Grant Administrator

GENERAL PURPOSE

The Grant Administrator is responsible for the overall administration, coordination, and compliance of grant programs for the Town of Pecos City. This role requires expertise in researching, applying for, managing, and reporting on federal, state, and local grants. The Grant Manager will work collaboratively with various departments, the City Manager's office, and the City Council to ensure timely and compliant execution of grant-funded projects.

SUPERVISION RECEIVED

Reports to the Finance Director/ Assistant Finance Director.

SUPERVISION EXERCISED

Assistance will be provided as needed by grant requesting departments and City Administration.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Research and identify federal, state, and local grant opportunities relevant to city programs.

• Prepare, review, and submit grant applications and proposals ensuring accuracy, timeliness, completeness, and compliance.

• Manage grant budgets, including preparing budget details, revisions, and financial reporting.

• Monitor grant compliance, including adherence to regulations such as HUD, DOJ, and FEMA requirements.

• Coordinate with the City Administration to draft and present resolutions related to grants requiring support or matching funds to the City Council.

• Prepare and submit programmatic and financial reports through grant portals as required by grantors.

• Track grant expenditures, reconcile discrepancies, and oversee grant close-outs.

• Collaborate with city departments and external agencies to support grant-funded initiatives.

• Assist with audit coordination related to grants, including Single Audit and internal financial audits.

• Maintain thorough records and documentation for all grants.

• Utilize software such as Microsoft Office Suite (Word, Excel, PowerPoint), grant management systems, and financial software (Tyler Incode10).

• Communicate effectively with city officials, grantors, and community stakeholders.

• Perform other related duties as assigned.

PERIPHERAL DUTIES

N/A

MINIMUM QUALIFICATIONS

Education and Experience:

• Bachelor's degree in business administration, Public Administration, Finance, or a related field preferred. Minimum of 2 years' experience in grant writing, administration, or financial management required.


• An equivalent combination of education or experience will be considered. Experience in grant writing, administration, or financial management required.


• Salary negotiable

KNOWLEDGE, SKILLS, AND ABILITIES REQUIREMENTS

• Thorough knowledge of federal, state, and local grant regulations and compliance requirements.

• Strong organizational skills with attention to detail.

• Ability to prepare clear and concise grant applications and reports.

• Proficiency with Microsoft Office Suite and grant management software.

• Effective oral and written communication skills.

• Ability to manage multiple projects and deadlines under pressure.

• Ability to establish and maintain effective working relationships with city officials, departments, and external agencies.

• Valid Texas driver's license required.

• Ability to pass background check and pre-employment drug screening.

SPECIAL REQUIREMENTS

Strong written communication skills, proficiency in researching and preparing grant proposals, and knowledge of nonprofit fundraising and grant compliance.

TOOLS AND EQUIPMENT USED

Personal computer, 10-key calculator, phone, copy machine, fax machine, scanner, Microsoft Office Suite, grant management software, financial software (e.g., Munis), etc.

PHYSICAL DEMANDS

The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT

Work is performed primarily in a typical office environment with controlled temperature and moderate noise levels. Some travel within the city and to meetings or training sessions may be required.

Please be advised that the Town of Pecos City is a drug-free workplace. All candidates with job offer are required to complete a pre-employment drug screening and background check.

The Town of Pecos City provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws

Please be advised that the Town of Pecos City is a drug-free workplace. All candidates with job offer are required to complete a pre-employment drug screening and background check.