PART-TIME ADMINISTRATIVE ASSISTANT

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The Community Development Administrative Assistant is part-time position involved in the planning for and use of federal grant dollars including the administration of grants sub-awarded to organizations that support low-moderate income households and individuals in Portsmouth NH. General work functions include : tracking federal grant financial and impact information including project spending progress and performance; providing technical support to partner organizations grant sub-recipients and stakeholders that includes orientation training monitoring and evaluation; assisting with the creation of housing and community development plans and reports as required by the U.S. Housing and Urban Development (HUD) Community Development Block Grant (CDBG) Program; and maintaining electronic and hard-copy documentation files and correspondence associated with the program.

Essential Duties and Responsibilities

• Track project accomplishments and enter other reporting / data entry in Integrated Disbursement Information System (IDIS); HEROS; SPEARS; other federal reporting systems; and Microsoft Excel.
• Assist with sub-award grant contract preparation; establish and maintain electronic and hard copy project files; monitor contract conformance with CDBG Program regulations; and work with social services agencies to meet grant reporting requirements.
• Collect and organize social services agencies' annual CDBG grant applications; prepare materials for the Citizens Advisory Committee (CAC); and may occasionally provide additional staff support to CAC public meetings.
• Track and monitor on existing detailed Excel spreadsheets the overall grant program budget; program income; administrative and public service caps; and sub-awarded grant spending and public benefit impacts.
• Attend occasional meetings; conferences; workshops and trainings; which may infrequently involve travel outside of the Portsmouth area.
• Assist with preparing HUD-required reports including Annual Action Plan and Budget; Five-Year Consolidated Plan; Annual Evaluation and Performance Report; Section 3 Labor Standards; Assessment of Fair Housing; and others as appropriate.
• Support the housing loan portfolio by maintaining records and payments received for loans in repayment or coming into repayment (Housing Rehab loans; Economic Development or other housing loans).
• May assist in the preparation of environmental review record information; maps; and reports required by NEPA.
• May assist in review of certified payrolls to ensure compliance with the Davis Bacon Act.
• Perform related duties as assigned.

MINIMUM REQUIRED QUALIFICATIONS

A candidate for this position should have an Associate Degree or higher in Public Administration; Business Administration; Grants Management; Community Development; or related field and two (2) years of related paid experience; or any equivalent combination of experience and training that provides the knowledge; skills and abilities necessary to perform the work. Possession of a valid Class C New Hampshire driver's license is required; for out-of-state applicants; a valid driver's license is required. Experience working in a municipal office; public agency or non-profit organization with regular interaction with various departmental / agency staff and the public is preferred.

Full Job Description

PT Admin Assist-CDBG.pdf

Disclaimer

The essential functions and duties described herein are normal for this position. They are intended as an illustration of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if work is similar related or a logical assignment to or extension of the position. Other duties may be required and assigned by the supervisor. The City of Portsmouth is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race color religion sex disability age sexual orientation gender identity national origin veteran status or genetic information. The City is committed to providing access equal opportunity and reasonable accommodation for individuals with disabilities in employment its services programs and activities. To request reasonable accommodations contact our Human Resources Director by phone 603-610-4478.

Application Special Instructions

Finalist must complete pre-employment screening drug testing & background check.