Grant Management Specialist

Salary : $62,084.17 Annually

Location : C180-Community Development

Job Type: Full Time

Job Number: 03606

Department: Community Development

Opening Date: 05/16/2024

Closing Date: 6/20/2024 11:59 PM Eastern

Position Purpose/Summary

Responsible for monitoring all of the division's grants scope of work, effectuating staff implementation activities, publicly reporting on grant performance measurements and ensuring that staff working on grants have a firm understanding of their specific work requirements related to the assigned grants. This position will support all aspects of department grants including; development, rollout, monitoring, and overseeing the performance of staff assigned to grant programs. The position reports directly to the Director of Administration and Finance. Supervision is exercised over departmental employees.
Essential Functions

Reviews the scope of work of all active grants within the Division and all new grants the Division is considering applying for as well as the performance measures, participant eligibility, and reporting guidelines.
Reviews the status of grant scope of work requirements with the Director of Administration and Finance and the Deputy CDO for Housing, Community Development and Sustainability on a weekly basis.
Verifies that grant performance measures match the application announcement and application measures.
Prepare and present grant kick-off tools within 48 hours of full grant execution.
Establish and maintain electronic and hard copy files for each grant funded project awarded to any department within the Development Services Division.
Develop, review and revise performance indicators that are duplicated across multiple grants.
Create, review, and refine results frameworks and logic models
Attend funder/stakeholder meetings that reviews provider performance.
Work with the Director of Administration and Finance to establish internal performance measure benchmarks and timelines.
Work with assigned grant staff to monitor grant modifications and report progress to the Director of Administration and Finance.
Participate in grant application processes to track divisional proposed objectives and benchmarks.
Attend grant application meetings. This will require taking notes, capturing action items, and reporting to the Director of Administration and Finance and the Deputy Chief Development Officer for Housing, Community Development and Sustainability.
Conduct weekly performance reviews for all active divisional grants with assigned staff.
Provide the Director of Administration and Finance with weekly summary reports on grants that require immediate attention or corrective actions, via a dashboard system.
Review grant performance data, including baseline data collection and performance indicator data, and be able to defend the data quality and utility of all data.
Provide the Director of Administration and Finance with monthly subcontractor performance reports.
Review reporting calendars to provide the assigned staff and senior management team with real time reminders. Including tracking staff PTO requests, accruals and flagging any concerns and/or actionable issues to the Director of Administration and Finance and Deputy Development Director of Housing, Community Services and Sustainability.
Responsible for coordinating and conducting any required training related to any grants on a quarterly basis.
Work with the Director of Administration and Finance to conduct internal audits of all department's programs related to a grant
Responsible for participant satisfaction surveys and grant success stories
Assist in preparation for external monitoring visits, reviews, and audit, and cross- site evaluations.
Performs related work as required.
Knowledge, Skills, and Abilities Possess strong project management skills, professional verbal & written communication, highly detailed oriented
Knowledge of data base systems or case management software.
Knowledge of and experience with Microsoft Office (Excel, Word, PowerPoint).
Self-directed and capable of working to meet quick turnaround and multiple deadlines independently.
Attention to detail in producing accurate and meaningful results and products
Ability to engage in creative thinking and problem-solving to advance divisions grant tracking, monitoring, and reporting.
Flexibility to handle a wide array of tasks and topic areas
Ability to establish and maintain effective working relationships with municipal, federal and state officials, department heads, civic organizations, and the general public.
Ability to express oneself clearly and concisely, orally and in writing.
Education and Experience Bachelor's degree in finance, business administration or a related field AND three (3) years of related experience; OR any equivalent combination of seven (7) years.
Government and/or non-profit grant experience highly preferred.

NOTICE: The following benefits are contingent upon hours worked and bargaining vs. non-bargaining agreements.

Medical/Dental/ Vision 75% City Subsidized
All health insurance plans include Dental and Vision

Retirement Available to employees working 20+ hours per week
Paid Vacation Earned vacation time can be taken after 6 months of service. Earned time is accrued.

Paid Holidays All City employees receive 11 paid holidays per year.

Paid Sick Time Full time employees are immediately eligible to begin accruing 1 1/4 days per month which can be taken after 6 months of service. Supplemental Long Term and Short disability coverage is available to employees at the employee cost.

Paid Personal Days Use up to 3 of your accrued sick days as Personal days. Personal days cannot be rolled over into the next calendar year.
Family Medical Leave Act (FMLA) A means for eligible employees to balance work and family responsibilities by taking unpaid leave for authorized reasons.
Training On the job and instructor led courses available
Employee Assistance Program Free, confidential and personal assistance to employees and their families to resolve issues that affect their personal lives as well as job performance.
Direct Deposit Easy, convenient, and free!

01

Do you have a bachelor's degree in finance, business administration or a related field AND three (3) years of related experience; OR any equivalent combination of seven (7) years? Yes
No

02

Do you have government and/or non-profit grant experience? (highly preferred) Yes
No

03

Are you a current City of Springfield resident? Yes
No

04

The City of Springfield requires all employees to be residents. If you are not a current Springfield resident, are you willing to relocate? Yes
No

Required Question