Grants Assistant

This position is located in the Finance Department and has primary responsibility for performing a variety of financial and programmatic activities associated with grants.  This position reports to the Finance Director, and does not supervise others.

GRANT, PROJECT AND CONTRACT COORDINATION, ACCOUNTING AND 
FINANCIAL REPORTING

Performs all financial activities associated with grants, projects and contracts including: 

• Preparing budget documents for new and ongoing grants for the annual budget.
• Monitoring expenditures within established budgetary limits.  This includes ensuring 

• adequate funding for payments of expenditures and submitting draw down requests.

• Processing and accounting of payments and revenues for grants, where required.
• Conducting grant reconciliations quarterly for year end within 15 business days of the end of the quarter, between grant awards, contracts, financial reports and the county’s general ledger. 
• Monitoring fund balances and proper accounting of the approved budget and identify problems resulting from the financial condition of the account.  Promptly notifies appropriate staff of problems.
• Performing applicable grant end of the year closing activities, which include payables, receivables, transfers, accruals of account payables and account receivables.
• Preparing required financial reports due to the Granting Agency by compiling the proper financial information. 
• Coordinating reporting of grants by ensuring that all necessary departments meet grant reporting deadlines and reviewing grant reports for accuracy and completeness.
• Preparing and processing match, overmatch and indirect cost transfer on a quarterly basis.
• Maintaining accurate financial records compliant with audit standards.
• Creates and maintains systems to assist in monitoring grant performance, expenditures and revenues to meet reporting requirements.
• Responsible for the preparation and management of the county Schedule of Expenditures of Federal Awards (SEFA), which involves correspondence and communication with both the internal and external auditors and all departments receiving federal grants.     

     Performs the following programmatic activities associated with grants including: 

• Assisting offices/departments with adherence to program requirements, budgets and general operational issues.  Coordinates timely submission of quarterly and annual reconciliation reports to the Finance Department.
• Responsible for routing of contracts, legal documents and other correspondence required for legal and financial review prior to formal action by the County Commission.
• Maintains up-to-date files of contracts, current budgets and other pertinent information compliant with audit standards.
• Schedules grant management planning meetings.
• Provides oversight and monitoring of offices/departments opting for independent administration of individual grants.

       
 ADMINISTRATIVE OFFICE DUTIES

• Manages the preparation and monitoring of the department budget including analysis and determination of annual budget needs and determining expenditure and revenue requests.

• Prepares and reviews invoices, claims, and payments to ensure accuracy and completeness.                
• Serves as the administrative support for the department to provide customer service to County staff and members of the public. Receives and processes incoming and outgoing mail, correspondence and phone calls, ensures customers are assisted and documents are received, checked and tracked.                      

 
C.        OTHER DUTIES AS ASSIGNED
Performs a variety of other duties as assigned by supervisor. This includes participating in special projects, occasionally filling in for other employees, participating in ongoing training, and a variety of other functions as needed.  If the County Commission proclaims a local emergency due to an actual or threatened disaster such as an earthquake, fire, riot, flood, etc., County employees may be required to provide services during the emergency and for a subsequent period of assessment and recovery.The position requires knowledge of the financial and programmatic aspects of project and grant management; of State and Federal regulations regarding the receipt, administration and accounting of grants and contracts; standard accounting practices and procedures, and pertinent OMB circulars.  This position must have the ability to coordinate Department budget processes; communicate detailed information regarding complex financial transactions, perform financial and budgetary analysis and understand contract documents.  This position  must be detail oriented and have skills in the use of personal computer and business software applications such as Excel, Word, Outlook, software, internet and ability to use financial software; ability to communicate both verbally and in writing and requires the knowledge of English grammar, spelling and punctuation.

The required knowledge, skills, and abilities are typically acquired through a combination of education and experience equivalent to a Bachelor’s Degree in accounting, finance, business or related field and 2-3 years working experience with accounting and grants.

As a condition of hire, the final candidate will be required to successfully pass a criminal history check and background investigation. 
 
Please be prepared to attach the following required documents when you apply:

• Cover Letter
• Resume’
• Three (3) work references 

 

Gallatin County is an equal opportunity employer. All applicants will be considered for employment on the basis of merit and qualifications without regard to race, creed, religion, color, or national origin or because of age, physical or mental disability, marital status, or sex when the reasonable demands of the position do not require an age, physical or mental disability, marital status, or sex distinction.