Grants Clerk

posted Oct 4, 2021, 1:13 PM by Debra Williams-Baker

Socorro County

Job Description

 

Job Title:          Grants Clerk                                                                               Job Code:              

Division:                                                                                                            Effective Date:     XX/XX/21

Department:     DWI/SCCAP                                                                              Last Revised:     new 

 

GENERAL PURPOSE

 

Performs a variety of technical professional and complex administrative duties related to writing, securing and coordinating the compliance of various DWI/SCCAP-managed grants.  Oversee the DFA Grant making processes and workflows, to ensure accurate record keeping, reporting and process completion. 

 

SUPERVISION RECEIVED

 

Works under the general supervision of the DWI/SCCAP Director.

 

SUPERVISION EXERCISED

 

None

 

ESSENTIAL FUNCTIONS

 

1.        Support the administration of all aspects of the competitive grant management process. This includes assuring compliance with State and County requirements, managing communications, overseeing grant reporting and payment requirements, updating quarterly and yearly grant cycle calendar, creating grant-related correspondence and reports as assigned.

 

2.        Works collaboratively with the County Finance Department regarding, procurement and purchasing operations; evaluates ongoing effectiveness of existing departmental procurement system to assure efficiency and effectiveness; assures compliance with all county’s policies and procedures regarding grant(s) operations and expenditures.

3.        Ensures completion of all reports related to the grants program and processes.

 

4.        Update and maintain databases and online application system to ensure data integrity. This includes creating and updating online grant application and reporting forms, creating and updating grant records and grant cycles, data entry, system modifications, and advanced technical troubleshooting.

 

5.        Under the direction of the DWI Compliance Coordinator, serve as primary administrator of the online grant system and provide necessary training to staff regarding the online system and internal database.  This includes maintaining policy manuals concerning procedures for all grant functions.

 

6.        Conduct due diligence auditing, grant approval processing, and grant reimbursement processing with the County Financial Director.

 

7.        Receives and reviews purchase requisitions submitted to the department regarding grant funds; reviews for accuracy and quality standards; evaluates appropriateness of quantity; examines method of pricing; determines method and procedure for soliciting quotes, such as telephone, written quote, or formal bidding; assures effective utilization of purchasing authorization system; selection of vendors and suppliers; assures compliance of the procurement code and determines the application with various sections in relation to specific purchases.

 

8.        Confers with department personnel regarding purchasing needs, specifications, quality, quantities, and delivery requirements of materials, services and products.

 

9.        Assures proper use of codes and budget line item numbers; verifies proper supplier or vendors are utilized.

 

10.     Operates personal computer for the development and maintenance of grant fiscal records and history; creates and maintains budget spreadsheets; prepares reimbursement requests and assures availability of funds; maintains project information as needed to verify and validate draws against grants; maintains various files and records of grant documentation.

 

11.     Monitors payments made to contract vendors for services provided in connection with grant funding; reviews claims for payment under the grant and assures compliance with procurement code and grantor terms and conditions as well as contract terms and conditions specified by the count.

 

 

12.     Attends various administrative and county meetings and makes presentations or participates in public discussion as needed to communicate intent, purpose and opportunity related to grants and related funding opportunities.

 

13.     Performs other related duties as assigned.

 

 

MINIMUM QUALIFICATIONS

 

1.             Education and Experience:

 

                A.         Graduation from high school. Associates degree in business administration, public administration, accounting, finance, or related field preferred but not required;

AND

                B.         Two (2) years of experience in bookkeeping or accounting, governmental accounting, grantsmanship or related field;

 

OR

                C.         An equivalent combination of education and experience.

 

2.             Required Knowledge, Skills, and Abilities:

 

Considerable knowledge of practices and methods of bookkeeping and accounting; interrelationships of the various county offices; computer operation, data entry, data base management, word processing, spreadsheet programs.

 

Working knowledge of purchasing processes and procedures; principles common to effective and efficient procurement activities; cost control methods; personal computer operation and applicable software utilized in data base management activities; group processes and communication techniques; problem solving techniques and conflict resolution; basic bookkeeping and records management; standard office practices and procedures;  technical writing techniques;  interpersonal communication skills.  Operation of standard office equipment; mathematics and telephone etiquette; public relations.  Grants and special funding environment available to the county; grantsmanship and related information network; general office maintenance and practices; computer accounting applications and various software financial programs (MS Word, Excel, Power Point); operation of standard office equipment; must have a rudimentary working knowledge of budgets in order to understand and regulate grant money usage and dissemination; telephone etiquette; basic public relations. Knowledge of FEMA program management and/or compliance is preferred but not required.

 

Skill in the art of cooperative problem solving; in dealing with public and public relations issues; establishing and maintaining effective working relationships with State, Federal, and other local officials, elected officials, subordinate staff, and County residents.

 

Ability to maintain confidentiality with regard to departmental and county fiscal operations; deal tactfully with controversial issues; perform basic mathematical functions quickly and accurately; understand financial terminology; read and understand departmental and county legal documents; operate a variety of types of office equipment as personal computer, adding machine, calculator, typewriter, etc.; perform complex record keeping functions; exercise initiative and independent judgment and to react resourcefully under varying conditions; work independently and deal effectively with stress caused by work load and time deadlines; establish and maintain effective working relationships with supervisors, managers, executives, professionals, vendors, co-workers and the general public; work independently; meet multiple deadlines; effectively multitask; schedule and effectively coordinate computer project and workload demands; understand complex computer programs; develop and implement strategic planning and provide necessary documentation to support grant requirements; utilize ingenuity and innovative techniques for preparation of funding applications; communicate effectively, verbally and in writing; perform basic mathematical calculations.  Develop effective working relationships with supervisors, fellow employees, and the public. Must be self-directed, take the initiative, and participate as a team player to effectively coordinate grant projects from inception to completion.

 

3.             Special Qualifications:

 

Must pass FEMA/NIMS and ICS courses as required for the position, within a time frame designated by administration. g

 

4.             Work Environment:

 

Typical office setting with typical climate controls.  Tasks require a variety of physical activities such as walking, standing, stooping, sitting, reaching, and not generally involving muscular strain.  Job functions normally require talking, hearing and seeing. Common eye, hand, finger dexterity required for most essential functions.  Mental application utilizes memory for details, verbal instructions, emotional stability, discriminating thinking and creative problem solving. Periodic travel is a requirement of the position.

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