Grants Administrator

Salary: $71,098.00 - $102,380.00 Annually
Location : Portsmouth, VA
Job Type: Full-Time Regular
Job Number: FY1
Department: Economic Development
Opening Date: 04/21/2025
Closing Date: 5/5/:59 PM Eastern

General Statement of the Job & Essential Functions

GENERAL STATEMENT OF JOB

Under limited supervision, responsible for advanced professional and lead work managing and supporting the City of Portsmouth Economic Development Authority (EDA) grant programs and processes. Position reports directly to the Economic Development Director.
ESSENTIAL JOB FUNCTIONS

Manages and administers the EDA's grant program processes for the Business Investment Grant programs including but not limited to the Smart Start Business Development Grant, Smart Start Business Acceleration Grant, and the Real Property Investment Grant. Ensures accountability and compliance with all grant requirements and that grant allocations are properly approved through the EDA.
Assists with directing, planning, and supervising the EDA grant application processes for the Business Investment Grant programs. Performs administrative functions and financial management related to grant implementation, project management; and review of grant conditions and grant award ensuring that all grant requirements are addressed prior to grant acceptance.
Develops, formulates and implements grant related policies, guidelines, and procedures to ensure program compliance; develops reporting systems to assure the EDA's ability to meet grant reporting guidelines.
Performs programmatic and grant effectiveness performance assessments, as initiated by the EDA; develops and implements project tracking systems to ensure the timely implementation of grant funded projects; ensures accountability and compliance with all grant requirements and grant allocations are properly approved through the city process; monitors grant program budgets, evaluates budget amendments, analyzes expenditures and makes recommendations on program modifications.
Performs other related work as required. Individual assignments will be determined by supervisor based on current workload and department needs.

Knowledge, Skills & Abilities
PERFORMANCE INDICATORS

Knowledge of Job: Has considerable knowledge of modern office practices and procedures. Has considerable knowledge of arithmetic, spelling, grammar, punctuation and vocabulary. Has considerable knowledge of the policies and procedures, organization and function of the department. Is skilled in the operation of common office equipment, including popular computer-drive word processing, spreadsheet and file maintenance programs. Is able to screen communications and, based on content, handle independently or route to proper source. Is able to correct spelling, grammatical, punctuation and typing errors. Is able to use independent judgment in organizing and establishing format. Is able to gather information from a variety of sources and draft documents. Is able to establish and maintain moderately complex files. Is able to communicate effectively orally and in writing. Is able to exercise tact and courtesy in frequent contact with the general public. Is able to establish and maintain effective working relationships as necessitated by work assignments.
Quality of Work: Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication and interacts within department and division, and with co- workers and the general public.
Quantity of Work: Maintains effective and efficient output of all duties and responsibilities as described under "Essential Job Functions."
Dependability: Assumes responsibility for doing assigned work and meeting deadlines. Completes assigned work on or before deadlines in accordance with directives, city policy, standards and prescribed procedures. Accepts accountability for meeting assigned responsibilities in the technical, human and conceptual areas.
Attendance: Attends work regularly and adheres to city policies and procedures regarding absences and tardiness. Provides adequate notice to higher management with respect to vacation time and time-off requests.
Initiative and Enthusiasm: Maintains an enthusiastic, self-reliant and self-starting approach to meet job responsibilities and accountability. Strives to anticipate work to be done and initiates proper and acceptable direction for completion of work with a minimum of supervision and instruction.
Judgment: Exercises analytical judgment in areas of responsibility. Identifies problems or situations as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to problems or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Seeks expert or experienced advice and research problems, situations and alternatives before exercising judgment.
Cooperation: Accepts supervisory instruction and direction and strives to meet the goals and objectives of same. Questions such instruction and direction when clarification of results or consequences are justified, i.e., poor communications, variance with city policy or procedures, etc. Offers suggestions and recommendations to encourage and improve cooperation between all staff persons within the department.
Relationships with Others: Shares knowledge with supervisor for mutual and city benefit. Contributes to maintaining high morale among all city employees. Develops and maintains cooperative and courteous relationships with department employees, staffers and managers in other departments, to project a good city image. Tactfully and effectively handles requests, suggestions and complaints from other departments and persons in order to maintain good will within the city. Emphasizes the importance of maintaining a positive image within the city. Interacts effectively with fellow employees, the City Manager, City Council members, department heads, professionals and the general public.
Coordination of Work: Plans and organizes daily work routine. Establishes priorities for the completion of work in accordance with sound time-management methodology. Avoids duplication of effort. Estimates expected time of completion of elements of work and establishes a personal schedule accordingly. Attends meetings, planning sessions and discussions on time. Implements work activity in accordance with priorities and estimated schedules. Maintains a calendar for meetings, deadlines and events.
Safety and Housekeeping: Adheres to all safety and housekeeping standards established by the city and various regulatory agencies. Sees that the standards are not violated. Maintains a clean and orderly workplace.
Education, Experience & Special Requirements

EDUCATION & EXPERIENCE

Requires a Bachelor's Degree in Public Budgeting, Finance, or Accounting or related field and 3-5 years of grant administration experience; or an equivalent combination of education and experience.

SPECIAL REQUIREMENTS

An acceptable general background check to include a local, state, and federal criminal history check. A valid driver's license with an acceptable driving record.

Physical Demands
MINIMUM QUALIFICATIONS OR STANDARDS REQUIREDTO PERFORM ESSENTIAL JOB FUNCTIONS

Physical Requirements: Must be physically able to operate a variety of automated office machines which include a computer, calculator, copier, facsimile machine, etc. Must be able to exert up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Physical requirements are those rated for Sedentary Work.
Data Conception: Requires the ability to compare and/or judge the readily observable, functional, structural, or composite characteristics (whether similar to or divergent from obvious standards) of data, people or things.
Interpersonal Communication: Requires the ability to speak and/or signal people to convey or exchange information. Includes receiving instructions, assignments and/or directions from superiors.
Language Ability: Requires the ability to read a variety of cash turn-in reports, invoices, contracts, leases, financial records, etc. Requires the ability to prepare cash turn-in reports, correspondence, financial reports, spreadsheets, contracts and requisitions, etc., using prescribed formats and conforming to all rules of punctuation, grammar, diction and style. Requires the ability to speak to people with poise, voice control and confidence.
Intelligence: Requires the ability to apply rational systems to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists; to interpret a variety of instructions furnished in written, oral, diagrammatic, or schedule form.
Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in Standard English and possess a basic working knowledge of accounting, clerical and computer operation terminology.
Numerical Aptitude: Requires the ability to utilize mathematical formulas; to add and subtract totals; to multiply and divide; to determine percentages and decimals.
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