The City of Tucson's Housing First Program provides comprehensive engagement and early intervention service for Tucsonans experiencing homelessness including street and community outreach, encampment coordination, housing navigation, and emergency shelter services. The management Assistant (Grants Coordinator) is a new position and will be a key member of the Housing First Program's administrative team. This position will serve as the primary liaison between the Program and internal and external funding partners.
The position will oversee grant writing and administration, including the execution and oversight of sub awards to non-profit and government organizations which work in partnership with the City of Tucson to advance the goal of ending homelessness in Tucson through a Housing First approach. This position requires strong writing, data analysis, program budgeting, project management skills, with an emphasis on outcome measurement.
Supervises and implements administrative and management functions and activities. Prepares and monitors the division budget, making corrections, adjustments and changes as necessary. Assists department personnel in providing desired and cost effective services and facilities to the public.
- Supervises and coordinates the equivalent of two or more fulltime employees and all assigned work in a unit ensuring timely and quality activities to respond to the needs of the City, community, department, and unit.
- Assists with the implementation, evaluation and interpretation of department policies, projects and procedures.
- Manages, coordinates, and determines priorities of work load, monitoring levels of resources, establishing time lines, assigning work, monitoring progress, recommending changes and suggestions, writing, reviewing and editing reports prepared by staff, and approving completed projects and reports.
- Implements controls for appropriate unit staffing and effectiveness by participating in the recruitment and hiring of employees, making recommendations on employee discipline, and other human resources issues, evaluating and managing employee performance, discussing and identifying personnel issues and facilitating resolutions, promoting positive morale in the unit, ensuring staff is trained appropriately for maximum performance, and providing leadership and guidance.
- Contributes to the needs of the community and City by implementing and causing others to implement the organization's values and strategies by leading through example, competency, and accountabilities.
- Provides customer service by responding to information requests, conducting research, providing solutions to problems, and correcting errors.
- Ensures that unit work conforms to local, state, and federal governmental regulations, and other applicable rules and requirements.
- Prepares and monitors budgets by discussing current needs, reviewing and identifying budget cuts, researching and answering questions regarding changes, tracking expenditures, establishing and monitoring cost accounting systems, procuring supplies and equipment, monitoring and preparing projected expenditures and revisions, monitoring purchase requisitions and orders, and preparing required documentation and reports.
- Coordinates and monitors contracts by identifying the format for advertising, overseeing request creation, monitoring the selection process, authorizing final requests for contract awards and amendments, authorizing payment, overseeing monthly invoicing and final close out of contract and ensuring contractor performance.
- Administers grants by preparing and submitting financial reports, assisting program personnel, developing grant requests and ensuring grant agreement compliance.
- Performs administrative tasks by analyzing and revising systems operations and procedures, coordinating departmental activities, participating in the development of policies, evaluating requests for materials and equipment, and overseeing inventory controls, developing and preparing reports and recommendations, researching and preparing drafts of various documents, maintaining spreadsheets and databases, organizing travel and responding to inquiries.
- Provides information to the public by preparing and providing written materials, conducting seminars and training classes, answering questions, attending public meetings and monitoring activities of committees and commissions.
- Performs related duties such as: obtaining property owners lists and assessed values, coordinating election boards, maintaining network hardware and software, monitoring security, overseeing building and facility management, serving as the division safety representative, monitoring legal advertisements, coordinating telecommunications needs, and ensuring timely reporting to government agencies.
- Assists with personnel actions including employee hiring processes, training sessions, identifying, researching, and analyzing employee issues, documenting findings and actions and suggesting resolutions.
******** SPECIFIC JOB DUTIES ********
- Maintain grant compliance and reporting, including outcome measurement and grant budgets - taking responsibility for meeting high standards of effectiveness, timeliness, and completeness, including:
- Monitoring and maintaining funder and investor reporting schedules and requirements.
- Providing training and technical assistance to program staff and subrecipients as they relate to compliance and program requirements.
- Tracking progress towards organizational and programmatic outcomes and goals.
- Partnering with Finance personnel to request reimbursements and drawdowns as needed.
- Drafting compelling progress reports and targeted program updates to funders that fully capture programmatic success.
- Assembling all necessary supporting materials and documents including budget reports, outcome measurements, success stories, ect.; submit reports to funders, leadership, and investors.
- Managing grant budgets in partnership with program and Finance staff including:
- Developing grant budgets based on City funding priorities.
- Providing technical assistance to program staff and subrecipients related to eligible uses of grant funds.
- Monitoring grant expenditures and coordinating with department leadership to ensure timely and eligible expenditure of grant funds.
- Managing federal and non-federal sub awards and contracts issued to non-profit and government partners including:
- Analyzing, developing, negotiating, implementing, and managing the solicitation, administration and compliance of sub awards and contracts.
- Preparing solicitation and contracts within established limits and federal / state requirements in accordance with established procurement policies.
- Monitoring and evaluating subrecipient and contractor performance and expenditures and providing technical assistance and corrective action as necessary to promote positive outcomes.
- Developing evaluation criteria and scoring systems to assess and rank solicitations.
- Facilitates community review panels as necessary
- Lead grant proposed development and submission – preparing and organizing materials for proposals, and submitting and monitoring grant applications, including:
- Researching new funding and business development opportunities on a local, state, and federal level.
- Maintaining and building relationships with funders and other strategic partners on a local, state, and national level;
- Drafting proposals/ LOIs, grant application narratives, and budgets and collaborate to finalize with program staff, finance, and the Executive Director
- Submitting grant applications via paper or online portals, and maintain list of passwords
- Meeting with funders and LCHJ staff to explore funding opportunities and fulfill site visit requirements.
- Maintaining master calendar of grants and prospects and all associated files and correspondence
- Maintaining library of grant support documents including resumes, bios, IRS forms, Board/staff diversity lists, ect.
- Executing thank you letters and facilitate grant contracts / agreements
- Ensuring acknowledgement of funders / investors via website, e-newsletter, and social media in coordination with public information office.
Minimum Education Level & Type: Bachelor's Degree
Minimum Experience Qualifications: At least 2 years budgeting, finance, human resources, and/or supervisory experience
“Supervisory” is defined as having supervised at least 1 full-time FTE
*Any combination of relevant education and experience may be substituted on a year-for-year basis.
- 3 or more years of experience managing government and philanthropic / charitable grants and contracts.
- 3 or more years of successful grant writing including federal and non-federal grants.
- Experience with accounting, including financial reporting and billing functions. Understanding of grant-based accounting, fund accounting, and fiscal grants management of federal and non-federal funds.
- Understanding of principles and practices of public and contract administration, including contractual agreements, budgeting, contract administration, and fiscal management
- Understanding and prior experience related to principals and practices of homeless and special needs program development and operation.
- Prior experience utilizing common grant systems in the homelessness and housing sector including but not limited to ESNAPS, Sage, E-LOCCS, ZoomGrants, Homeless Management Information System (HMIS), Arizona Procurement Portal, and Neighborly.
- Lived experience of homelessness and or housing instability.
- Demonstrated analytical and persuasive writing skills experience as well as superior editing skills, including ability to convey complex information in a clear manner to a diverse audience.
- Strong administrative skills and self motivation with the ability to set priorities and manage multiple tasks under minimal supervision in effective and efficient manner.
- Intermediate to expert skills in Microsoft Office (specifically Word, Excel, and PowerPoint). Experience with donor development / CRM software system preferred.
- Ability to work under pressure and respond to deadlines without sacrificing quality.
- Demonstrated interest and commitment to the mission and values of the City of Tucson’s Housing First program and the Housing First approach to addressing homelessness.
IMPORTANT INFORMATION REGARDING RESUME and COVER LETTERS:
**RESUME's, COVER LETTERS, AND WRITTING SAMPLES WILL BE A SCORED COMPONENT OF YOUR OVERALL SCORE FOR THIS RECRUITMENT SO IT IS CRITICAL THAT THEY ARE SUBMITTED AS INDICATED BELOW**
As part of the online application process all applicants are required to submit a resume under the "Resume" tab along with a Cover Letter and writing sample as one document. The system will allow you to upload only one document so you will need to scan both your cover letter and resume and writing sample into one document for uploading purposes. Resume's, Cover Letters, and Writing Samples may also be sent via email to firstname.lastname@example.org Please ensure your application contains the required resume, cover letter and writing sample prior to submission, or email all documents to the email address above prior to submission. If submitting via email, please indicate "COMMUNITY SERVICES MANAGEMENT ASSISTANT - HOUSING" in the subject line.
Applications received without a resume, cover letter, and writing sample will be considered incomplete and may not move forward in the review process.
Applicants who meet the minimum qualifications will be evaluated on the education and work experience in their employment profile and the responses to their supplemental questions, writing sample, as well as their resume' and cover letter. The highest scoring applicants will be invited to participate in an oral board interview.
INSTRUCTIONS FOR WRITTING SAMPLE - this should not exceed five pages, prior grant proposals preferred but other academic, professional, or unique sample written by the applicant and which demonstrates the applicant's writing style and ability may be substituted. Writing sample must be submitted along with the application before the closing of the job.
ORAL BOARD INTERVIEWS WILL BE SCHEDULED FOR October 3rd OR October 4th 2023 at the offices of Community Safety Hub. at 195 W Irvington Rd, Tucson, AZ 85714. Out of State applicants may request a virtual interview which would be conducted via Microsoft Teams.
Upon completion of all examination processes, the highest scoring applicants will be placed on the Civil Service Employment List. An applicant's ranking on the Civil Service list will be based on their final score which will be calculated as follows:
10% of our rating for Training, Education, Work Experience
10% of your scored review of Resume, and Cover Letter
25% of your Performance Practical Assessment (writing sample)
55% of your Oral Board Interview
Hiring interviews may be conducted.
This recruitment will establish a civil service list that will be utilized to fill vacancies in the Housing & Community Development Department within the next 6 months.
Veterans, Native American, or Disability preference points will be added to the final score for those that are placed on the Civil Service Employment List. If you qualify for preference points as outlined in the Employment Profile, you must upload your documentation as part of the application process. The DD214 must be a copy that indicates characterization of service. If you are in need of Americans with Disabilities Act-related accommodation during the testing process, please contact Jennifer Trongard by email at Jennifer.Trongard@tucsonaz.gov, or HCD HR team at HCD_HR@tucsonaz.gov at least 48 hours prior to the evaluation.
You are highly encouraged to print this bulletin because it contains important testing dates and information that you will need to refer to later, as it will not be available after the closing date.
Additionally, communication during this process will be sent via email, so please ensure your browser accepts emails from email@example.com or HCDDjobs@tucsonaz.gov and check your email account regularly. Failure to respond or follow instructions may result in disqualification.
Pre-employment Medical Testing Requirements
To ensure accurate payroll information for tax purposes, the successful candidate will need to provide their original Social Security Card or original letter from the Social Security Administration with their social security number prior to beginning work with the City of Tucson.
The City of Tucson hires lawful workers only - US citizens or nationals and non-citizens with valid work authorization - without discrimination. Federal immigration laws require all employers to verify both the identity and employment eligibility of all persons hired to work in the United States. In its efforts to meet the law's requirements, the City of Tucson participates in the E-Verify program established by the Department of Homeland Security (DHS) and the Social Security Administration (SSA) to aid employers in verifying the eligibility of workers.
Retired City of Tucson employees receiving benefits from the Tucson Supplemental Retirement System who are considering reemployment with the City should be aware that pursuant to Section 22-37(g) of the Tucson City Code, retirement benefits shall be suspended during the period of reemployment with the City of Tucson unless you have been separated at least twelve consecutive months before returning to work AND you return to a non-permanent employment classification. Creditable service does not accrue during any reemployment period.