Grants Specialist - Limited Service

State of Vermont • Barre, VT

11d • Hybrid

About The Position

The Grants Specialist assists in managing two federal capital grant programs for the Department, through which approximately 30–40 public libraries receive awards to improve their library buildings. The position reports to the Department’s Principal Assistant and works collaboratively with the Contracts and Grants Administration Manager. It is a limited-service position expected to remain in effect through December 2028. Telework requests will be considered, but three days per week onsite at the Barre office are required. Applicants must submit a cover letter with their application materials.

The role communicates with subrecipients about reimbursement processes, maintains program records, coordinates and documents grant monitoring meetings, processes reimbursement requests, tracks payments, monitors financial reports, and helps prepare required federal financial and narrative reports. Duties are performed primarily in a standard office setting and may involve travel for onsite compliance reviews, hearings, meetings, and committee obligations. Some work outside the regular schedule, deadline pressure, and interactions requiring enforcement of grant and contract requirements may occur.

Requirements

• At least three years of experience in the development, evaluation, administration, or fiscal monitoring of grants or contracts.

Nice To Haves

• Bachelor’s degree.
• Graduate work in public administration or accounting.

Responsibilities

• Communicate clearly and promptly with subrecipients by telephone, email, and Teams Meetings to answer questions and provide information about reimbursement processes and procedures.
• Maintain program files, including Microsoft Excel files, Word documents, emails, and PDFs, in SharePoint according to the Department’s filing structure.
• Schedule grant monitoring meetings with subrecipients using Microsoft Outlook and Teams.
• Participate in grant monitoring meetings with subrecipients and take minutes.
• Participate in weekly Departmental capital grants meetings and take minutes.
• Report on work to the Principal Assistant.
• Receive reimbursement requests from subrecipients.
• May verify subrecipient receipts and other proof of payment and review whether costs are allowable.
• Code invoices for payment processing and route them for approval in DocuSign.
• Submit invoices to Agency financial staff for payment processing.
• Log and track each reimbursement request throughout the payment cycle.
• Monitor financial reports and promptly address necessary corrections.
• Work with the Principal Assistant to prepare monthly, quarterly, bi-annual, and annual federal financial reports.
• May work with the Contracts and Grants Administration Manager to prepare monthly, quarterly, bi-annual, and annual federal narrative reports.

Benefits

• 80% State-paid medical premium and a dental plan at no cost for employees and their families.
• 12 paid holidays each year and a generous leave plan.
• State Paid Family and Medical Leave Insurance (FMLI).
• State defined benefit pension plan and deferred compensation 457(b) plan.
• Tuition reimbursement.
• Flexible spending healthcare and childcare reimbursement accounts.
• Low-cost group life insurance.
• Incentive-based wellness program.
• Qualified employer for the Public Service Student Loan Forgiveness Program.

What This Job Offers

• Job Type: Full-time
• Education Level: No Education Listed