Grants Program Coordinator

Arizona Department of Administration • Phoenix, AZ

2d • Onsite

About The Position

The Department of Emergency & Military Affairs (DEMA), led by The Adjutant General, provides emergency management and military capabilities to the citizens of Arizona and the nation. The Emergency Management Division consists of three sections, preparedness, and financial administration. Each section works collaboratively across the agency and with external partners to manage emergency responses and reduce the impacts of disasters. Additionally, DEMA is the headquarters for the Arizona National Guard, the primary combat reserve of the United States military. The Arizona Army and Air National Guard provide military forces and equipment to accomplish community, state, and federal missions.

The Grant Program Coordinator will be responsible for providing mid-level comprehensive management and financial oversight of grant awards. The incumbent of this position will manage awarded grant projects and their financial reimbursements under State and Federal grant programs. This position will also be assisting Resource Management staff in grant draws, payments and reconciliation, monitoring and reporting of federal funds. Actively participates in promoting a continuous improvement workplace culture, through the use of teamwork, root cause problem solving, standard operating procedures, and review of performance metrics.

Requirements

• Detailed knowledge on the application of Arizona Administrative Code.
• Detailed knowledge of Arizona laws related to grant management rules and regulations.
• Principles and practices of organizational management and audit.
• Auditing and accounting methods and techniques.
• Modern office and records management methodology and technology.
• Knowledge in appropriate data collection and summarization methods and techniques.
• Basic mathematical computation.
• Knowledge of appropriate methods or communication with the Governor's Office, legislative and/or other national, regional, state, and local stakeholders.
• Microsoft excel, Microsoft word, and Google suite.
• Adobe Acrobat.
• Excellent interpersonal skills.
• Oral and written communication.
• Exercises good judgment and discretion. Anticipates the needs of the stakeholders and grant administrators and adjusts to their work style as necessary.
• Exercises organizational skills including prioritizing business items for the branch and prioritizing individual workload to meet business needs.
• Excellent coordination skills for facilitating intra-agency, inter-agency, and other agency meetings, conferences.
• Acting as a primary point of contact for inter-agency communications.
• Examining accounting records and evaluating compliance for reimbursement given a set of guidelines and regulations.
• Listen effectively and take action based on communication received.
• Work independently in a highly demanding environment and capable of handling tasks with varying deadlines.
• Review and understand contracts.
• Review and understand financial documents and processes.
• Establish and maintain effective relationships with those contracted in the course of work.
• Ability to deal in a positive manner with internal and external personnel and agencies.
• Combine pieces of information to form conclusions and to make informed decisions to solve problems.
• Communicate effectively when working under stressful conditions.
• Maintain accurate and orderly records, including hard copy files and e-files.
• Possession of and ability to retain a current, valid Arizona state-issued driver's license appropriate to the assignment.
• Individual is required to pass a criminal background investigation.
• All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

Nice To Haves

• Completion of training programs and/or college level coursework in office administration, accounting, and finance
• Previous administrative experience in an accounting/finance environment
• Previous supervisory experience in an administrative environment is a preference
• Bachelor’s degree in accounting, public administration; or similar field is recommended or 4 years of relevant experience.

Responsibilities

• Administering reimbursement of grants through maintenance of financial files and database records; verifying that records meet agency and Resource Management requirements.
• Develop and update cash flow projections for federal grants that maintain sufficient cash flow to meet financial requirements and maintain compliance with federal and state cash management restrictions.
• Assist in performing draws and necessary payments as well as meeting all reporting requirements of eCivis, PARS, PMS, FEMAGO and any other federal or state reporting systems assigned by CFO.
• Assist in establishing and implementing processes that provide financial oversight of sub-recipients. Processes must ensure the agency's compliance with federal and state regulations and guidance.
• Assist in maintaining technical proficiency to agency program managers, staff, and sub-recipients.

Benefits

• Sick leave
• Vacation with 10 paid holidays per year
• Health and dental insurance
• Retirement plan
• Life insurance and long-term disability insurance
• Optional employee benefits include short-term disability insurance, deferred compensation plans, and supplemental life insurance
• Paid Parental Leave program

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level