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Grant Administrator

City Of Gary
Gary, IN
  • Posted: over a month ago
  • $54,693 Yearly
  • Full-Time
Job Description



STATUS: Full - Time



The Grant Management Administrator is responsible for the development and implementation of grant standard operating procedures and policies, and state and federal guidelines in compliance with the rules, regulations, and administrative directives of the City of Gary.


  • Review all grant contracts, projects, revenues, expenditures, reports, and other activities related to financial matters, ensuring all City grant records and ledgers are completed and accurately prepared, either internally or externally by outside departments. Establish and/or enforce grant policies, processes and procedures.
  • Annually assist with assignments required during the State Board of Accounts annual audit of the City.
  • Prepare SEFA and provide supporting schedules and documentation for report.
  • Maintain folders for each grant award, applications, budgets and narratives, grant agreements and renewed grant agreements, salary and operating budget ordinances, and CFDA Titles and numbers, modifications, draw-down requests, and quarterly and annual reports.
  • Review grant purchases for eligibility, and approve purchase requisitions.
  • Reconcile departmental reports with RDS system reports to be used as documentation for quarterly and annual reports, and provide reports to Director and Grant Administrator for approval prior to submission.
  • Submit quarterly and annual reports for Health Cooperative, and prepare draw-down request to be approved and drawn by the Fiscal Grant Manager for the Health Cooperative.
  • Investigate all issues related to grant audit findings and assist departments with preparation for Corrective Action Plans, and Summary of Prior Year Audit findings, and monitor the implementation of Corrective Action Plans.
  • Review all documentation for quarterly, annual and final reporting and verify reports are approved by the Department Head.
  • Reconcile quarterly, annual and final reporting documentation with the Financial Accounting System and sign off for approval to submit reports.
  • Review weekly grant budget and revenue variances and update of the SEFA.
  • Prepare accurate SEFA for the Cities and Towns Annual Report and State Board of Accounts audit review.
  • Work with Internal Auditor to provide list of fixed assets and capital equipment accumulated by project for General Fixed Asset Account Group.
  • Print General Ledger detail as documentation for draw-down request or reporting.
  • Post draw-downs to appropriate ledgers when received in the City’s bank accounts.
  • Maintain monthly excel spreadsheets for each grant period for the Health Cooperative, and reconcile monthly with RDS System, reconcile quarterly with HRS Payment Management System, and quarterly and annually with the HRSA State Financial System prior to submitting the expense reports to the Fiscal Agent/Controller to file and submit.
  • Complete other assignments assigned by the Controller or Deputy Controller as required.
  • Monitor all work for compliance with standards.
  • Maintain security of confidential information.
  • Assist with agency programs as needed.
  • Work Independently.
  • Work well with staff persons, general public and with a diverse population
  • Select resources needed to accomplish tasks.
  • Participate in continuing education to stay abreast of industry trends and developments.


  • Controller



Knowledge Of:

  • RDS System, payroll process and reporting, TQM documentation, preparation and procedures follow through.
  • Grant requirements and compliance, financial accounting software systems, monthly closing procedures, analyzing financial statements and ledgers, governmental accounting debit/credit entries, policies, procedures and compliance.
  • Fund department account categories, monitoring, projecting and forecasting governmental funds by cash, revenue and expenditures, CDFA and SAM online information, GAAP and GASB guidelines, fixed asset valuation, evaluating contracts, projects, grants or funds, ordinance preparation and fiscal processing, budget preparation and appropriations, performance of measurement of projects, contracts, grants and funds.
  • Indiana laws, IRS laws, legal codes, court procedures, precedents, government regulations, federal, state and local regulations law governing grants.
  • Economic and accounting principles and practices, the financial markets, banking and the analysis and reporting of financial data.
  • Arithmetic, algebra, geometry, calculus, statistics, and their applications.
  • Structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.

Ability To:

  • Analyze financial statements and ledgers
  • Interpret grant requirements and compliance, and establish budgets
  • Make decisions in accordance with laws, ordinances, regulations and established policies.
  • Learn and apply new technologies such as presentations software and hardware, graphic software, web page development, database management, and scanners.
  • Communicate effectively in writing as appropriate for the needs of the audience.
  • Communicate information and ideas in speaking so others will understand.
  • Read and understand information and ideas presented in writing
  • Maintain records, assemble and organize data to prepare reports.
  • Establish and maintain effective working relationships with staff and the general public.
  • Operate office equipment including computers and supporting word processing, spreadsheets, and database applications.


  • General knowledge of Financial Accounting Software Systems
  • Effectively write reports and develop flowcharts.
  • Excellent verbal and written communication skills; aptitude for working with people
  • Aptitude for working with paperwork and details; and interacting with the general public
  • Prioritize, organize, and accomplish assigned tasks.


  • Master’s Degree in Accounting, Finance or Business Administration


  • Minimum 2 - 5 years’ experience in Grant Administration


  • Ability to lift 25lbs – 50lbs (if required)
  • Passage of employees through work area normal/moderate
  • Work near moving mechanical parts
  • Noise Level low/moderate
  • Stooping/Bending/Kneeling/Squatting/Walking/Standing
  • Use of Hands to handle, touch, feel, reach
  • Eye-hand coordination
  • Vision (may include close vision)
  • Hearing
  • Driving

City Of Gary


Gary, IN
46402 USA


Non Profit

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