Grants Management Operations Assistant (SR-13)

Coordinates and participates in the activities involved in the preparation, receipt, review, processing, and monitoring of grant agreements; plans, organizes and conducts administrative housekeeping services of the Grants Management Program; maintains the computer tracking system of all grant applications and contracts, including routing applications and related materials to various governmental agencies, private nonprofit organizations, and grant applicants; may supervise clerical assistants; and performs other related duties as required.
 
Distinguishing Characteristics:
 
This class is distinguished by its responsibility for coordinating and participating in the activities involved in the preparation, receipt, review, processing, and monitoring of grants; maintaining the computer tracking system of grant applications, contracts, payments, and related information, including routing applications and related materials to various governmental agencies, private nonprofit organizations, and grant applicants; and planning, organizing and conducting administrative housekeeping services of the Grants Management Program.The following are examples of duties and are not necessarily descriptive of any one position in this class. The omission of specific duties statements does not preclude management from assigning such duties if such duties are a logical assignment for the position.

• Coordinates the activities involved in the preparation, receipt, review, processing, and monitoring of grant agreements, and plans, organizes and conducts the administrative housekeeping services of the Grants Management Program;
• Designs, prepares, and issues grant application materials and information, and provides information to applicants, the public, and other agencies on methods, procedures and requirements for completing, processing and filing of applications, general requirements of grants, and other pertinent codes and ordinances;
• Maintains the computer tracking system of grant applications and contracts, including routing applications and related materials to various governmental agencies, private nonprofit organizations, and grant applicants;
• Assists unit staff in preparing reports, contracts, requests for payment, etc., and compiles data and prepares monthly and annual statistical reports covering number and kinds of grants applied for, issued, etc.;
• Receives and reviews applications for accuracy, completeness and compliance with general filing requirements;
• Serves as secretary to Grants Review Committees as necessary, and insures that agendas, announcement of meetings and notifications of affected persons are completed and in compliance with laws, ordinances, rules and regulations;
• Maintains control on correspondence requiring response; may supervise others; and performs other related duties.

Training and Experience: (1) Graduation from high school and three years of clerical experience, including one year of work experience involving the processing and issuing of grants, or (2) any equivalent combination of training and experience.
 
Knowledge of: rules, regulations and procedures governing the approval and issuing of grants; uses and requirements of common contractual and related documents; clerical and fiscal practices and procedures; office practices and procedures; correct grammar, spelling and word usage; the purposes and uses of standard office machines and computer systems and operations.
 
Ability to: understand, explain and apply applicable contractual provisions, rules and regulations, municipal ordinances, and other regulations concerning the issuing and processing of grants; deal courteously and effectively with the public, employees, and other governmental agencies; supervise the work of others; set up and maintain files and records; analyze materials and prepare reports; operate standard office machines and equipment; give oral and written instructions
 
Health and Physical Condition:
 
Persons seeking appointment to positions in this class must meet the health and physical condition standards deemed necessary and proper for performance of the duties.
 
Physical Effort Grouping: Light