems; ensures that protocols are executed properly; creates and edits software templates, code and reports.
  • Assists with required research pertinent to grant due diligence, ongoing review, and close-out analyses.
  • Collects, records, and evaluates data and prepares statistical and narrative reports and other documents in support of State and Federally-funded projects and other programs.
  • Works with assigned staff to coordinate and maintain grant cycle calendar and site visit schedules; assists with the preparation of grant related materials for meetings to include City Council Committees.
  • Assists with departmental budget as it relates to grants and generates requested information, data and reports from information maintained in the grants management database or other sources of information.
  • Other duties as assigned

Qualifications

Education and Experience

Bachelor’s degree from a college or university of recognized standing and two years of experience in grants administration or related field to provide the necessary knowledge, skills and abilities that are required or an equivalent combination of education and experience;

Special Qualifications: Possession of a valid driver’s license. Consent to chemical substance screening consistent with mandated Federal, State and City guidelines and programs to include drug and alcohol testing.

Knowledge, Skills and Abilities:

  • Knowledge of grant management principles, practices, methods, techniques, and equipment.
  • Knowledge of federal and state grant guidance, rules, regulations, and administration.
  • Knowledge of departmental management principles, practices, methods, techniques.
  • Ability to use good judgment, tact and courtesy.
  • Possesses careful attention to detail and focuses on precision and accuracy in accomplishing tasks.
  • Demonstrated practice and ability of skilled, experienced, and persuasive writing.
  • Ability to expediently process a workload that includes several complicated administrative tasks that update frequently.
  • Ability to establish and maintain effective working relationships with superiors, subordinates, colleagues and the general public and to communicate effectively orally and in writing.
  • Ability to operate small office equipment, including copy machines or multi-line telephone systems.
  • Ability to operate computers for data entry, word processing and/or accounting purposes.
  • Ability to act as a representative of the City of Annapolis and the department at various committees, meetings and events as it relates to grants administration.

Employment Conditions

PHYSICAL/MENTAL DEMANDS

The work is light work which requires exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force to move objects. Additionally, the following physical abilities are required:

  • Balancing ability: sufficient to maintain body equilibrium to prevent falling while walking, standing or crouching on narrow, slippery, or erratically moving surfaces. The amount of balancing exceeds that needed for ordinary locomotion and maintenance of body equilibrium.
  • Crouching ability: sufficient to bend the body downward and forward by bending leg and spine.
  • Dexterity ability: sufficient to perceive attributes of objects, such as size, shape, temperature or texture by touching with skin, particularly that of fingertips.
  • Handling ability: sufficient to pick, hold, or otherwise work, primarily with the whole hand
  • Hearing ability: sufficient to perceive the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discrimination in sound.
  • Kneeling ability: sufficient to bend legs at knee to come to a rest on knee or knees.
  • Lifting ability: sufficient to raise objects from a lower to a higher position or moving objects horizontally from position-to-position. Occurs to a considerable degree and requires substantial use of upper extremities and back muscles.
  • Mental Acuity: sufficient to make rational decisions through sound logic and deductive processes.
  • Pulling ability: sufficient to use upper extremities to exert force in order to draw, haul or tug objects in a sustained motion.
  • Pushing ability: sufficient to use upper extremities to press against something with steady force in order to thrust forward, downward or outward.
  • Reaching ability: sufficient to extend hand(s) and arm(s) in any direction.
  • Repetitive Motion: Substantial movements (motions) of the wrist, hands, and/or fingers.
  • Speaking ability: sufficient to express or exchange ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to other workers accurately and concisely.
  • Standing ability: Particularly for sustained periods of time.
  • Visual ability: sufficient to operate a vehicle by both day and night, to observe emergency scene actions taking place, observe traffic in the vicinity of an emergency scene, to read and write reports, correspondence, etc.
  • Walking ability: sufficient to move about on foot to accomplish tasks, particularly for long distances or move from one work site to another.
  • Work is typically performed in a safe and secure work environment that may periodically have unpredicted requirements or demands. Deployment in emergency, disaster or crisis and may require personnel to operate in situations that present multiple hazards.

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