Program Manager-Grants and Special Projects

Definition

Performs and coordinates varied and complex office administrative support to managerial, professional, and supervisory staff or the direct coordination of specific administrative support projects and operations; acts independently to complete basic management studies, overseeing well-defined programs and projects, and providing assistance to management staff; handles administrative and technical work related to the researching of available grant funding, development of grant proposals, completion of requisite grant applications, and assisting various town departments with grant administration; assists with the procurement of goods and services; and performs related work as required.

Supervision

Works under the general direction of the Mayor and Chief of Staff. Employee generally establishes his/her own work plan and priorities, using established procedures to complete work in accordance with policies and standards; unusual cases are referred to supervisor.

Performs a variety of responsible, comprehensive functions which are generally defined by precedent or established guidelines, requiring the ability to plan and perform operations and to independently complete assigned tasks according to prescribed time schedules.

Job Environment

Work is generally performed under typical office conditions. May be required to attend evening meetings with various town boards and committees. May be required to work on weekends.

Operates a computer and general office equipment, such as calculator, copier, facsimile machine, and telephone.

Makes frequent contacts with the general public, town departments, boards, and committees. Contacts are by phone, correspondence, and in person and require some persuasiveness and resourcefulness to influence the behavior of others.

Has access to some department-related confidential information including bid documents and wage rate determination files.

Errors could result in the delay or loss of service to the town.

Essential Functions

The essential functions or duties listed below are intended only as illustrations 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 the work is similar, related, or a logical assignment to the position.

Responsible for the administrative and technical work related to the researching of available grant funding, development of grant proposals, completion of requisite grant applications, and supporting the grant writer and various town departments with grant administration.

Research the availability of various capital planning and construction grant sources, including the requirements and limitations of such grant programs at the direction of the Mayor and/or Chief of Staff. Such research is to be conducted using the internet, computerized databases, and library resources. Will work to establish and maintain a network of source providers.

Responsible for preparation of capital planning and construction grant proposals and applications at the direction of the Mayor and/or Chief of Staff, which are submitted for review and selection by grant funding agencies. Gathers all data which is required by the various grant funding agencies. Reviews grant concepts with the Chief of Staff and Mayor for review and approval.

Serves as an information resource for various town-wide departments concerning grant availability and requirements. Attends board and commission/committee meetings as necessary, fielding questions and providing information about programs.

Assists in the procurement of goods and services received through a grant, including prequalification, bid preparation and drafting of requests for proposals, completes contract reviews, interagency agreements, analysis and/or synopsis of programs and documents, and reports to Department and Division Heads accordingly. Administers grant requirements, coordinates programs and operations, and ensures objectives and reporting requirements are met. Ensures compliance with all grant-funded terms and conditions for various state and federal grant programs. Coordinates consultants and in-house staff for grant compliance as needed.

Manages the Town’s Massachusetts Energy Insights (MEI) account.

Assists with composing the day-to-day public and media information including (but not limited to) press releases, media inquiries, photo opportunities, special events, social media, constituent inquiries..

Assists the Chief of Staff with the budgeting of grant related projects and other duties as assigned.

Recommended Minimum Qualifications

Education and Experience

BS/BA in Public Administration, Political Science, or related field and 3-5 year of relevant experience or a similar combination of education and experience is required.

Preferred experience with writing, applying for, and managing state and/or federal grant programs.

Preferred experience with public procurement (MCPPO certification)

Knowledge, Ability and Skill

Knowledge. Knowledge of municipal operations. Knowledge of applicable Massachusetts General Laws and other pertinent State and federal regulations. Knowledge of accounting systems.

Ability. Ability to plan, organize, and direct the preparation of comprehensive research studies, analyze problems, prepare reports, and formulate recommendations. Ability to speak and write effectively. Ability to work independently. Ability to perform internet-based research. Ability to prepare grant related budgets and narratives.

Skill. Demonstrated grant writing and administration skills. Strong organizational skills.

Physical Requirements

Minimal physical effort generally required in performing duties under typical office conditions. Position requires the ability to operate a keyboard and standard office equipment at efficient speed. The employee is frequently required to use hands to finger, handle, or feel objects, tools, or controls, and reach with hands and arms. The employee is frequently required to sit, talk, and hear. Specific vision requirements include close vision, distance vision, and the ability to adjust focus

This job description does not constitute an employment agreement between the employer and employee, and is subject to change by the employer, as the needs of the employer and requirements of the job change.

Job Type: Full-time

Pay: $71,221.67 - $74,611.32 per year

Benefits:

• Dental insurance
• Disability insurance
• Employee assistance program
• Flexible schedule
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift

Education:

• Bachelor's (Required)

Experience:

• Contracts: 1 year (Preferred)
• Negotiation: 1 year (Preferred)

Work Location: In person

Salary : $71,222 - $74,611