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GRANTS ADMINISTRATOR

Administrator I

Recruitment #22-002586-0006

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GRADE

16

LOCATION OF POSITION

This position is with the Maryland Department of General Services (DGS), Office of Capital Grants Loans, located at 301 W. Preston Street, Baltimore, MD 21201.

Main Purpose of Job

The main purpose of this position is to assist with the implementation of grant projects by providing guidance and assistance to the recipients of the $2 billion Capital Grants and Loan (CGL) Program. The CGL Program is responsible to carry out the terms, conditions and requirements of the State legislation that appropriates grant funds State-wide for the benefit of nonprofit organizations, local municipalities and county governments, and other specific projects. This position facilitates the agency’s mission of providing architectural, engineering, and related assistance as well as fiscal oversight of State funds by interpreting the intent and scope of the authorizing legislation, ensuring the approved project and subsequent contracts are technically eligible and allowed for funding. This position follows established policies and procedures to ensure legal, legislative and program requirements are met for the approval of recipient transactions and the release of grant funds. The Grants Administrator is responsible for developing, preparing, and maintaining project records that adequately support and verify program decisions and the disbursement of grant funds.

POSITION DUTIES

Duties for this position include but are not limited to the following:
  • Provides guidance, direction and oversight to grant recipients and their technical, legal, administrative consultants in preparing required grant agreements, performing contract reviews and reimbursement actions including supporting documentation to ensure their actions comply with program requirements, policies and procedures.
  • Analyzes and reviews grant applications to ensure projects comply with the specific requirements of each Legislative Bond Initiative.
  • Prepares agenda items for approval by the Board of Public Works (BPW) at scheduled meetings.
  • Reviews grant recipients’ contract and change order documentation for eligibility including, A/E and construction contracts and procurement actions including competitive bids, requests for proposals, small purchases, sole source, negotiations, land acquisitions, equipment/material purchases, etc. and recommends eligibility determinations/contract approvals in compliance with recipient’s program requirements; and prepare approval letters.
  • Determines the necessity and initiates a technical eligibility review for miscellaneous project costs claimed by a grantee.
  • Informs the Director of any special stipulations impacting the eligibility of project costs for funding.
  • Provides project status information upon request to the Director, DGS staff including real estate, legal, fiscal/accounting, and other State representatives from the Comptroller’s Office and the BPW.
  • Maintains comprehensive electronic and hard project records including official grant documents, procurement actions/contracts, eligibility determinations, disbursement of funds and general correspondence (BPW, Fiscal Services Division, recipient, etc.).
  • Delivers presentations at regularly scheduled workshops providing training related to the Capital Grants post-authorization process to grant recipients and beneficiaries, local officials, elected State representatives.
  • Responds to local officials, elected State representatives, representatives of other federal/State agencies or federal/State auditors, and financial institutions regarding program policies and procedures or project issues.
  • Maintain Grants Database. Adding new grant information, revising grant information, and updating grant information.
  • Primary contact for various internal/external stakeholder program matters and communications. Handle all in-coming calls/requests for information including responding to program questions, directing calls to the appropriate office, providing specific requested documents or information.

MINIMUM QUALIFICATIONS

Experience:   Eight years of experience in administrative staff or professional work.

Notes:

1. Candidates may substitute the possession of a Bachelor's degree from an accredited college or university and four years of experience in administrative staff or professional work for the required experience.

2. Candidates may substitute additional graduate level education at an accredited college or university at the rate of 30 credit hours on a year-for-year basis for the required experience.

3. Candidates may substitute U.S. Armed Forces military service experience as a commissioned officer involving staff work related to the administration of rules, regulations, policy, procedures and processes, or overseeing or coordinating unit operations or functioning as a staff assistant to a higher ranking commissioned officer on a year-for- year basis for the required experience.

SELECTIVE QUALIFICATIONS

Applicants must possess the following selective qualification(s) to be considered. Include clear and specific information on your application regarding all qualifications. 

One year of professional experience in contract management, grant management or project management.

DESIRED OR PREFERRED QUALIFICATIONS

Strong preference will be given to applicants who possess the following preferred qualifications. Include clear and specific information on your application regarding all qualifications.

  • Basic working knowledge of COMAR (Code of Maryland Regulations) and other Maryland procurement regulations is preferred.
  • Ability to collect and analyze data. 
  • Excellent oral and written communication skills.
  • Database management experience is preferred.

LICENSES, REGISTRATIONS AND CERTIFICATIONS

Employees in this classification may be assigned duties which require the operation of a motor vehicle. Employees assigned such duties will be required to possess a motor vehicle operator's license valid in the State of Maryland.

EXAMINATION PROCESS

It is important that you provide complete and accurate information on your application.  Please include all experience and education that is related to this position.  All information concerning your qualifications must be submitted by the closing date; information submitted after the closing date will not be considered.  Credit is given for relevant part-time, temporary or volunteer experience based on the number of hours worked per week; you must include the time spent on such activities on your application.
Note that for any position requiring a college degree or college credit, you will be required to submit a college transcript prior to being offered a position.  You may submit your transcript as part of the application process.
The examination for this position will consist of a rating of your education, training and experience related to the requirements of the position.  Successful candidates will be placed on the employment eligibility list categorized as BEST QUALIFIED, BETTER QUALIFIED, or QUALIFIED.  The eligibility list will be valid for one year and may be extended.  The list will be used by the hiring authority to select employees for interviews.  Eligible lists may be used to fill future vacancies of the same classification.
You MUST possess the minimum qualifications before you may be selected for a State job – verification will be completed upon hire.  If you are scheduled to complete an educational or licensing requirement within six months of being placed on the eligibility list, you may participate in the selection process.  Permanent State employees may also complete necessary experience requirements within six months of the date of being placed on an eligibility list. 
Please note, selected candidates may be required to complete and successfully pass a State and Federal fingerprint background check prior to being hired.
You must be legally authorized under the United States Immigration Reform and Control Act to be hired in the position for which you apply.

BENEFITS

FURTHER INSTRUCTIONS

Contact ari.ross@maryland.gov or call 410-767-4988 with questions about this recruitment.  The on-line application process is STRONGLY preferred.  Apply online at www.dgs.maryland.gov – click on Employment on the left side of the screen.  If you are unable to submit your application online, please send your paper application to: Human Resources, Dept. of General Services, 301 W. Preston St., Suite 1311, Baltimore, MD  21201 by the closing date and time. 
As an equal opportunity employer, Maryland is committed to recruiting, retaining and promoting employees who are reflective of the State’s diversity. People with disabilities and bilingual candidates are encouraged to apply. We thank our Veterans for their service to our country. 




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