Grants Specialist

Recruitment #200212-UNCD-13


Positions in this job family is responsible to provide technical program, accounting, budget and other administrative support for the staff and external auditors, under the direction of a Grants Manager or Supervisor. Responsibilities include processing applications and projects for state and federal grant programs; ensuring fiscal and program compliance of federal and state grants are adhered to; monitoring, analyzing and maintaining financial and program transactions for a specific emergency management program; tracking and processing jurisdiction’s reporting, applications, closeouts, withdrawls and reimbursement requests.

The functions within this job family will vary by level, but may include the following:
• Assist in processing approved grant documents; receive and verify requests against grant program and expenditure parameters.
• Monitor, analyze and maintain financial transactions and accounting for a wide variety of emergency management programs funded by Federal, state and local grants and allocations.
• Review data, identify errors through analysis, research, and interpretation of data, and provide recommendations to the Accounting Manager and/or Program Manager in determining corrective action.
• Maintain running budget balances for each grant; prepare annual grant activity reports; and maintain files. Prepare projections and forecast cash needs within programs.
• Track due dates and prepare timely reports for grantor agencies, verify invoices for allowable costs, and prepare monthly grant requests for reimbursement; maintain files.
• Monitor fiscal compliance by grant funding sources with various reporting periods.
• Prepare a variety of reports, statements, records, analyses, and financial compilations for Federal, state, and local regulatory agencies with various reporting periods according to specifications according to program needs. Prepare grant close-outs and quarterly reports.
• Provide technical grants accounting support work for Program Managers and Accounting staff. Work closely with external auditors, and Federal, state and local governmental agencies to provide reports and schedules as and when needed.
• Assist Accounting Department in maintaining and documenting internal accounting controls as required by Federal, state and local grantors to ensure appropriate use of public funds. Must be familiar with OMB Circular A-133 and related pronouncements regarding Federal, state and local pass-through funds. The Grants Managers provides technical program, accounting, budget and other administrative support for the staff and external auditors, under the direction of the Accounting Manager. Responsibilities include state and federal grant management; ensuring fiscal compliance of government and foundation grants; monitoring, analyzing and maintaining financial transactions for a variety of emergency management programs; tracking revenues and expenditures, and preparing required internal and external financials reports.
• Assist in recommending and implementing fiscal and program reform both in department systems and in sub-recipient financial and compliance reporting systems.
• Maintain knowledge of department operations and systems. Perform work within accounting and program parameters established by the department and applicable Federal and state laws and regulations.

Level I:
Knowledge, Skills, and Abilities required at this level include knowledge of spelling, punctuation, and business English; of business mathematics; of modern office methods and procedures; of the maintenance of complex records; and of the major policies and procedures governing assigned programs.  Ability is required to maintain effective working relationships with others; to handle confidential work; to interpret and handle routine matters in accordance with agency policy; and to follow oral and written instructions.

The Grants Specialist job family consists of three levels which are distinguished by the complexity of assignments, the level of expertise required to perform the duties assigned, and the responsibility assigned for providing leadership to others.

Level I:
At this level employees are assigned responsibility for performing beginning level professional duties involving consultative services, technical training for processes and systems for the tracking and reporting of programs for state and federal funds.  This includes programs related to emergency management, processing applications, reimbursement requests and quarterly reports, conducting damage assessments, project validations and closeout verifications.  Employees will also aid in the coordination of audit and compliance of federal programs. 

Level I:
Education and Experience requirements at this level consist of two years of technical clerical office work or an equivalent combination of education and experience. Substituting 24 hours of education for each year of experience.

Applicants must possess a valid Oklahoma Driver’s license at time of appointment and be willing and able to perform all job-related travel associated with this position; have and maintain the physical and mental stamina required to perform the work and to accept the physical discomforts and/or dangers associated with the work, including work under conditions of heavy physical exertion, extreme heat, smoke or dust, and to lift and carry heavy objects; and be willing to be on call twenty-four hours a day as duty officer. 


Veteran’s preference points apply only for initial appointment in the classified service.