GRANTS AND PROCUREMENT ADMINISTRATOR

The City of Helena is an equal opportunity employer. The City shall, upon request, provide reasonable accommodations to otherwise qualified individuals with disabilities.
Job Purpose:

The Grants and Procurement Administrator position performs high-level professional work related to grant seeking, grant administration and procurement services for the City of Helena.



Essential Duties: These job functions are the essential duties of the position and are not all-inclusive of all the duties the incumbent may be assigned.

Duty I: Grant Seeking

25% Time
Essential
Tasks :
Seek and identify Citywide grant opportunities, assist departments with preparing grant applications and securing grants of all types.



Ø Research and identify grant funding opportunities - federal, state, local, private, and other sources.
Ø Align grant opportunities with funding needs and city priorities.
Ø Develop and catalog external resources in the areas of grant funding sources and other grant related resources.
Ø Provide subject-matter expertise to other City of Helena departments to support grant development
Ø Provide technical assistance and training to departments in grant writing, preparation, and management
Ø Develop and implement administrative procedures and controls for grant application processes
Ø Facilitate interdepartmental coordination and communication on multi-departmental grant projects to ensure that grants are processed and administered in a timely manner and according to grant requirements.




Duty 2: Grant Administration

25% Time
Essential
Tasks :
Ø Provide technical expertise in determining and assuring grant compliance requirements.
Ø Develop and implement policy, process and procedure development for financial administration of grants
Ø Provide training and technical assistance in financial aspects of grant management and grant compliance.
Ø Maintain centralized reports of Citywide grant activity (grant applied for, grants awarded, grants closed, etc.).
Ø Facilitate interdepartmental coordination when processing grant payments and reimbursements.
Ø Continually evaluate and audit grant processes and programs, as well as financial analysis and tracking of grant funds.
Ø Organize federal grant documents, revenue and expenditures necessary for the preparation of the Schedule of Federal Expenditures and Awards for the annual audit.
Ø Act as the accounting system expert to track and monitor all grants for reporting and monitoring requirements.

Duty 3: Procurement and Contract Management

50% Time
Essential
Tasks :

Ø Confers with Legal Department concerning local, state, and federal laws and policies pertaining to procurement and insurance requirements; establishes related procedures, forms, language for specific contract requirements, and other requirements for inclusion in competitive solicitations.



Ø Monitor procurement objectives, laws, and risk management methodologies and formulates and/or updates policy, goals, and procedures in accordance with statutory requirements and good business practices and guides the refinement process for the procurement of supplies, materials, equipment, services, architectural and engineering services, certain public work projects and real property.



Ø Where possible, directs, manages, and coordinates centralized procurement of goods and services; assists with monitoring contract expiration dates and deadlines; submits information to appropriate managers for determination of future contract submissions; determines best suppliers for non-bid items; monitors that contract expenditures remain within budget guidelines.



Ø Serves as advisor to departments with the preparation, publication, and review of Request for Information (RFI), Request for Proposal (RFP), Request for Qualification (RFQ) and Invitation to Bid (IFB) specifications, following policies, laws, and established guidelines; reviews documentation to ensure specifications are clearly communicated to convey the scope of work. May represent the City or act as advisor to departments while conducting bid openings, evaluating bids, contracts, and proposals for compliance to specifications received; for bidder protests and public disclosure requests; in processing change orders

Ø Works with City departments to determine their needs and the best method to serve them; provides timely recommendations in response to departmental requests for guidance; provides advice, training and assistance to employees performing procurement functions.

Ø Reviews agreements and contracts to ensure that insurance and bonding compliance information is complete prior to routing to the City Attorney’s office for approval.

Ø To ensure fair opportunity for eligible vendors, this position meets with stakeholders of the business community in the conduct of normal business and assists them in the understanding how to do business with the City in a manner advantageous to both. Increase contracting opportunities for disadvantaged business enterprises, small businesses, and veteran-owned businesses.

Ø Represents the City or acts as advisor with interviewing and negotiation with potential and existing vendors regarding price quotes, delivery terms, warranties, options, service, and discounts; evaluates and monitors vendor performance and contract compliance; negotiates credit where appropriate; investigates new products and systems; works with budget analysts to conduct cost-benefits analysis to evaluate potential savings through change of systems and equipment; may assist in budget development of long-range equipment replacement schedules.

Ø Manages the disposition and or destruction of surplus, obsolete, and worn-out personal property, supplies, real property and equipment through trade-in, transfer, or sale and in a manner deemed to be the most advantageous to the City per the City Code.



Essential Knowledge, Skills and Abilities Related to this Position:
Knowledge of:
o Strong understanding of the grant life cycle process including grant seeking, grant writing, and grant management process
o Local, State, Federal Laws, principals, theories, and practices of purchasing, particularly government purchasing procedures
o Practical professional experience in grant administration
o Professional practical experience in contract management and contract administration
o Principles and practices of public administration and various levels of governmental organization
o Knowledge of processes and procedures for implementing and administering various federal and state grants.

Skill or ability to:
o Ability to speak and present information clearly and concisely in a public setting
o Ability to perform in-depth research and analytical capabilities
o Effectively communicate with external and internal constituents in articulating regulations, practices, and policies
o Prepare written documents, such as research reports, feasibility studies, policies and procedures, memos, schedules
o Exercise sound independent judgment.
o Ability to develop and articulate presentations of facts and support conclusions and recommendations.
o Ability to identify needs, develop short and long-range plans and to evaluate results
o Ability to negotiate and manage contracts with tact, respect, persuasion, diplomacy, and courtesy
o Ability to provide technical expertise in areas of responsibility
o Ability to use computers, related software applications and basic office equipment
Physical Demands:
Ability to perform duties and responsibilities and possess required skills and abilities. Additionally, operates office equipment such as printers, personal computers, etc. Enters data into a personal computer to prepare and generate reports and other documents. Attends meetings remotely and in-person.

Safety
Performs all functions in the safest possible manner and according to policies and procedures. Participates fully with safety trainings. Reports unsafe work conditions and practices, work-related injuries, illnesses, and near-misses as soon as possible to assigned supervisor.
Minimum Qualifications (Education, Experience and Training):
This position requires a Bachelor’s Degree in Business or Public Administration or related field, with a preference of a Master’s Degree in a related field. The position requires five years of directly-related, progressively responsible experience. Other relevant combinations of education and work experience may be evaluated on an individual basis.




License or Certificate:
Must possess a valid driver’s license with acceptable driving record at the time of hire and have the ability to obtain a valid MT driver’s license within six months of hire.

Possession of or ability to obtain one or more of the following:

• Certified Professional Public Buyer (CPPB)
• Certified Public Purchasing Officer (CPPO)
• Certified Professional in Supply Management (CPSM)

Supervision Received:
This position works under general direction of the City Finance Director



Supervision Exercised:
No direct reports; indirect oversight of city constituents involved in grants and procurement activities.