Program Operations Assistant Jobs in Lithonia, GA

Job Description
Job Posting Open Until Filled
Salary Range:$78,735.58 - $97,588.00
Hiring Department: Department of Grants and Community Development
Supervision Received:
The Grant Services Program Operations Assistant Manager/Lead reports to the Program Operations Manager and Program Operations Director.
Essential Duties & Responsibilities
These are typical responsibilities for this position and should not be construed as exclusive or all-inclusive. May perform other duties as assigned. Demonstrates substantial understanding of the job requirements and applies knowledge and skills to a wide range of tasks.
• Oversee Analyst's and Senior Analysts' job performance - this requires knowledge of those duties including managing a variety of federally funded contracts that include but are not limited to HOME, HOME-ARP, CDBG, CDBG-CARES Act, ESG, ESG-Cares Act, HOPWA, HOPWA-Cares Act, and manage other grants as established or as assigned
• Maintain a working knowledge of all grant program policies and procedures and follow these procedures as updated Ensure staff understands and follows all grant policies and procedures
• Maintain a contract portfolio while following all grant program policies and procedures
• Assign or reassign staff contracts/portfolios
• Negotiate and prepare contracting with funded agencies within 60 days of award for various projects
• Underwrite federal subsidies and provide risk analysis, project management, and project oversight for contracts in compliance with all federal rules and regulations
• Actively participate in desk monitoring and full onsite or virtual monitoring of sub-recipients
• Assist in the facilitation of sub-recipient quarterly training and provides technical assistance where needed or requested
• Participate and complete assigned HUD trainings
• Assist with sub-recipient's performance and evaluation reports
• Monitor sub-recipients via IDIS, DRGR, HMIS, and other systems for compliance with CDBG, ESG, HOPWA, and HOME compliance triggers Coordinate with the Office of Competitive Compliance
• Work with Financial Analysts to track and manage projects and assist in tracking program income received
• Provide data and input for the department's Annual Action Plan (AAP), 5-year Consolidated Plan, Consolidated Annual Performance Evaluation Report (CAPER), and other ad hoc reports for the department
• Assist with auditing previously funded and current portfolios for compliance and adherence to contract milestones/deliverables
• Maintain working knowledge of security deeds, Land Use Restriction Agreements (LURA), Promissory Notes, Intercreditor Agreements, subordination agreements, and other real estate documents as required
• Collect and analyze data submitted by agencies to report within Oracle, SharePoint, IDIS, DRGR, HMIS, and other relevant databases to ensure accuracy Recommends corrective action for Subrecipients, Developers, and Project Sponsors
• Assist in the NOFA/evaluation process by reviewing and scoring assigned grant applications with detailed reviews and feedback for recommendation of funding
• Work collaboratively with all divisions of DGCD
• Review projects for applicability and level of Environmental Review required: Exempt, CENST, CEST, Environmental Assessment, or Environmental Impact Statement
• Review and assess documents assembled by developers including project descriptions, budgets, acquisition documents, Phase I and Phase II reports, work specifications, maps, photographs, and other information
• Examine projects for factors including airport hazards, coastal barriers, flood plains, air quality, contamination and toxic substances, endangered species, explosive and flammable hazards, farmland protection, historic preservation, wetlands protection, noise abatement and control, sole source aquifers, and relocation plans
• Assist in assigning and distributing projects and tasks
• Ensure project files are completed accurately and comply with applicable guidelines and standards
• Review documentation for project files to ensure that sub-recipients are appropriately expending awarded funds
• Draft/update programmatic policies, procedures, and SO
• Ensure IDIS flags are cleared
• Completes goal setting with staff quarterly and tracks staff performance
• Active participation in Interdisciplinary Team Meetings with coordination between the Office of Fiscal Operations and Competitive Compliance
• Coordinate with the Program Operations Manager and/or Program Operations Manager on all issues, concerns, or requests concerning sub-recipients or staff
• Provide input for SOP development and implementation
• Position will perform other duties as assigned
Knowledge, Skills & Abilities This is a partial listing of necessary knowledge, skills, and abilities required to perform the job successfully. This is not an exhaustive list.
• Knowledge of HUD entitlement grants, municipal government administration, and functions
• Knowledge of federal grant guidelines (i.e., 2 CFR Part 200, etc.)
• Excellent team-working and team-building skills ("Team Player")
• Excellent verbal and written communication, interpersonal, and relationship-building skills to effectively work with a broad spectrum of stakeholders
• Knowledge of principles and practices of grant administration and management to include applicable federal and state laws, rules, and regulations
• High energy and a passion for service and the strategic direction of the city, particularly as it relates to serving individuals with special housing and service needs
• High emotional intelligence
• Highly industrious with a strong work ethic; a sense of urgency/impatience for action
• Integrity and humility that encourages and inspires constituents, a strong sense of judgment/business discernment
• Able to thrive under pressure, consistently meeting expectations and commitments on tight deadlines
• Knowledge of IDIS, Oracle, Microsoft Teams, Share Point, HMIS, and Neighborly Software
• Able to plan and organize work, communicate both orally and in writing, maintain effective working relationships, and gather, analyze, and synthesize data
Minimum Education and Experience Requirements
A bachelor's degree in a related field.
Relevant work experience with government entitlement programs and/or mortgage underwriting experience, loan servicing and intake, credit counseling, banking, and federal program management experience.
***A degree can be substituted with relevant work experience in federal program management, mortgage underwriting experience, loan servicing and intake, credit counseling, banking, and federal program management experience.
Preferred Education & Experience
Master's degree in a related field.
At least five years of direct experience in federal grants management related to HOPWA, HOME, ESG, CDBG, underwriting, project management, and fiscal management.
Supervisory experience.
Licensures and Certifications
Driver's license valid at the time of appointment and remain valid while in position.
Essential Capabilities and Work Environment
Physical, lifting, and sensory capabilities are required to perform the job successfully. Typical environmental conditions associated with job.