Grants Administrator - Non-Merit

Regular Schedule: 34 hours per week

A Non-Merit vacancy exists in the Department of Housing and Community Development.

Non-Merit positions are not classified within the Baltimore County Government Classification and Compensation Plan.

A list of eligible applicants will be established based on the examination as outlined below.

Current and future vacancies occurring in any Office or Department of Baltimore County General Government may be filled from the list of eligible applicants.

All interested candidates must apply at this time.

List all promotionsand changes in job duties due toreclassificationas separate work experience on your application. Applicants must include the dates of the promotions and reclassifications.

Note: Failure to complete all fields of the "Work Experience" section of the application will result in your application not being considered. A resume will not be considered in determining your qualifications for a position. Applicants selected for an interview may provide a resume at that time.

You must attach your transcript(s) or license(s) to your application. Unofficial Copies are acceptable.

Failure to submit proof of Licenses, Certifications and Education will result in your application not being considered. Proof of licenses, certifications, and/or education must be submitted with each application.

Definition of Responsibility
Under general supervision, performs advanced professional and supervisory professional fiscal, administrative, and analytical duties related to the oversight and management of funded grant programs, including grant development, award process, subgrantee implementation, monitoring and reporting for compliance with federal, state and county funding regulations. Fund sources will include federal Community Development Block Grant (CDBG), Emergency Solutions Grant (ESG), HOME Partnership (HOME), Continuum of Care (COD), state Homeless Solutions Program (HSP), and county funds as needed. Additional federal, state, and/or private grant funding could be included in the responsible area of the Grant Administrator to ensure proper program design, fund usage, and reporting in concert with fund source requirements.

Essential Duties
Grant Administration:

• Understands the entire grant’s life cycle (pre-award, post-award, and closeout) and the risks to government and beneficiary interests at each stage.
• Administers grants.
• Prepares external grant application submittals, as appropriate.
• Serves as a liaison between the grantee/grantor and the agency, providing excellent customer service to both.
• Monitors grant expenditures to ensure they are in accordance with guidelines and appropriation balances.
• Prepares and issues the Request for Proposal for assigned funding sources according to applicable federal, state, and county fund requirements annually.
• Leads the pre-bid conference, individual pre-bid meetings with interested subgrantees.
• Provides advice and guidance to applicants and County staff regarding maintenance of a fair, equitable agency grant process.
• Creates and supervises the procedure for submittal receipt including completeness and threshold evaluation.
• Develops initial recommendations for funding of applicants to agency leadership.
• Oversees the preparation and packaging of funding recommendations for the Grants Review Committee.
• Analyzes and drafts contracts/grant agreements for Law Office review/approval.
• Prepares and executes grant agreements according to County protocol. Supervises the timely execution of grants.
• Prepares correspondence communicating expected grant timeline and check in points for all applicants to maintain communication on grant funding and timeline.
• Prepares rejection letters if necessary.
• Develops tools and reporting metrics for subgrantees.
• Reviews and monitors all subrecipient reports on a monthly, quarterly, and annual basis as necessary. Communicates deficiencies in reporting to subgrantees. Develops tools to improve performance as necessary.
• Performs monitoring visits on funded grants to determine compliance with awarded funding.
• Prepares analyses of achievement of subrecipient performance measurement outcomes.
• Maintains accurate and current files for each sub-recipient to reflect compliance requirements of each funding source.
• Reviews, monitors, and authorizes expenditures to ensure they are in accordance with federal, state, and county guidelines. Communicates regularly with subgrantees to ensure full use of grant funds during the grant period.
• Coordinates and facilitates the Annual Grantee Orientation and other public hearings, training, and technical assistance as necessary.
• Presents/speaks on behalf of the Department at informational meetings, trainings and monitoring of subgrantees.
• Identify opportunities for process improvements and innovative approaches to existing departmental grant operations to enhance efficiency and effectiveness.

Management and Planning:

• Analyzes, create and implement policies, procedures, operations, and methods.
• Researches, analyzes, and reports on a variety of informational, operational, and management issues.
• Prepares, reviews, and analyzes budget requests, justifications, and related fiscal documents.
• Supervises, coordinates, and conducts administrative and management studies related to federal, state and county grant funds. Researches, analyzes, writes, and presents comprehensive reports and memorandums. Researches and secures information, both internal and external to the department, to respond to requests and to prepare various reports and correspondence that may be confidential in nature, involve technical subject matter.
• Analyzes and evaluates the effectiveness of agency policies, rules, operations, and methods associated with assigned funding sources.
• Analyzes agency staffing requirements, work scheduling, equipment and facilities of funded subgrantees. Performs program and fiscal analysis of subgrant proposals.
• Formulates, executes, and controls large and comprehensive operating, capital and grant budgets. Analyzes agency and program expenses, revenues, and other fiscal and budgetary data. Prepares and reviews budget requests, justifications, and related fiscal documents. May provide and/or supervise the review of quarterly and annual budget projections related to grant fund sources.
• Supervises professional and support staff.
• Plans, assigns, coordinates, and reviews the work of employees performing grants management, clerical, purchasing, budgeting, and other administrative functions.
• Leads, coordinates and conducts special programs and projects.
• Contributes in the preparation of the County’s Action Plan and the Consolidated Annual Performance and Evaluation Report by gathering information and preparing reports associated with numerous federal, state and county benchmarks.
• Prepares and processes purchase orders, direct payments, and invoices. Verifies/authorize purchases.
• Prepares and processes contracts. Supervises the execution of contracts and the billing of contractors. Manages special service contracts with outside vendors.
• Oversees the procurement of goods, services, supplies and equipment. Provides advice and guidance to agency staff regarding purchasing activities and eligibility of cost requested from subgrantees/vendors. Reviews, monitors, and authorizes expenditures.
• Creates and maintains a variety of detailed office databases and logs.

Examples of Other Duties

• May take verbatim notes or minutes.
• May lead and instruct others.
• May develop Power Point presentations and slide decks for training and reporting
• Performs other related duties as required.
• May work with multiple fund sources at federal, state, county and/or private funding as applicable.

(NOTE: The duties and responsibilities listed above are for the purpose of determining a common set of minimum qualifications for all positions in this classification. They may not include all of the duties of each position in this classification. Each position in this classification may not be required to perform all of the duties listed.)Required Qualifications
Graduation from an accredited four-year college or university
Plus
Four years’ experience in grants management, financial auditing, program development, public funding administration or a related field along with policy and stakeholder engagement.

(Additional experience as described in the essential duties may be substituted on a year-for-year basis for the required education. Additional education may be substituted on a year-for-year basis for the required experience.)

Preferred Experience

• Exposure to federal grants, and the financial, program, and accomplishment data reporting required for compliance with program regulations, for instance, 2 CFR and other federal/state regulations and laws pertaining to federal, state, and county grants; documentation requirements for reimbursement.
• Experience with a variety of grant funding sources, including HUD funding (particularly CDBG, CDBG-R, ESG, HOME, HOME ARP and CoC), State of Maryland (HSP) grant funds.
• Experience with reporting of referenced funds in HUD’s Integrated Disbursements Information System (IDIS), REAC, and eLOCCS.
• Familiarity with HUD Environmental Reviews (CDBG, HOME, ESG), federal SAM and State Department of Assessments and Taxation Good Standing control.
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Knowledge, Skills, and Abilities

• Knowledge of the principles and practices of public financial administration and governmental budgeting principles and practices.
• Knowledge of modern office practices, procedures, and systems. Knowledge of computerized record-keeping systems.
• Knowledge of County grant processes and demonstrated sense of urgency to completing grant tasks on a tight timeline.
• Skill in administering grant RFPs and strategic planning of timelines for awarding funds early in the fiscal year.
• Skill in tracking grant cycle progress and knowing when to involve supervisor and senior leadership when grant execution steps are stalled.
• Skill in formulating, executing, and controlling budgets. Skill in analyzing expenses, revenues and other budgetary data.
• Skill in project management related to grant application cycle, oversight of award, and reporting on expenditures and performance measures.
• Ability to adapt grant collection procedures to computerized operations.
• Ability to understand and interpret Baltimore County rules and regulations, and policies and procedures.
• Ability to utilize federal, state, and county reporting/financial systems like IDIS and Workday.
• Ability to analyze complex budgetary, financial, statistical, and other data, draw conclusions, and derive solutions to a variety of management problems.
• Ability to learn grants management software for use in daily oversight of grants work.
• Ability to formulate, interpret, and administer policy.
• Ability to plan, assign, review and supervise the work of others.
• Ability to make concise and effective written and oral reports and presentations.
• Ability to think strategically in a constantly changing funding environment and respond with new and improved approaches to grants management.
• Ability to work with funders at federal, state, and county levels to receive guidance on proper use of awarded funds.
• Ability to receive constructive feedback on work product and incorporate feedback into work product moving forward.
• Ability to work collaboratively across divisions on programs and initiatives.
• Ability to establish and maintain effective working relationships with associates, subordinates, public officials, and the general public leading to excellent customer service in every interaction.

Proof of Licenses, Certifications and Education
Applicants are required to submit proof of licenses, certifications and education beyond high school to meet the required and preferredqualifications of the position. Diplomas or transcripts must show the applicant's major field of study. Copies and unofficial transcripts are acceptable.

Failure to submit proof of Licenses, Certifications and Education will result in your application not being considered. Proof of licenses, certifications, and/or education must be submitted with each application.

Proof of Degree Equivalency
Applicants who have obtained a degree from outside the United States of America are required to submit degree equivalence documentation from World Education Services, Inc. (www.WES.org).

Mail or deliver documents to:
ATTN: Grants Administrator - Non-Merit
Office of Human Resources
Baltimore County Government
308 Allegheny Ave.
Towson, MD 21204
You MUST attach your transcript(s) or license(s) to your application. Unofficial Copies are acceptable.EXAMINATION PROCEDURE
Applicants will be qualified based on an evaluation of their training and experience, as stated on their application, which includes answers to the supplemental questions. Applicants must state the dates and duties of past and present experience clearly and completely for evaluation purposes.Physical and Environmental Conditions
The work of this classification is essentially sedentary, but may include the operation of office equipment and occasional walking, standing, or other limited physical activities. Position is in office a minimum of 4 days per week. Occasional local travel to non-profit sites is required.

Employment Background Investigation
Applicants selected for employment with Baltimore County must successfully complete an employment investigation, including, but not limited to criminal background, education, and fingerprinting checks.