Work Schedule: Monday through Friday, 8:00 a.m. - 5:00 p.m. These hours may vary based on operational needs. 

Job Summary

The Grants Administrator will identify and apply for various grants that meet the City’s needs, overseeing the grant application process from beginning to end. Provides guidance and support to departments in the identification and development of grant opportunities. Interacts with administrative staff to ensure that grants follow regulatory, funding agency, and policy requirements. Will provide responsible staff assistance to the Finance Director

Scope of Responsibility

Incumbents have a high degree of understanding of city department or functional operations and can work with considerable initiative. Working with senior management guidance, incumbents perform work requiring interpretation of data and must make decisions considering overall objectives; incumbents apply new technologies and business approaches to solve complex technical or strategic problems. Work product has a significant impact on city operations. Incumbents must have the ability to exercise discretion regarding confidential matters. 

Grant Development and Management

• Coordinates the planning and preparation of grant proposals for one or more departments; provides guidance and assistance in the interpretation of funding agency regulations and requirements.
• Develops and submits required documents for competitive grants and grant applications; gathers required data to support grant requests and applications.
• Works closely with the City’s Federal lobbyist to stay apprised of available funding opportunities.
• Provides advice and guidance to departments on the application of grant funding policies, regulations, and procedures; facilitates and supports the research and identification of funding opportunities, as appropriate.
• Prepares and compiles components of each grant submission, ensuring that the proposal is formatted, packaged, and submitted in accordance with granting agency requirements.
• Inputs grant applications and required documentation for various formula and competitive programs at both the federal and state levels.
• Drafts, finalizes, and assists in the execution of various legal agreements/contracts while adhering to state, local, and federal requirements; facilitates updates to these agreements as needed.
• Creates, facilitates, and maintains data collection systems to monitor grant progress and closeout.
• Ensures adherence to all grant reporting requirements, including performance, operational and financial data collection and entry, data analysis, technical writing, and submission of reports through various state and federal reporting systems, and interpretation of state and federal regulations; regularly communicates with outside agencies including the State of Montana and Federal agencies to ensure continued compliance and coordination of grant-related activities.
• Monitors agreement/contract performance and facilitates grant drawdown and close-out processes. 
• Makes recommendations and reviews, analyzes, and incorporates federal requirements and guidance into Departmental procedures and documents
• Makes changes and updates to documents, applications, agreements, forms, and other templates as necessary due to grant, program, or regulatory changes. 

Research, Reporting, and Compliance

• Creates tables, lists, spreadsheets, databases, reports, or other documents in support of department activities, using experience to determine the most professional presentation. 
• Assists in the development, presentation, and approval process of various required documents.
• Tracks, compiles and reports on staff hours and expenses related to planning specific grants and functions; researches to gather data in support of allowable activities.
• Compiles all required metrics for reporting including, but not limited to operational, financial, capital, and personnel data; completes and submits monthly, quarterly, annual, and other reports as required by the granting agency.
• Serves as the primary point of contact for development and submission of required grant reports.
• Gathers requested data for and participates in Federal reviews and audits; manages the audit process; assists in remediation and closeout of any audit findings.
• Tracks, compiles, and reports other metrics as assigned. 

Administrative Support

• Provides staff assistance to the Department Director; prepares and presents reports and other necessary correspondence, letters, or other material in electronic form; assists staff with information that may be confidential and sensitive in nature.
• Develops and maintains master files on grants and paperwork connected to programs funded by grants.
• Represents the Division at public events and activities as assigned; facilitates public involvement processes and inputs opportunities from the public and other stakeholders as needed.
• Assists the public with administrative requests for information when the information is public in nature or access is authorized, providing explanations of policy and procedure.
• Demonstrates sensitivity, discretion, patience, and understanding in dealing with customers, City employees, and other entities. 

Financial

• Participates in the preparation, development, and administration of department budgets; submits budget recommendations.
• Monitors and coordinates the administration of post-award grants to ensure that budgeting and administrative policies, procedures, and agency requirements are being followed; manages administrative problems and/or budget changes occurring during the awarded granting period.
• Assists in the development and maintenance of the financial plans including, but not limited to, the Equipment Replacement Plan (ERP), the Technology Replacement Plan (TRP), and the Capital Improvement Plan (CIP).
• Gathers and compiles financial specific metrics for grant reports; regularly ensures accuracy of payroll charges by budget division as well as other financial records and updates for reporting.
• Requisitions materials, supplies, and services as needed or assigned; prepares or assists department and division staff with procurements, quotes, RFPs, IFBs, and RFQs including preparation, execution, and finalization; participates in selection and management of consultants for planning studies and other areas as assigned; ensures documentation necessary for City of Billings specific procedures and policies are compiled in corresponding procurement files and narratives.
• Recommends and updates financial policies and practices as needed to ensure compliance with local, state, and Federal regulations.

Performs other duties as assigned.

• Performs any other function or duty as assigned by the Department. 
• Provides back up to Department staff with assigned tasks as needed, covers duties during staff absences.
• Participates in the selection of staff and provides or coordinates training as needed.

Required Qualifications & Skills: 

• Bachelor’s degree in Business/Public Administration, Accounting, Finance, or a related field
• Three (3) or more years’ experience in business or public administration, grant writing, accounting, finance, or a related field 

OR 

AND

• Proficient in the use of Microsoft programs, including Word, Excel, PowerPoint, and Access.
• Ability to multi-task is essential with strong writing, editing, organizational and interpersonal skills
• Must be able to successfully pass a Federal and State criminal history background check. 

Preferred Qualifications & Skills:

• Experience in federal grants, contract administration, and/or regulatory compliance
• Experience with city government and knowledge of city operations
• Knowledge of federal, state and/or community funding sources and mechanisms.
• Knowledge of budgeting and fiscal management principles and procedures
• Ability to analyze and interpret financial data and prepare financial reports, statements and/or projections
• Ability to provide technical advice and information to staff in area of expertise

• Excellent verbal and written communication skills

• Extremely organized and meticulous with details
• Excellent project management skills and ability to prioritize work and resources.
• Ability to meet deadlines

• Ability to be discreet with personal information that may be needed for some grants 

Work is indoors in a normal office environment. Intermittent physical effort involving lifting of 25 pounds or less is required. Work requires attention to detail or deadlines between 45% and 70% of the time. A typical workday involves about 85% of the time spent sitting and frequent use of a keyboard. Occasional driving may be required.

Some requirements in this job description may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees. All requirements are subject to modification to reasonably accommodate individuals with disabilities.

Requirements are representative of minimum levels of knowledge, skills, and experience required. To perform this job successfully, the worker must possess the abilities and aptitudes to perform each duty proficiently.

This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship. The City retains the discretion to add duties or change the duties of this position at any time.