Grants Management Assistant
About The Position
This is full-performance para-professional grants administration work performed in a variety of organizational settings to support operations engaged in developing, managing, and monitoring grant-funded programs for the agency or County. Incumbents carry out the full range of grants support assignments, including preparing, organizing, and reviewing grant documents and reports; verifying or summarizing information contained in grant files; coordinating with internal partners to track the status of submissions; maintaining grant records and tracking systems; and resolving documentation, reporting, or compliance discrepancies. The role requires a working knowledge of grant processes, administrative requirements, and related practices, along with sufficient familiarity with automated systems to perform data entry, retrieve reports, correct errors, and conduct record searches. Contacts are with internal department personnel and external oversight offices to clarify information, exchange updates, and report the status of grant actions. Incumbents may provide guidance to subordinate administrative staff performing grant-related tasks. Work is performed within established grant policies, procedures, and approval thresholds, and performance is evaluated by a Grants Manager or other designated supervisor based on timeliness, accuracy, and adherence to established grants administration standards.
Requirements
- Bachelor’s degree from an accredited College or University in Liberal Arts, one of the Social Sciences, or Public or Business Administration; or field closely related to assignment/functional area.
- Some experience in secretarial and general clerical work or related functional area.
- Any equivalent combination of relevant training, education and experience may also be considered.
Responsibilities
- Assist with grant preparation: Help assemble, format, and organize grant applications and supporting documents
- Collect required materials: Coordinate with staff to gather narratives, budgets, and attachments
- Route grant packages: Submit completed packages for internal review and approval
- Track submission status: Monitor progress of grants under review and follow up as needed.
- Review documents for accuracy: Check materials for completeness and compliance with requirements
- Maintain grant trackers: Update logs and tracking tools for leadership reporting
- Support issue escalation: Elevate unresolved grant-related issues to the Grants Manager and Administrative Compliance Chief
- Assist with funding source tracking: Help identify activities supported by multiple funding sources or spanning fiscal years
- Review internal reports: Check reconciliation or status reports to ensure grant activities are accurately captured
- Perform additional duties: Carry out other grant-related administrative tasks as assigned within the role
- Support meeting preparation: Assist with scheduling, preparing agendas, and organizing materials for grant-related meetings
- Maintain communication logs: Keep records of emails, updates, and follow-ups related to grant activities
- Assist with training materials: Help prepare handouts, guides, and reference materials for staff involved in grant processes
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
