Grants Administrative Assistant

Statement of Duties

The employee is responsible for coordinating the implementation of grant awards and ensuring post-award compliance. Employees are required to perform all similar or related duties.

Essential Functions

The essential functions or duties listed below are intended only as illustrations of the various type of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

• Assists the Health & Human Services (HHS) Director and Division managers with preparation and budgeting for grant applications on behalf of the Health Department.
• Maintains a grant application calendar for all grant requests, deliverables, and other key milestones.
• Prepares and submits budget amendments.
• Assists the Director of Public Health in the development of grant administration policies and procedures in accordance with state, local, and federal regulations.
• Ensures accurate and timely preparation of billings, periodic reimbursements, and reports in conjunction with the Director of Public Health.
• Prepares weekly payroll, requisitions, and bill rolls for all Health grants.
• Maintains appropriate spreadsheets and documentation to support expenses.
• Monitors grant budgets and expenditures to ensure targets are met.
• Assist HHS managers in gathering data for reports and ensure that proper records are maintained.
• Communicates relevant grant information with agency departments and all appropriate Health Department staff.
• Assists HHS managers in preparing financial and non-financial data for the internal reports, compliance reports, funders deliverables and grant billings.
• Other duties as assigned.

Recommended Minimum Qualifications

Education and Experience: High School diploma or equivalent and three (3) years of related experience is required.

Knowledge, Abilities and Skill

Knowledge: General knowledge of the City’s local government policies and procedures. Knowledge of grants, spreadsheets and tracking costs.

Ability: Ability to meet and deal appropriately with grant agencies; ability to handle problems effectively; ability to communicate clearly, both orally and in writing; ability to operate a computer; ability to maintain, manage, and organize records; ability to deal appropriately with City and Department employees.

Skill: Excellent organizational skills; excellent data processing skill in the use of personal computers and office software including word processing, data base and spreadsheet applications.

Work Environment

The work environment involves everyday discomforts typical of offices, with occasional exposure to outside elements. Noise or physical surroundings may be distracting, but conditions are generally not unpleasant. Employee may be required to work beyond normal business hours in response to attend evening meetings or complete work assignments.

Physical and Mental Requirements
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the position’s essential functions.

Physical Skills
Little or no physical demands are required to perform the work. Work effort principally involves sitting to perform work tasks, with intermittent periods of stooping, walking, and standing. There may also be some occasional lifting of objects such as books, office equipment and computer paper (up to 30 lbs.)

Motor Skills
Duties are largely mental rather than physical, but the job may occasionally require minimal motor skills for activities such as moving objects, operating a telephone system, computer and/or most other office equipment, typing and/or word processing, filing, and sorting.

Visual Skills
Visual demands include constantly reading documents for general understanding and for analytical purposes.

Hours: Full-Time
Salary: $54,121.60 annualized, plus benefits 
Union: Non-Union
Date Posted: April 12 2023 
 

City of Somerville residents are especially encouraged to apply.

The City of Somerville is an affirmative action/equal opportunity employer and does not discriminate on the basis of race, color, sex, religion, age, national origin, disability or any other protected category. Women, minorities, veterans, and persons with disabilities are encouraged to apply.

Auxiliary aids and services, written materials in alternative formats, and reasonable modifications in policies and procedures will be provided to qualified individuals with disabilities free of charge, upon request. Persons with disabilities who need auxiliary aids and services for effective communication (i.e., CART, ASL), written materials in alternative formats, or reasonable modifications in policies and procedures in order to access the programs, activities, and meetings of the City of Somerville should please contact Adrienne Pomeroy at 617-625-6600 x 2059 or apomeroy@somervillema.gov.

Pre-Employment Requirements for All Employees:

• MA Criminal Offender Record Information (CORI) clearance
• Proof of COVID-19 vaccination
• Completition of Conflict-of-Interest Law Education training for municipal employees

COVID-19 Vaccination Requirement:

To better protect the health and safety of staff and the public, all City of Somerville employees must be fully vaccinated against COVID-19 as of November 1, 2021. Exemptions and/or reasonable accommodations are not guaranteed and will be reviewed by the City of Somerville Human Resources Department on a case-by-case basis. Learn more at www.somervillema.gov/HR/COVID19.

Benefits Somerville Offers:

• 4 weeks annual vacation (for non-union positions) & for union positions this varies by contract
• Medical insurance through the Group Insurance Commission (GIC)
• Dental coverage low and high plans through Cigna
• Vision care through the Vision Service Plan (VSP)
• Long term disability through Sun Life
• Group and voluntary life insurance through Boston Mutual
• Flexible spending plans through Benefit Strategies
• Deferred compensation through a choice of three vendors
• Employee assistance through the Employee Assistance Program (EAP) provided by E4Health
• Cancer screening & wellness release
• Somerville Retirement Pension System
• Tuition reimbursement
• MBTA pass program
• FREE Blue Bikes membership
• Eligible employer for the Public Service Loan Forgiveness Program (PSLF)

Benefits listed are for benefits-eligible positions and the above information is meant to be a general overview of the benefit programs offered by the City of Somerville and not a binding contract.

Salary : $54,122 - $0