Job Summary

Under the supervision of a Recreation Services Manager, Recreation and Community Development Department, this position provides support services, including clerical, administrative and customer service, for the administration of the department’s grant programs.

Duties & Responsibilities

• Guides and supports grant applicants through all stages of the process—eligibility, application, and post-event follow-up—using in-person, email, and telephone communication.
• Completes an initial review of grant applications to ensure compliance with the grant program/related policies and prepares documents for adjudication or administrative approval.
• Completes necessary follow-up with grant applicants to ensure all required information has been submitted and applications are complete.
• Screens in-person, email and telephone inquiries related to the administration of grant programs, as required, and determines appropriate action.
• Coordinates adjudication committee meetings, prepares grant documents for adjudication and acts as a recording secretary at grant adjudication meetings.
• Reviews final grant awards with Recreation Services Manager prior to notification of applicants.
• Processes grant follow-up reports, including final review/calculations and submits to the Recreation Services Manager. Completes necessary follow-up with grant applicants to ensure all required information has been submitted.
• Processes payment requisitions in accordance with established policies and procedures.
• Enters data into various databases, ensuring accuracy.
• Prepares a variety of documents, including confidential letters, reports, presentations, and related support materials.
• Assists with training members of grant adjudication committee.
• Maintains database and centralized filing system of grant/subsidy details, and confidential information.
• Performs other related duties as assigned.

Qualifications

Education, Training and Experience Requirements:

• Graduation from a a one-year post-secondary business program, or a related field.
• Typing speed of 45 w.p.m.
• Three years' progressively responsible related clerical and/or general office experience
• Experience with grant administration, review and evaluation is preferred
• Knowledge and experience working with non-profit organizations, public administration, volunteers, boards, committees and event planning would be considered an asset.

Knowledge, Abilities and Skills:

• Demonstrated ability to use computers and standard office software effectively, including word processing, spreadsheets, email, and database applications.
• Knowledge of granting processes and practises.
• Ability to work as a team member with minimal supervision.
• Ability to take accurate minutes.
• Ability to create, edit, and maintain spreadsheets and databases; utilize formulas, functions, and data validation; and generate reports for tracking and analysis.
• Ability to communicate effectively orally and in writing.
• Ability to deal courteously, tactfully and effectively with customers.
• Ability to prioritize duties and responsibilities; analyse, interpret and organize information, solve problems, and to make decisions in accordance with established policies and procedures.
• Ability to work within established timelines.
• Proficiency using Microsoft Office - including Word, PowerPoint, Excel, Outlook, SharePoint, Teams and OneDrive.
• Experience with Survey Monkey or other grants management software would be considered an asset.