Grants Specialist - Limited Service

at State of Vermont in Barre, Vermont, United States

Job Description

This position assists in the management of two federal capital grant programs for the Department through which approximately 30-40 public libraries receive awards to improve their library buildings. This position reports to the Department's Principal Assistant and works collaboratively with the Department's Contracts and Grants Administration Manager.

The position is expected to remain in effect through December 2028. Requests to telework will be considered, with 3 days on site at our Barre office required. Applicants must include a cover letter with their application materials.

• Communicates clearly and promptly with subrecipients via telephone, email, and Teams Meetings to address questions and provide information about the Department's reimbursement processes and procedures.
 • Maintains program files (including Microsoft Excel files, Word documents, emails, and PDFs) in SharePoint in accordance with the Department's established filing structure.
 • Schedules grant monitoring meetings with subrecipients in Microsoft Outlook and Teams. 
• Participates in and takes minutes of grant monitoring meetings with subrecipients.
• Participates in and takes minutes of weekly Departmental capital grants meetings. 
• Reports on work to the Principal Assistant. 
• Receives subrecipient requests for reimbursement.
• May verify receipts and other proof of payment from subrecipients and review the allowability of costs.
• Codes invoices for payment processing and routes for approval in DocuSign.
• Submits invoices to Agency financial staff for payment processing.
• Logs and tracks the status of each reimbursement request throughout the payment cycle.
• Monitors financial reports and addresses necessary corrections promptly.
• Works with the Principal Assistant to prepare financial reports on a monthly, quarterly, bi-annual, and annual federal basis. 
• May work with the Contracts and Grants Administration Manager to prepare narrative reports on a monthly, quarterly, bi-annual, and annual federal basis.

Duties are performed primarily in a standard office setting. On-site compliance reviews, hearings, meetings and committee obligations requires travel for which private means of transportation should be available. Some work outside of regular work schedule may be anticipated. A need to confront grantees with contract and grant requirements may arise frequently. Some pressure from deadlines may be anticipated.