Grant Assistant

Hendricks County Job Description

Title:   Grant Assistant                                              

FLSA Status: Non-Exempt

Department:  Auditor                                              

Department Head:  Elected Auditor                                    

Direct Supervisor: Financial Administrator                              

PURPOSE OF POSITION: 

To perform this position successfully, an individual must be able to perform each essential function of the position satisfactory. The requirements listed in this document are representative of the knowledge, skill, and/or ability required.  Hendricks County provides reasonable accommodations to qualified employees and applicants with known disabilities who require accommodation to complete the application process Incumbent perform essential functions of the job, unless those accommodations would present an undue hardship.

Incumbent serves as assistant to the Grants Coordinator for the Hendricks County Auditor's office, responsible for monitoring the reporting, accounting, and auditing functions of all grants for compliance with prescribed guidelines and monitoring all grant expenditures from the County budget.

ESSENTIAL FUNCTIONS:

·         Assist Grant Coordinator monitoring all County grants assuring compliance with granting agency requirements, including tracking grant appropriations, monitoring cash draws for proper amount and timing, verifying use of funds in accordance with prescribed laws and grant agreements. Reports to Grant Coordinator when programs are not in compliance with granting agency requirements.

·         Assist Grant Coordinator maintaining official files of all grants received by the County, assists in gathering and preparing reliable data for report disclosure to granting agency and other parties. Assists grantee departments with close-out procedures for terminated grant programs

·         Provides information and instruction to grantee department officials regarding granting agency requirements for administration of funded programs, including recordkeeping, reporting, and financial accounting requirements as needed for State Board of Accounts and federal grant audits.

·         Assists grantee department officials in preparing annual budget requests by responding to inquiries, providing financial data and technical assistance regarding grant administration.

·        Maintains records on all County grants.

·         Incumbent’s work is closely monitored by the State Board of Accounts through Supplemental Audit of Federal Awards for Federal Programs on Internal Control over Compliance, and completeness of schedule of expenditures of Federal Awards and Accompanying Notes. 

NON-ESSENTIAL FUNCTIONS:

·         Incumbent serves as backup to Accounts Payable/Accounts Receivable Deputy performing all job duties in said job description. 

·         Assist in maintaining organized files such as contracts, ordinances, resolutions, bonds and letter of credit, and maintains various databases, such as change of venue cases, payments, bonds and letters of credit.

·         Incumbent performs duties of other department personnel in their absence or assisting as needed. 

·         Performs other duties as assigned.

EDUCATION AND QUALIFICATION REQUIREMENTS:

·         High school diploma or GED in combination with education and experience, with a minimum of three (3) years bookkeeping or accounting with demonstrated ability in grant writing and administration.

·         Thorough knowledge of and ability to make practical application of local government accounting principles and practices, and ability to make arithmetic calculations, maintain accurate, concise financial records, and prepare detailed reports.

·         Working knowledge of County grant preparation and monitoring procedures.

·         Ability to understand and interpret various state and federal grant regulations, forms and guidelines, various technical materials, such as contracts and maps, and legal terminology.

·         Working knowledge of computer applications including Microsoft Word and Excel and ability to operate standard office equipment, including computer, calculator, copier, fax machine and telephone.

·         Ability to effectively communicate orally and in writing with co-workers, officials and personnel in other County departments, representatives of local, state, and federal agencies, and the public, including being sensitive to professional ethics, gender, cultural diversities, and disabilities.

·         Ability to provide public access to or maintain confidentiality of department information and records according to State requirements.

·         Ability to comply with all employer and department policies and work rules, including, but not limited to, attendance, safety, drug-free workplace, and personal conduct.

·         Ability to work alone with minimum supervision and with others in a team environment.

·         Ability to work on several tasks at the same time and work rapidly for long periods occasionally under time pressure.

·         Ability to understand, memorize, retain, and carry out written or oral instructions and present findings in oral or written form.

RESPONSIBILITY:

Incumbent, in consultation with the Grant Coordinator, interprets and applies a variety of rules, regulations, policies and procedures, which may conflict with one another, in assisting with and monitoring proper administration of various grant programs applicable to County services and monitoring grant expenditures from the County budget.

Most of the incumbent's work is guided by general accounting procedures and established regulations and guidelines of various granting agencies. Incumbent discusses unusual situations with supervisor as needed. Work is reviewed for soundness of judgment, accuracy, and compliance with established policies and procedures.

WORKING RELATIONSHIPS:

Incumbent maintains frequent contact with co-workers, officials and personnel in other County departments, representatives of local, state, and federal agencies, and the public for purposes of exchanging information, providing instruction and technical assistance to other departments, exploring opportunities for grant monies for County services, and preparing various financial reports and documents.

Reports directly to Financial Administrator.

WORKING CONDITIONS AND PHYSICAL DEMANDS:

Incumbent performs most duties in a standard office environment involving sitting/operating a computer for long periods, sitting and walking at will, close vision, handling/grasping/fingering objects, hearing sounds/communication, driving, and lifting/carrying objects weighing under 25 pounds. Incumbent occasionally work extended hours and travel out of town for seminars and training, sometimes overnight.

APPLICANT/EMPLOYEE ACKNOWLEDGEMENT:

The job description for the position of _____________ in the  _______________Department describes the duties and responsibilities in this position.  I acknowledge that I have received this job description and understand that it is not a contract of employment.  I am responsible for reading this job description and complying with all job duties, requirements and responsibilities contained herein, and any subsequent revisions.

Is there anything that would keep you from meeting the job duties and requirements as outlined?

Yes______     No_______

_________________________________________                  ______________________

Applicant/Employee signature                                                    Date

____________________________________

Printed Name

Salary : $25 - $26