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Grants Management Assistant

 

This position is located in the Executive Office of the Mayor, Mayor's Office on Latino Affairs (MOLA). The mission of MOLA is to ensure that the Latino community has full access to quality health, education, employment, and social services in the District of Columbia. This position functions as Grants Management Specialist, responsible for administering, implementing, and monitoring grants issued through OLA; and assisting with federal reporting, agency performance tracking and other administrative tasks, as needed.

 

MAJOR DUTIES

  • Negotiates contracts and grants with community-based organizations following proper District government procedures, while also responsible for monitoring services and related activities funded under local grants. Incumbent monitors local grants and assists division staff to oversee the management of grant-funded programs, to maximize grant revenues, and to reduce administrative overhead.
  • Monitors grants and grant-related activities consistent with OLA directives, grantor regulations and district of Columbia grants policies and procedures; establishing and maintaining a grants information database; conducting professional development seminars; and providing technical support to program staff. Reviews and evaluates research findings regarding grant-related data and reports
  • Assists Director or Deputy Director with administration of Intra-district grants and ensures that programs are implemented both internally and externally by sub-recipient agencies consistent with appropriate OLA directives, official District government grant management policies and procedures, and grant terms and conditions.
  • Oversees the development and negotiation of subcontracts; develops standardized reporting forms and mechanisms for monitoring subgrantees; and reviews grant expenditures both internal and by sub-recipients to ensure the proper expenditure of funds in accordance with costs principles.
  • Conducts periodic site visits from a grants management perspective to ensure that the sub­recipients has the required infrastructure components (insurance, personnel system, accounting system, licensures, certifications, etc.) in place to administer a grant, that a system is in place to ensure only eligible clients are served, that a system is in place to monitor adherence to established timelines, and evaluate performance.
  • Oversees all components of process of fund allocations in connection with the Financial Officer; coordinates grantor requirements and needs with internal program staff and sub-recipient grant partners and follows up to ensure actions are met.
  • Maintains grants management planning tools, such as automated databases, reporting requirements, and review/evaluation techniques. Recommends changes to enhance program effectiveness.
  • Investigates and resolves all payments disputes; assists in the resolution of any audit findings and the development of corrective action plans requested by the grantor. Researches and investigates new sources of funds within District government and Federal government.
  • Provides for the security of information, personnel, and physical Agency assets under his/her control or influence. Ensures the security and privacy of personal information, as required by laws and regulations.
  • Performs other related duties as assigned.

 

BACKGROUND AND JOB EXPERIENCE REQUIRED

  • Knowledge of and familiarity with grants management, including proposal review and program monitoring. Knowledge of District and Federal guidelines relative to financial management and record maintenance. Knowledge of grants and contracting principles, procedures and guidelines. Knowledge of fiscal and grant monitoring.
  • Knowledge of grant and contract laws and policies including techniques of contracting and grant-making operations, contract and grant administration procedures, detailed procedures of contracting and grant-making requirements, and familiarity with the practices of business and industry sufficient to monitor and provide guidance to grantees and contractors.
  • Knowledge of performance management principles as they apply to the measurement and monitoring of sub-grant programs, and to the collection of data used to measure OLA agency performance.
  • Knowledge of and skill in grant research and acquisition. Ability to exercise independent judgment within established priorities to resolve grantor and sub-grantee concerns. Ability to gather, assemble, and analyze facts, draw conclusions and devise solutions to assigned problems.
  • Ability to communicate and negotiate effectively with diverse political and cultural entities in order to achieve goals. Ability to work and coordinate multiple projects independently or in a team-oriented environment. Excellent oral and written communication skills both in English and Spanish. Fluent in Spanish and English.
  • Skill and ability to operate automated systems, to include work-processing equipment or other software packages that accompany the computer equipment. Knowledge of accounting principles helpful.

 

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