Grants Administrative Assistant

City of Somerville•Somerville, MA

5d•$65,000

About The Position

The employee should have a general understanding of the whole grant award cycle from pre-award to post-award. Furthermore, the employee in this position is responsible for coordinating the implementation of grant awards and adhering to post-award compliance. Employees are required to perform all similar or related duties. Essential Functions The essential functions or duties listed below are intended only as illustrations of the various type of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

Requirements

High School diploma or equivalent and three (3) years of related experience is required.
General knowledge of the City’s local government policies and procedures.
Knowledge of grants, spreadsheets and tracking costs.
Ability to meet and deal appropriately with grant agencies
Ability to handle problems effectively
Ability to communicate clearly, both orally and in writing
Ability to operate a computer
Ability to maintain, manage, and organize records
Ability to deal appropriately with City and Department employees.
Excellent organizational skills
Excellent data processing skills in the use of personal computers and office software, including word processing, database, and spreadsheet applications.

Responsibilities

Assists the Health & Human Services (HHS) Finance Manager and Division Directors/Managers with preparation and budgeting for grant applications on behalf of the HHS Department.
Maintains a grant application calendar for all grant deadlines, including but not limited to grant requests, deliverables, and other key milestones.
Prepares and submits budget amendments.
Assists the HHS Finance Manager in the development of grant administration policies and procedures in accordance with state, local, and federal regulations.
Ensures accurate and timely preparation of Invoices, Financial/Non-Financial Reports, along with other reports/deliverables tied to periodic reimbursements in conjunction with the HHS Finance Manager.
Submits weekly requisitions, invoice batches, journal entries, and other tasks tied to all HHS grants.
Maintains appropriate spreadsheets and documentation to support expenses.
Monitors grant budgets and expenditures to ensure spending rates are in line with the approved grant budget.
Assist HHS managers in gathering data for reports and ensure that proper records are maintained.
Communicates relevant grant information with agency departments and all appropriate HHS Department staff.
Other duties as assigned.

Benefits

4 weeks annual vacation for non-union positions.
Medical insurance through the Group Insurance Commission (GIC) - 80% of premium costs paid by City
Dental coverage low and high plans through Cigna
Vision care through Vision Service Plan (VSP)
Long term disability through Sun Life Group and voluntary life insurance through Boston Mutual
Health Care and Dependent Care flexible spending through Benefit Strategies
Deferred compensation plans through a choice of three vendors
Free, confidential services through the Employee Assistance Program (EAP) provided by E4Health
Annual cancer screening & wellness release
Somerville Retirement Pension System
Tuition reimbursement
MBTA pass program
FREE Blue Bikes membership
Eligible employer for the Public Service Loan Forgiveness Program (PSLF)