Grants Admninistrator

City of Delaware•Delaware, OH

6d•Hybrid

About The Position

Under the direction of the City Manager, the Grants Administrator is responsible for providing comprehensive grant management services involving all aspects of requirements for HUD Programs such as the Community Development Block Grant (CDBG) and HOME Investment Partnerships Program (HOME), programs offered through the Ohio Department of Development (ODOD) and other state and federal sources. Resulting grant-funded activities endeavor to promote development projects aligning with strategic planning processes and the City’s Comprehensive Plan. Additionally, the Grants Administrator serves as the staff liaison to the Historic Preservation Commission.

Requirements

Possession of a bachelor's degree from an accredited college or university in public or business administration, business management, nonprofit management, or related field is required and/or equivalent work-related experience.
Five (5) or more years of progressive experience in grant writing, grant administration, or public or nonprofit administration administering grant funding and implementation at the federal, state, or local levels of governments with emphasis on CDCBG, ODOD and/or HUD programs.
Two (2) years of experience overseeing the administration of a revolving loan fund, charitable fund, or other funds with comparable management processes.
Possession of a valid State of Ohio driver's license and ability to operate City vehicles while conducting onsite compliance investigations and activities and maintain insurability under the City's vehicle insurance policy.
Grant writing, management, monitoring, and administration, including experience with State of Ohio and federal legislation, funding agency procedures, timelines, electronic grant portals, and audit expectations.
Knowledge of private, foundation, philanthropic, and estate-based funding structures, including donor intent, giving processes, and long-term relationship stewardship.
Procurement requirements, labor compliance, environmental review regulations, NEPA-related procedures, and public notice requirements.
EEO requirements, financial management practices, appropriations and matching-fund verification, audit standards, and comprehensive record-keeping procedures.
Development and implementation of proposals, grant programs, contracts, and grant compliance management processes.
Urban planning research methodologies including field inspections, electronic and archival research, data analysis, interviews, and community engagement.
Building permit processes, historic preservation review requirements, and related development regulations.
Development processes and development management procedures, including construction management basics and consultant oversight.
Database/information management, electronic grant management systems, and document control practices.
City and Department goals and objectives.
City and Department policies and procedures.
Government structure, intergovernmental processes, and funding agency operations.
Safety practices and procedures.
Project management principles, including milestone tracking and compliance monitoring.
Technical analysis skills in project and plan preparation, including public engagement, data-driven decision making, and regulatory compliance assessment.
Excellent organization, attention to detail, accuracy, time management, and critical thinking skills, especially for managing multiple grants and deadlines.
Ability to meet strict grant, audit, and reporting timelines.
Use of tact, discretion, initiative, and independent judgment within established guidelines and when interacting with funders, foundations, donors, and community stakeholders.
Critical thinking and analysis to evaluate funding requirements, eligibility criteria, and project feasibility.
Civic engagement and customer service skills with the ability to build and maintain strong relationships with funding agencies, philanthropic partners, and city departments.
Perform mathematical calculations related to budget preparation, appropriations verification, matching-fund requirements, and grant drawdowns.
Effectively write, manage, and monitor state, federal, private, and foundation grant processes while ensuring full regulatory and financial compliance.
Review and analyze technical specifications, environmental documents, financial records, and project calculations to determine compliance with applicable City standards, design criteria, codes, regulations, ordinances, grant requirements, and audit standards.
Effectively analyze unforeseen conditions, conflicts, situations, and development problems and determine sound, compliant solutions to resolve such situations.
Understand, interpret, and apply laws, rules, regulations, grant guidelines, and funding agency procedures to specific situations.
Deal with many variables, define and solve problems, collect, analyze, and interpret data, establish facts, determine appropriate action, and evaluate and improve process or program efficiency and effectiveness.
Add, subtract, multiply, and divide.
Prepare correspondence and communicate complex information clearly to diverse audiences including funding partners, foundations, city officials, boards, and the public.
Compile and prepare clear, concise written reports, including grant reports, environmental reviews, compliance reports, and planning documents.
Understand and follow written and oral instructions, policies, and procedures.
Be honest, dependable, and trustworthy.
Maintain effective working relationships with funding agencies, philanthropic organizations, foundations, estate administrators, consultants, contractors, and City staff.
Communicate effectively in oral and written form and prepare and deliver effective public presentations.
Exercise independent judgment and discretion in managing grants, budgets, and sensitive funding relationships.
Perform work in a safe manner and report unsafe activities, conditions, and faulty equipment.
Follow complex written and verbal instructions.
Work effectively in a professional office environment.

Nice To Haves

Experience with HUD Programs such as the Community Development Block Grant (CDBG) and HOME Investment Partnerships Program (HOME).
Experience with programs offered through the Ohio Department of Development (ODOD).
Experience with other state and federal grant sources.
Experience with construction management practices.
Experience with federal or state prevailing wage and labor compliance.
Experience with RFQ/RFP processes for studies.
Experience with electronic grant management systems.
Experience with NEPA-related procedures.
Experience with building permit processes.
Experience with historic preservation review requirements.
Experience with CityWorks, ArcGIS, or similar software.

Responsibilities

Research, review, analyze, present, and coordinate appropriate funding sources for target projects. This includes evaluating eligibility requirements, compliance expectations, and alignment with organizational priorities.
Prepare, monitor, and administer private, local, state, and federal grant programs including Community Development Block Grant (CDBG).
Research new grant opportunities in both the public and private realms, including foundations, philanthropic organizations, and estate-based giving programs, with a focus on understanding donor intent, funding priorities, and long-term relationship building.
Prepare the grant application. This includes determining eligibility of projects from eligible entities, convening required public hearings with notice preparations, and preparing all appropriate forms and exhibits as required by the funding source.
Complete documents for submission through the funding source’s electronic grant application portal and ensure compliance with all required timelines and submission standards.
Prepare the required environmental review record after funding approval to document project impact on the environment and obtain the release of funds for use on all activities for the specified project. This includes determining the appropriate level of review, preparing statutory checklists and public notices, coordinating with regulatory agencies, and submitting the request for release of funds to the funding agency.
Secure release of funds prior to work contract execution.
Provide technical assistance to city staff throughout the grant period for execution of grant administration activities.
Advise on procurement type and management of project activities. This includes, but is not limited to, grant agreement review, tracking milestones and deadlines, assistance with construction management practices, federal or state prevailing wage and labor compliance, materials/equipment procurement, RFQ/RFP processes for studies, program status reports, file setup and maintenance, and financial management per federal grant policies, audit guidelines, and standard municipal accounting practices.
This includes preparing and submitting grant drawdowns through an electronic grant management system, monitoring expenditures, and ensuring that appropriations are available within the budget for required matching funds before obligations are made.
Coordinate with Finance to ensure all grant-related financial practices meet internal procedures, external audit requirements, and federal fiscal compliance standards.
Maintain audit-ready records and collaborate with funding agencies during monitoring visits or financial reviews.
Conduct community needs assessments as prerequisite planning tools for future funding needs.
Prepare strategic plans and area plans, including managing outside consultant service contracts, conducting neighborhood engagement activities, analyzing data and research, authoring documents, making presentations, and ensuring elected and appointed official involvement.
Serve as a liaison between funding agencies, foundations, estate administrators, and city departments while maintaining positive relationships with all stakeholders.
Develop and steward long-term partnerships with philanthropic organizations and estate-based donors by communicating program impact, honoring donor intent, and ensuring transparency in the use of funds.
Ensure compliance with state and federal regulations related to all grant processes, coordinate with city staff to correct deficiencies, and provide training on best practices, regulatory updates, and internal procedures.
Develop and maintain a master file of pending, existing, and past grants, including documentation of reporting deadlines, compliance requirements, financial obligations, and historical performance.
Participate in federal or state-level program advisory committees for various programs, as well as funding agency meetings and training sessions to remain current on evolving guidelines, timelines, and best practices.
Assist City staff with the annual City budget preparation for the housing grant, community development grant, and revolving loan funds to address anticipated community needs.
Ensure that matching grant requirements, appropriations, and long-term obligations are accurately projected.
Maintain the Economic Development Revolving Loan Fund Portfolio.
Prepare semi-annual status reports for submission to the Ohio Department of Development.
Coordinate with the Director of Finance regarding fund maintenance and standard financial practices for project contract execution and closures.
Ensure financial documentation meets internal controls, audit procedures, and grantor requirements.
Perform other duties as assigned.