Grant Administrator

La Marque, City of•La Marque City Hall, TX

About The Position

The Grant Administrator leads the City’s centralized administration of federal, state, local, and private grants, including disaster recovery and non-disaster funding. Reporting to the Finance Director, the position researches funding opportunities, develops competitive applications, and manages awarded grants through financial monitoring, compliance, reporting, reimbursement, and closeout. The role helps departments secure funding aligned with City priorities and ensures that grant requirements, financial commitments, and project obligations are understood and documented. The Grant Administrator coordinates with City departments, Finance, purchasing personnel, legal counsel, grantors, consultants, and other partners. The position supports grant budgeting and accounting, monitors grant expenditures and reimbursements, maintains grant records and calendars, advises staff on compliance, and supports audits and grantor monitoring. It also develops procedures and training, reports on grant activity and risks to the Finance Director and leadership, and may present to City Council as assigned.

Requirements

Bachelor’s degree in accounting, finance, public administration, business administration, or a related field.
Five years of progressively responsible experience in grants administration or management, including direct responsibility for federal or state awards.
Experience preparing grant applications and administering awards through financial monitoring, compliance, reporting, reimbursement, and closeout.
Experience supporting Single Audits, including preparing supporting documentation, responding to auditor requests, and assisting with federal award expenditure schedules.

Responsibilities

Research and maintain a pipeline of grant opportunities supporting approved City priorities; evaluate eligibility, restrictions, matching requirements, reimbursement terms, capacity, readiness, and operating costs, and recommend whether to pursue opportunities.
Lead preparation of grant applications, narratives, budgets, justifications, supporting data, and attachments with requesting departments; establish deadlines and obtain required reviews and approvals.
Prepare agenda materials, funding summaries, and recommendations for grant applications, acceptance, amendments, and matching commitments requiring leadership or City Council action.
Review award agreements and document funding responsibilities, project milestones, reporting deadlines, and financial controls.
Coordinate award setup and maintain a centralized grant inventory and calendar.
Work with Finance to establish grant budgets and accounting codes; monitor expenditures, obligations, revenues, receivables, matching contributions, program income, and balances; reconcile grant records to the general ledger and grantor reports.
Prepare and submit reimbursement requests, drawdowns, and financial reports; verify supporting documentation and follow up on unpaid or disputed claims.
Review grant costs for eligibility, allowability, allocability, reasonableness, documentation, and consistency with approved budgets and performance periods; identify unsupported or ineligible costs and recommend resolution.
Coordinate amendments, budget revisions, extensions, and prior approvals with departments and grantors; track approval status and communicate changes.
Coordinate disaster recovery documentation and reimbursement; review insurance proceeds and other assistance for potential duplication of benefits.
Apply federal requirements, including 2 CFR Part 200, Texas grant requirements, award conditions, and City policies; monitor regulatory changes and advise staff.
Coordinate with purchasing personnel and legal counsel on grant procurement requirements, contract provisions, conflicts of interest, and labor, environmental, civil rights, and asset management conditions.
For City subawards, coordinate risk assessments, monitoring, report review, and corrective-action follow-up; distinguish subrecipients from contractors and document appropriate oversight.
Maintain complete grant files in accordance with retention requirements and legal holds.
Support external audits, Single Audits, and grantor monitoring; prepare and reconcile information for federal and applicable state award schedules with Finance, coordinate responses, and track corrective actions.
Complete grant closeout by reconciling final costs and reimbursements, confirming deliverables, submitting final reports, and documenting continuing obligations; promptly escalate missed deadlines, questioned costs, and potential repayment exposure.
Serve as the central administrative contact for grantors and grant consultants; monitor consultant deliverables, deadlines, and contract requirements and advise the Finance Director of concerns.
Develop grant procedures, templates, checklists, and training, and provide departments with practical guidance on documentation, reporting, and compliance responsibilities.
Provide regular reports to the Finance Director and leadership on applications, awards, spending, reimbursements, deadlines, project performance, and financial or compliance risks; present to City Council as assigned.
Maintain reliable attendance, meet established deadlines, support assigned emergency operations, and perform related duties as assigned.