SUMMARY
The Grant & Program Administrator is responsible for providing administrative support for the Indiana County Conservation District's grants, programs, and projects through the administration of project documentation, grant records, procurement activities, contract files, reimbursement requests, compliance records, and program documentation.
The position serves as a central administrative resource supporting District staff by maintaining electronic and paper project files, preparing reimbursement requests, assisting with procurement and contracting activities, ensuring required documentation is obtained and maintained, supporting audits and monitoring reviews, and helping ensure compliance with applicable local, state, federal, and funding agency requirements.
This position works closely with technical staff, contractors, consultants, vendors, municipalities, partner agencies, and District administration to ensure projects and programs are properly documented, procurement requirements are followed, reimbursement requests are submitted in a timely manner, and records are maintained in accordance with applicable regulations, grant requirements, and District policies.
The successful candidate will possess strong organizational skills, attention to detail, record management abilities, and the ability to manage multiple projects and deadlines simultaneously while supporting the administrative needs of a diverse portfolio of conservation programs and grant-funded projects.
JOB DUTIES AND RESPONSIBILITIES
The percentage allocations listed below are intended to reflect the general focus areas of the position and may fluctuate based upon project schedules, grant deadlines, procurement activities, reimbursement schedules, compliance requirements, organizational priorities, and operational needs.
PROGRAM & GRANT ADMINISTRATION (95% of time):
- Maintain electronic and paper files associated with District grants, programs, projects, contracts, procurements, and related activities.
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Prepare and submit financial reimbursement requests to funding agencies utilizing documentation provided by District staff and project partners.
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Assist with preparation, organization, and maintenance of grant files and supporting documentation required for reimbursement requests, audits, monitoring reviews, and grant compliance.
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Assist technical staff with procurement activities, including bid advertisements, bid openings, bid tabulations, procurement documentation, and contract administration requirements.
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Maintain procurement records and ensure compliance with applicable District, state, federal, and funding agency procurement requirements.
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Assist with preparation and administration of contracts, agreements, purchase orders, and other project-related documentation.
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Verify and maintain required contractor documentation, including bonds, insurance certificates, certifications, agreements, and other required records.
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Maintain project files to ensure required documentation is complete, organized, and available for compliance reviews, audits, reimbursement requests, and reporting requirements.
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Coordinate with technical staff to obtain required documentation associated with projects, grants, procurements, contracts, reimbursements, and compliance activities.
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Assist with preparation, review, and submission of grant administration documentation, reports, correspondence, and related materials.
- Assist District staff with development of grant applications, project budgets, cost estimates, budget narratives, matching fund documentation, and other financial components associated with grant proposals and funding requests.
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Assist with tracking grant budgets, project expenditures, match requirements, reimbursement schedules, and financial reporting requirements throughout the life of funded projects.
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Assist with grant amendments, budget revisions, funding reallocations, and other financial or administrative modifications as required by funding agencies.
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Maintain project tracking systems, grant records, compliance records, procurement records, and related administrative databases.
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Assist with preparation of Board meeting materials, project authorizations, procurement actions, grant agreements, and related administrative documentation as assigned.
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Support grant closeout activities and ensure project records are maintained in accordance with applicable record retention requirements.
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Assist with audits, monitoring reviews, compliance reviews, and other administrative activities associated with District grants, programs, and projects.
OTHER CRITICAL FUNCTIONS (5% of time)
- Work to promote a District team concept by assisting with related District functions, activities, and programs as needed.
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Assist with educational events, outreach activities, workshops, meetings, and special projects as assigned.
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Participate in professional development opportunities relevant to grant administration, procurement, records management, contract administration, financial reimbursement procedures, and related administrative functions.
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Prepare monthly activity reports and attend Board of Directors meetings as requested.
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Other duties as assigned.
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES
- Associate's degree in business administration, public administration, nonprofit management, accounting, finance, project management, office administration, communications, environmental science, natural resources, or related field; OR equivalent combination of education, training, certifications, and applicable experience.
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Strong organizational skills and attention to detail with the ability to manage multiple projects, deadlines, records, and administrative responsibilities simultaneously.
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Ability to organize, maintain, and manage electronic and paper filing systems in accordance with record retention requirements, grant requirements, organizational policies, and regulatory requirements.
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Ability to review, organize, and maintain contracts, agreements, procurement records, reimbursement documentation, invoices, supporting documentation, and project records with a high degree of accuracy.
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Ability to prepare, compile, and submit financial reimbursement requests utilizing established procedures, supporting documentation, and grant requirements.
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Ability to assist with the development of project budgets, grant budgets, cost estimates, budget narratives, matching fund documentation, reimbursement forecasts, and other financial components associated with grants and projects.
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Ability to track project expenditures, grant budgets, match requirements, reimbursement schedules, and funding allocations while maintaining accurate records and supporting documentation.
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Ability to understand and follow procurement requirements, contract administration requirements, grant requirements, recordkeeping requirements, and compliance procedures.
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Ability to identify missing documentation, incomplete records, procurement deficiencies, contract compliance issues, or administrative discrepancies and coordinate corrective actions with District staff.
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Ability to communicate effectively and professionally with District staff, contractors, consultants, vendors, municipalities, partner organizations, funding agencies, and members of the public.
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Ability to work collaboratively with technical staff to ensure projects, grants, procurements, contracts, and administrative requirements are completed accurately and in a timely manner.
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Ability to maintain confidentiality and appropriately handle sensitive financial, contractual, personnel, and organizational information.
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Strong written communication skills, including preparation of correspondence, reimbursement requests, reports, procurement documentation, contract files, and administrative records.
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Knowledge of Microsoft Office programs, including Word, Excel, Outlook, Teams, and Adobe Acrobat.
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Ability to learn and effectively utilize grant management systems, financial software, databases, document management systems, project tracking systems, and cloud-based file management systems.
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Experience with procurement procedures, grant administration, contract administration, bookkeeping, accounts payable, project administration, records management, local government administration, nonprofit administration, or compliance management is preferred but not required.
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Ability to interpret grant agreements, contracts, procurement requirements, reimbursement procedures, policies, guidance documents, and administrative requirements.
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Ability to maintain organization, prioritize workload, meet deadlines, and adapt to changing organizational needs and project demands.
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Possess a valid driver's license and safely operate a motor vehicle while carrying out assigned duties.
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Possess a reliable vehicle that can be utilized for work-related travel purposes as needed. Mileage reimbursement for authorized use of personal vehicles will be provided at the approved rate.
WORK CONDITIONS
This position is primarily office-based and requires extensive use of computers, databases, electronic filing systems, financial records, grant management systems, project documentation, and other administrative tools associated with District grants, programs, and projects.
Work activities involve regular interaction with District staff, contractors, consultants, vendors, municipalities, funding agencies, partner organizations, and members of the public. The position requires coordination and communication with multiple stakeholders to ensure project documentation, procurement records, contracts, reimbursement requests, and compliance records are complete and maintained in accordance with applicable requirements.
Occasional travel may be required for meetings, training events, project site visits, bid openings, outreach activities, audits, monitoring reviews, or other administrative activities associated with District programs and grants.
District vehicles are available for work-related travel and should be utilized when available. Employees may occasionally be required to utilize a personal vehicle for work-related travel when a District vehicle is unavailable. Mileage reimbursement for authorized use of personal vehicles will be provided at the approved reimbursement rate.
Office work is performed in a collaborative professional office environment with regular interaction among District staff and external partners. The position requires the ability to manage multiple deadlines, documentation requirements, reimbursement schedules, procurement activities, and administrative responsibilities simultaneously while maintaining a high level of organization and attention to detail.
PHYSICAL AND MENTAL CONDITIONS
The physical and mental demands described here are representative of those required to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position in accordance with the Americans with Disabilities Act (ADA).
- Ability to perform office-based and field-based work activities throughout the workday.
- Ability to sit, stand, walk, bend, kneel, crouch, balance, reach, climb, and traverse uneven terrain as necessary to perform assigned duties.
- Ability to safely conduct inspections, field investigations, compliance reviews, and technical assistance activities in varying weather conditions and environmental settings.
- Ability to work around active construction sites, earth disturbance activities, agricultural operations, developing sites, and other locations associated with delegated program responsibilities while maintaining situational awareness and safe work practices.
- Ability to occasionally lift and carry materials, equipment, and supplies weighing up to 50 pounds.
- Ability to operate computers, tablets, office equipment, GPS equipment, cameras, measuring devices, and other field or technical equipment as required.
- Ability to communicate effectively verbally and in writing with coworkers, partner agencies, permit applicants, contractors, consultants, landowners, public officials, and members of the public.
- Ability to review, interpret, analyze, and prepare permit applications, engineering plans, technical reports, inspection reports, correspondence, regulatory documents, and project records with attention to detail.
- Ability to manage multiple assignments, maintain organization, meet deadlines, prioritize workload, and adapt to changing permit volumes, inspection schedules, compliance activities, and operational needs.
- Ability to exercise sound professional judgment, maintain objectivity, and communicate regulatory requirements in a fair, consistent, and professional manner.
- Ability to maintain professionalism during inspections, complaint investigations, compliance activities, and interactions involving differing viewpoints or disputed regulatory matters.
The Indiana County Conservation District is an Equal Opportunity Employer.
WORK SCHEDULE/COMPENSATION
Successful candidates will serve a 6-month probationary period.
Starting salary shall be based upon the applicable classification level and pay grade schedule approved by the District. Placement within the classification structure shall be based upon the candidate's relevant education, certifications, apprenticeship completion, training, and professional experience as evaluated against the established classification criteria.
While not guaranteed, the District is currently offering an additional $6,000 annual retention incentive paid in quarterly installments to eligible full-time employees following successful completion of the probationary period. Employees become eligible for the retention incentive after completion of the probationary period, with the first quarterly payment issued following the next completed eligible quarter of employment.
The District offers a competitive benefits package including:
- Health, Dental, and Vision insurance with 100% employer-paid premiums
- Employer contribution to a Health Savings Account (currently $4,300 annually for individual coverage, distributed in monthly contributions)
- Pension program with a minimum 5% employer contribution (currently contributing 10%) with 5-year vesting
- Sixteen paid holidays annually
- Two floating holidays annually
- Eighty (80) hours of annual vacation leave, with additional vacation leave provided based upon years of service in accordance with District policy
- Vacation leave becomes available for use following successful completion of the 6-month probationary period unless otherwise approved by the Executive Director
- Front-loaded sick leave available upon hire in accordance with District policy
- Twelve weeks paid parental leave for eligible employees
- Tuition assistance and student loan reimbursement program
Normal work hours are Monday through Friday from 8:00 a.m. to 4:00 p.m., including a one-hour paid lunch period. Occasional evening and weekend hours may be required for meetings, training events, audits, monitoring reviews, special projects, or other activities associated with District operations.
This position is primarily office-based and requires regular use of computers, databases, document management systems, financial records, grant management systems, and related administrative tools. Occasional travel may be required for meetings, training events, project site visits, audits, monitoring reviews, or other administrative activities associated with District programs and grants.
Flexible scheduling opportunities, including modified schedules and limited remote/work-from-home opportunities, may be available following successful completion of the probationary period in accordance with District policies, operational needs, job responsibilities, and supervisor approval.
Use of Artificial Intelligence
The Indiana County Conservation District may use artificial intelligence (AI) or other technological tools to assist staff in reviewing and organizing application materials. These tools may be used to summarize information, identify qualifications, or facilitate the recruitment process. All employment decisions, including the selection of applicants for interviews and the issuance of hiring recommendations, are made by District personnel.
