Location: Taos,NM, USA
Human Resources
105 Albright Street, Suite J Taos, New Mexico 87571
Telephone: (575) ###-#### Facsimile: (575) ###-####
www.taoscounty.org/jobs
Email applications to ...@taoscountynm.gov
Employment Opportunity
Internal/External
OPEN UNTIL FILLED
JOB TITLE: Grant Administrator SALARY: $26.92
DEPARTMENT: Finance POSITION STATUS: FULL-TIME
FLSA STATUS: Non-exempt UNION ELIGIBILITY: Eligible
I. POSITION FUNCTION SUMMARY:
Under the direction of the Finance Director and/or the Deputy Finance Director the Grant Administrator provides a variety of technical, Professional, financial and complex administrative duties related to Taos County Grant administration. This includes managing the full lifecycle of federal, state, and private grants awarded to Taos County, identifying grant opportunities, completing or assisting with the completion of grant applications, providing key information and works in various capacities in the grant writing process coordinating funding, ensuring compliance, and managing financial reporting in accordance with grant agreements. The Grant Administrator may also be responsible for completing special projects as assigned by the Finance Director and/or Deputy Finance Director as needed.
Department Job Assignments: This Job Description is intended to be somewhat general in nature with respect to the job family, and as such it does not detail all duties of a particular job assignment. Additional duties, responsibilities, and accountabilities may be assigned to an employee in this position depending on the Department Job Assignment.
II. ESSENTIAL FUNCTIONS, DUTIES, AND RESPONSIBILITIES:
The following statements are essential functions of this position and not intended to be all-inclusive; rather, they are intended to describe the general nature and level of work to be performed. They are not to be construed as an exhaustive list of all responsibilities, duties and skills required of the employee, and an employee may be directed to perform other reasonably related job duties and responsibilities. The incumbent will be required to follow any other instructions and to perform any other duties reasonably requested by their supervisor. Taos County reserves the right to revise or change the job duties and responsibilities as the need arises, based on business need, and this Job Description may be updated accordingly. This Job Description does not constitute a written or implied contract of employment.
JOB DUTIES:
Key Responsibilities:
1. Grant Identification and Coordination:
* Coordinate with County Administration, and Departments in identifying federal, state and local grant and funding opportunities.
* Monitors grant opportunities and collaborates with various federal, state and private entities to secure outside financial funding to support various capital improvement, safety, economic development and environmental projects within the county. (May include others).
2. Project Scope and Collaboration:
* Meet with department heads, engineers, and agency representatives to determine project scope and needs.
* Coordinate and assist in drafting and submitting grant applications confirms grant submissions.
* Work with local entities to secure joint funding.
* Prepare and submit New Mexico legislative appropriation reauthorizations for upcoming sessions.
* Build and foster relationships with outside agencies and their representatives, community members, government agencies and staff, along with County employees.
* Attend meetings to stay informed about funding opportunities and provide input for county interests.
3. Grant Management and Compliance:
* Maintain comprehensive records of all county grants.
* Track and monitor grant statuses, expenditures, and compliance with terms and conditions, including reconciliation and reporting.
* Ensure compliance with the State Procurement Code and County Procurement Policy.
* Verifies vendor performance meets expectations and payments are made in a timely manner.
* Monitors and maintains compliance with specific state federal ware laws applicable to the grant which includes visiting job/constructions sites to conduct wage interviews and monitoring the physical progress of grant-related projects.
4. Financial Management:
* Collaborate with Finance/Deputy Finance Director and department heads to:
* Develop and monitor grant budgets.
* Track expenditures against the grant budget.
* Prepare budget revisions as necessary.
* Record and categorize all grant-related expenses.
* Ensure expenses are allowable and properly documented.
* Maintain detailed records of all financial transactions.
* Compile and submit reimbursement and disbursement requests to grant funding entities.
* Submit or assist with submitting invoices for payment for expenses associated with the grant, monitor payable cycles to ensure timely payments.
* Ensure timely and accurate reporting of grant expenditures and reconcile grant accounts regularly.
5. Reporting and Documentation:
* Prepare and provide periodic reports on grant applications, grant projects, program impact, and progress to relevant parties.
* Maintain comprehensive records of all grant-related documents.
* Ensure proper documentation for audits, reporting, and reviews.
* Archive grant documents as required by state regulations.
6. Collaboration and Communication:
* Collaborate with the County Procurement Officer to ensure funds are obligated according to grant terms. Collaborate with the County Procurement Officer to ensure funds are obligated according to grant terms. Work with project managers to track expenses and coordinate with contractors and architects, may act as project manager in various capacities as appropriate.
* Coordinate, schedule and attend various public, administrative, community, and county meetings, deliver presentations, reports, and participate in public discussions related to planning, ongoing projects, and funding opportunity as needed, deliver, presentations and participate in public discussions as needed and present new grants to the county commission for approval.
* Assist County Managers, Commissioners, and Finance Director in preparing and delivering presentations and status reports on funding and project disposition.
7. Community Engagement:
* Oversee community center agreements.
* Ensure community center agreements are upheld.
8. Adheres to the County's policies and procedures established for grants and grant accounting.
General Duties and Responsibilities:
* Works collaboratively, cooperatively, and in coordination with fellow team members and with others in the organization, treats them with respect, courtesy and consideration, and shows understanding and the appropriate support of other team members to help get the job done.
* Provides assistance, information, guidance and resources to diverse groups of customers, clients and others outside of the organization; treats them in a friendly manner with professionalism, helpfulness, respect, courtesy and consideration at all times regardless of circumstances.
* Maintains regular, dependable attendance and punctuality, and physical presence at the assigned worksite; must interact directly with people at the worksite on a regular basis.
* Complies with and actively supports all applicable workplace environmental health and safety policies, work rules, and practices, giving maximum effort to performing job functions in a manner that protects the health and safety of the employee, co-workers, and the general public.
* The incumbent in this position may have access to sensitive and proprietary company data, personal client/customer data, personal employee data, and other sensitive information, and an essential job duty is the maintenance of strict confidentiality of such information in accordance with Taos County policy, and federal/state/local laws and regulations (e.g., HIPAA, FACTA, etc.).
* Performs other duties as assigned and which are deemed necessary or desirable by Taos County.
III. CORE TAOS COUNTY VALUES, BEHAVIORS, & COMPETENCIES:
As a requirement of their employment, all Taos County employees are expected and required to support and demonstrate Taos County's core values and behaviors, and to perform the essential functions and elements of this position competently. Employees are expected to demonstrate these values and behaviors through their behavior and performance throughout the course of the introductory period of employment and continuing throughout employment with Taos County. The values, behaviors, and competencies that need to be demonstrated by all Taos County employees include but are not limited to:
* Quality/Compliance: Achieving a standard of excellence with our work processes and outcomes, honoring Taos County policies and all regulatory requirements.
* Customer/Client focus: Striving for high external and internal customer/client satisfaction, going out of our way to be helpful and pleasant, making it as easy as possible on the customer/client, rather than on self, department, or organization.
* Clear Communication: Expresses oneself clearly and effectively when speaking and writing to individuals and groups; listens attentively and ensures all parties involved understand communication; responds in a timely manner using appropriate communication methods.
* Interpersonal Skills: Interacts effectively with others using discretion, empathy and self- regulation when working toward resolution of divergent interests; recognizes and appreciates the quirky or unusual traits of others.
* Professional Expertise: Achieves a proficient level of ability or knowledge in job-related areas; continues to grow with the changing requirements of the job.
* Adaptability: Adjusts to changing circumstances by altering attitudes and behaviors; displays resilience and flexibility in response to setbacks and stressful situations with energy and optimism.
* Collegiality: Being helpful, respectful, approachable, and team oriented, building strong working relationships and a positive work environment.
* Initiative: Takes action to influence events, generate ideas for improvement, takes advantage of opportunities, and does not wait to be told what to do next.
* Efficiency and Continuous Improvement: Planning ahead, managing time well, being on time, being cost conscious, thinking of better ways to do things
* Coachability: Being receptive to feedback, willing to learn, embracing continuous improvement in personal and professional growth & development, performance, and productivity.
* Team Player: able to work collaboratively with others in the organization, and to work well with diverse groups of people and gain and maintain of respect of others, both inside and outside Taos County.
* Decision Making: Uses sound judgment to make good decisions based on information gathered and considers all pertinent facts and alternatives before deciding. Commits to decision.
* Performance Standards: Sets and maintains high performance standards. Pays close attention to detail, accuracy and completeness and follows up on work outputs.
* Problem-Solving: Analyzes problem by gathering and organizing all relevant information. Identifies cause and effect relationships and comes up with best solution.
* Integrity: Shares complete and accurate information. Maintains confidentiality and meets own commitments and adheres to organizational policies and procedures.
* Motivation: Displays energy and enthusiasm, commits additional effort, and maintains a high level of productivity and self-direction.
IV. POSITION SPECIFICATIONS:
Fair Labor Standards Act Provisions:
This position is non-exempt under the provisions of the Fair Labor Standards Act and is subject to the organization's policies and procedures pertaining to overtime hours.
Independence of Action; Supervision Received:
The Grant Administrator works under general supervision of the Finance Director and/or Deputy Finance Director. Employees work alone on routine work and checks with supervisor only when in doubt. Production generally precedes a check on the quality control. Established methods and procedures are clearly established, and general instructions provided.
Supervision Exercised:
The Grant Administrator is responsible for own work and has no supervisory authority or responsibility; although the Grant Administrator may be responsible for organizing and reviewing the work of volunteers or others working on special projects s/he is overseeing that are assigned by the position's supervisor.
Coordination and Cooperation with Internal and External Parties:
Internal:
Responds to requests for information from the Finance Director and/or Deputy Finance Director; and works with other department staff on issues and special projects that may have a moderate impact on provision of Taos County's programs and services.
External:
Employee has significant amount of independent contact with external parties. Under direction of the Finance Director and/or Deputy Finance Director, will work with external vendors, applicants, agencies, and others to provide accurate services.
V. POSITION AUTHORITIES AND ACCOUNTABILITIES:
General:
Position has high level of line responsibility and moderate authority to make independent decisions over an assigned function. A person in this position regularly takes responsibility for a key operation or function due to their level of accountability.
Budgetary/Financial Authority and Accountability:
Position has a significant level of accountability for establishing budget recommendations in accordance with grant specifications and expenditure accounts; properly prepared and supported recommendations will have a substantial level of impact on resource allocation and utilization within Taos County. Overall responsible for ensuring compliance with all grant funding requirements and functions that may have an impact on operating budget for the various departments.
Equipment/Asset/Material Authority and Accountability:
Position has a low level responsibility for equipment & other assets, materials, and supplies; proper utilization is required plus accountability for first-level maintenance may be required.
VI. POSITION QUALIFICATIONS AND REQUIREMENTS:
As a requirement of their employment, all Taos County employees are expected and required to perform the essential functions and elements of this position competently, demonstrating adequate progress throughout the course of the training and introductory period of employment and continuing throughout employment with Taos County. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and Experience:
Required:
* High School Diploma (or GED or High School Equivalence).
* Some college course work in accounting, finance, bookkeeping, project management or a relative field of study.
* Three (3) years of experience; accounting, finance, payroll, bookkeeping.
Preferred:
* An Associate's Degree in accounting, finance, bookkeeping or project management is highly preferred.
* Five (5) years of work experience in accounting, finance, payroll, bookkeeping.
Substitution:
* Additional education or professional training may substitute for experience requirement.
Language Requirements:
Required:
Ability to read and write English in order to understand and interpret written procedures and technical manuals. This includes the ability to give and receive instructions in written and verbal forms and to effectively present information and respond to questions from vendors, contractors, supervisors, co- workers, residents, and city/county agencies.
Preferred:
Bi-lingual (English/Spanish)
Certification, Licenses and Registrations:
* Must have (or obtain within 3-months from the date of hire) and maintain a current, valid State of New Mexico driver's license; must have and maintain a Taos County-insurable driving record.
Training/Professional Development Requirements:
* Must successfully complete all Taos County-required safety and other training within required timeframes
* Must successfully pass and maintain training certification in all state, Taos County, and/or other training requirements of the position and job assignment.
* Additional training requirements for this position may be mandated by Taos County.
Tools and Equipment Used: An employee in this position must be knowledgeable and skilled in the safe use and maintenance of the following tools and equipment:
* Standard office equipment and software, including desktop computer, and standard MS-Office applications or equivalent
* Must be able to operate a company vehicle
Other:
* In accordance with the conditional offer of employment, individual must pass drug screen, and other required background investigations.
* Additional drug screening and background investigations may be required depending on the job assignment, regulatory or policy requirements, job transfer, or in accordance with Taos County's Drug-Free Workplace policy.
VII. PHYSICAL & MENTAL DEMANDS and WORKING CONDITIONS
The physical and mental demands, and working conditions described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.
Physical Effort and Demand:
* Moderate physical demand is required to perform the work; an employee in this position frequently sits at a desk or workstation and is required to go out on field to project locations as needed.
Visual Acuity, Hearing, Speaking, Manual Dexterity:
* Must have visual acuity and manual dexterity to perform timely and accurate data entry;
* Must be able to make individual, small group, and large group presentations as required by position
* Must effectively convey ideas, images and goals to diverse group of personalities.
Mental Demand:
* Effective performance requires continual thinking and attention to work/detail demanded by the essential functions of the job.
* Must be able to apply principles of logical thinking to define problems, collect pertinent data, establish facts, draw valid conclusions and initiate appropriate course of action.
* Must be able to work non-standard work hours occasionally, as required to fulfill job responsibilities.
Environment/Working Conditions:
* Little to no hazardous conditions exist in the work environment. The work environment is pleasant; only minimal negative physical factors exist.
* Moderate amount of negative psychological factors; these factors must be addressed and considered in the performance of duties and have minimal potential for a negative impact on job employees.
Safety-Sensitive Position Designation:
* This position is not classified by Taos County as safety-sensitive.
Conditions of Employment
* Employees are required to be in compliance with Taos County's policy on current influenza and other vaccination requirements for employees.