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Sr. Grants Administrator - Temporary

Company/Contact: 
Seattle
United States

The Office of Sustainability & Environment (OSE) is a busy executive office (i.e. reporting to the Mayor) that focuses on policies and programs that address Seattle's environmental challenges while creating vibrant communities and building shared prosperity.

OSE is seeking an individual with a desire to work on innovative solutions and the skills to manage all aspects of grant administration for both the Fresh Bucks and Tune-Up Accelerator programs, with over $6 million in grant funds and in-kind commitments and multiple grant sources. Approximately 28 hours/week will be dedicated to Fresh Bucks and approximately 12 hours/week to the Tune-Up Accelerator. Responsibilities will include updating existing fiscal management and grant reporting tools and processes and maintaining strict quality control, managing all invoicing and reporting required by funders, managing existing and new sub-recipient and consultant contracts and agreements, establishing and managing a financing approach as part of the Accelerator, completing final grant close-outs, and managing any audits. The grant funding sources for the two programs differ significantly in their requirements, expenditure tracking and reimbursement processes, so internal protocols and record keeping need to be established and maintained accordingly, with appropriate documentation. All work will be conducted in accordance with federal and City requirements. OSE prioritizes racial equity and environmental justice in our work to protect Seattle's environment and the successful candidate will share OSE's commitment.

This position will be a key team member on two OSE program teams with different focuses (food access and energy efficiency) requiring a thorough understanding of both program priorities and outcomes:

• The Fresh Bucks program makes healthy food more affordable for low-income households by doubling the value of SNAP (food stamps) spent on fruits and vegetables. Fresh Bucks is a cross-sector initiative with many partners across business, community, and government sectors, including over 30 farmers markets, grocery stores, health clinics, and community-based organizations.
• The Tune-Up Accelerator program provides coordination, technical assistance and financial incentives to owners of commercial buildings required to meet the Seattle Building Tune-Up mandate, as well as training for energy service providers and building facilities staff. Owners of 100 buildings and 10-20 provider firms are expected to participate in the program.
Job Responsibilities

The Sr. Grants Administrator has primary responsibility for monitoring, and revising as necessary during the grant period, each grant budget, and ensuring fiscal management, procurement and reporting meets all requirements.
•Monitor monthly, quarterly and yearly spending plans, including multiple funding streams and cost-shares.
•Maintain financial/budget compliance tracking tools, monitoring systems, and reporting procedures and processes. Refine existing, or create new, tools and processes as needed.
•Provide technical consultation and assistance to grant managers in preparing budgets, and interpreting and applying budget and financial guidelines.
•Closely track budget expenditures, budget status and revise budget forecasts and highlight for program managers when budget adjustments are necessary.
•Coordinate closely with OSE's finance manager to reconcile grant expenditures against non-grant spending in the office's other budget allocations.
•Conduct final grant close out and handle audit processes if grant spending levels necessitate it.

The Sr. Grants Administrator has primary responsibility for understanding and ensuring adherence to all grant rules and administrative guidance related to ongoing reporting requirements and grant close-out.
•Act as technical expert on, and adhere to, all grant rules and administrative guidance specific to each funding source, as well as City policies and procedures, and advise grant managers on all necessary program protocols.
•Prepare reports for leadership to assess grant status, including designing new reports, maintaining current reports, and writing ad-hoc reports as required.

The Sr. Grants Administrator has primary responsibility for developing and managing contracts with sub-recipients and other consultants.
•For each grant, manage all existing grant sub-recipient and other consultant contracts. Prepare new contracts as needed and ensure they meet all State and Federal policies and guidelines as stipulated by each grant fund source.
•Perform sub-recipient and consultant monitoring and maintain documentation of all sub-recipient and consultant monitoring activities.
•Monitor and report on subcontractor spending, match, and progress on deliverables.
The Sr. Grants Administrator will also develop and manage a consultant contract(s) for a financing program for building owners as part of the Tune-Up Accelerator Program.

Other relevant responsibilities and general support as needed.

Qualifications

Education: Bachelor's degree in Business Administration, Public Administration, Finance, Accounting or related field

Experience: At least three years professional experience in budget management, financial analysis, accounting, or related work (or a combination of education, training, experience which provides an equivalent background required to perform the work of the class).

Additional Information

Desired Qualifications:
•Demonstrated knowledge and experience with federal grants management including compliance monitoring, billing, and reporting.
•Demonstrated ability developing and monitoring complex budgets.
•Strong accounting, analysis, and reconciliation skills, with careful attention to detail and accuracy.
•Ability to work independently under limited supervision.
•Advanced demonstrated ability in gathering, analyzing, and presenting information and budget data using Microsoft Excel (proficiency is required).
•Demonstrated ability to handle multiple priorities concurrently and to successfully meet deadlines.
•Knowledge of City's contracting and accounting policies, procedures, rules and practices.
•Excellent oral and written communication skills.
•Ability to work effectively with all levels throughout the organization and with all sub-recipients, contractors and additional stakeholders.
•Demonstrated ability to work with diverse stakeholders and to build respectful and productive relationships.
•Commitment to following the race and social justice principles of the City of Seattle.

Location

Seattle
United States