Grants Management Specialist

4 weeks ago

Smithfield, United States DC Department of Human Resources Full time

General Job Information

Job Summary

This position is located in the Office of Out of School Time Grants and Youth Outcomes (OST Office), within the DC Deputy Mayor for Education’s Office (DME). The OST Office promotes high quality afterschool and summer programs for all District residents through targeted grantmaking, technical assistance, capacity building, and advocacy. The OST Office is also focused on improving the educational, social-emotional, and physical health outcomes of youth through participation in out-of-school-time (OST) programs. The Grants Management Specialist (GMS) manages a select portfolio of grants for the OST Office in general, and for a new initiative coming out of the OST Office called My Afterschool DC (MADC).

The vision for MADC is that all children, youth, and families across the District of Columbia, will have knowledge of and access to, via a “one stop shop”, an increased number of high-quality out-of-school-time (OST) programs through the MADC online portal. The purpose of this large-scale initiative is to increase District-wide access to high quality out-of-school-time (OST) programs that are, in part, funded by the OST Office, with a focus on inclusivity and on wards and communities with the greatest needs, particularly those with special needs.

Duties and Responsibilities

Incumbent is responsible for issuing the grant agreement, monitoring grant compliance, ensuring distribution of grant funds, and reviewing and confirming the grant close-out is properly documented and complete before final payment, amongst other duties as assigned. Oversees the development and negotiation of subcontracts; develops standardized reporting forms and mechanisms for monitoring sub-grantees; and reviews grant expenditures both internal and by sub-recipients to ensure the proper expenditure of funds in accordance with costs and principles, and grant compliance requirements. Manages and coordinates sub-grants awards and ensures that all grant reporting and financial requirements are strictly adhered to, consistent with local and Federal laws and policies. Maintains contact with grantee agencies and entities, as necessary, to ensure compliance. Participates in the grant planning and sub-grant making process, preparation of policy guidelines, standards, and criteria to ensure sub-grantee compliance through program monitoring activities. Develops and refines strategies for monitoring grant recipients and conducts site monitoring visits to ensure that grant monies are applied properly. Monitors grants and grant-related activities consistent with the agency's directives, grantor regulations and District of Columbia grants policies and procedures; establishes and maintains a grants information database; conducts developmental seminars; and providing technical support to program staff. Reviews and evaluates research findings regarding grant-related data and reports. Conducts periodic administrative checks and site visits from a grants management perspective to ensure that the sub-recipients have the required infrastructure components (insurance, personnel system, accounting system, licensures, certifications, etc.) in place to administer a grant and a system in place to ensure established timelines and evaluate performance.

Coordinates grantee 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 payment disputes; participates in the resolution of audit findings and the development of corrective action plans requested by the grantee. Researches and investigates new sources of funds within District and federal governments. Manages a portfolio of grantees to ensure compliance with the OST Office’s grant program. Coordinates government processes and policies such as donation, procurement, grant management, budget, reporting, hearings, etc. Works with system partners on Memorandum of Understanding (MOU), grant agreements, timelines, and deliverables. Maintains and develops relationships with state and national partners such as Every Hour Counts, the Afterschool Alliance, etc. Monitors a portfolio of grants. Analyzes, evaluates, and implements appropriate budget and program controls to ensure successful use of the grant and grant compliance. Prepares financial and programmatic analysis of grant-funded programs for inclusion in the district’s annual budget, reporting, and financial plan. Completes historical trend analysis and benchmarks for District grant programs to programs in other jurisdictions. Determines individual program budgets for new and recurring grants. Attends meetings concerning grant-funded projects, conducts scheduled and unscheduled site visits for OST-funded grantees. Monitors services and related activities funded under local and federal grants makes recommendations for improvements as needed. Performs other duties as assigned.

Qualifications/Education

Specialized experience is experience which is directly related to the position and has equipped the individual with the knowledge, skills, and abilities to successfully perform the duties of the position. To be creditable, the incumbent must possess at least one (1) year of specialized experience equivalent to the next lower grade level in the normal line of progression.

Preferred Qualifications:

Experience presenting and training, including to stakeholders (grantees, community-based organizations, etc.) Experience liaising with multiple education partners Legal drafting skills preferred Expertise in special needs populations ( students with disabilities, ELL students, unhoused, students, etc.), preferred

Working Conditions/Environment

Work is typically performed in an office setting and off-site in order to complete grantee site visits or to attend OST-related events.

Licenses and Certifications

None

Other Significant Facts

Tour of Duty:  Monday - Friday; 8:30 am - 5 pm

Pay Plan, Series and Grade: CS-1109-12

Promotional Potential: None

Collective Bargaining Unit: (Union):  This position is not in a collective bargaining unit.

Position Designation(s):  The position has been deemed security-sensitive, pursuant to section 410 of Chapter 4 of the Personnel Regulations. Accordingly, the incumbent will be subject to pre-employment checks (criminal background and traffic records, if applicable) as a condition of employment, and will be subject to periodic criminal background checks, and traffic records for the duration of your tenure.

The District of Columbia government maintains a drug free work environment policy. All District employees are subject to post-accident/incident and reasonable suspicion drug and alcohol testing.

EEO Statement : The District of Columbia Government is an Equal Opportunity Employer. All qualified candidates will receive consideration without regard race, color, sex, religion, national origin, age, disability, marital status, personal appearance, sexual orientation, gender identity or expression, family responsibilities, genetic information, matriculation, political affiliation, credit information, homeless status, and/or victims or family members of victims of domestic violence, sexual offense or stalking.

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