Specialist, Contracts/Grants/Purchasing

Specialist, Contracts/Grants/Purchasing
City of Hyattsville Finance Department
 Hyattsville, Maryland
Job Description

NATURE OF ASSIGNMENT

The Specialist of Contracts, Grants, and Procurement will be responsible for the review and monitoring of all contracts and grants as well as the purchasing function for the City of Hyattsville under the direct supervision of the City Treasurer. The incumbent will also have primary responsibility for the American Rescue Act funding awarded to the City to include the grant management, contract review and procurement under the ARPA program. This is a one-year full time temporary position. At the end of the one-year assignment the position will be evaluated by the City Treasurer to determine whether or not the position will be maintained.

ESSENTIAL FUNCTIONS

  • Serves under the City Treasurer with primary responsibility for the management of the American Rescue Act Funding, grants, contract reviews, and procurement function.
  • Serve as the primary staff advisor on the American Rescue Plan Act (ARPA) Program
  • Responsible for identifying, reviewing, assisting with drafting, and managing grants.
  • Track grants and monitor w/department heads for compliance
  • Review current and proposed contracts and purchasing/procurement requests for compliance with procurement manual and regulatory requirements.
  • Monitor and advise of any updates in United States Treasury guidelines and frequently asked questions (FAQs) and guidance provided by the Consultant, County, State and U.S. Treasury
  • Develop the ARPA Spending Plan in consultation with the City Staff, Mayor, Council, and community
  • Review priorities in on-the-shelf plans with applicable staff leads to prioritize and identify spending plan priorities and funding levels.
  • Communicate regularly with the City’s Consultant, County, and State entities to ensure full understanding and compliance with local, state, and federal guidelines of the ARPA.
  • Review county and state spending plans and funding priorities to avoid duplication
  • Prepare and provide monthly reports, and updates on the ARPA funding levels and spending plan draw-down for audit complianc
  • Conduct meetings with City staff and/or elected officials to ensure implementation of the spending plan is proceeding on schedule and in accordance with Federal and State guidelines.
  • Monitor Federal and State reporting deadlines.
  • Conduct presentations to relevant stakeholders.
  • Reviews contract terms and conditions ensuring that they comply with City policy prior to review by the City attorney.
  • Assists city staff in interpreting contract terms and conditions.
  • Reviews and ensures that invoices submitted for payments on contracts have been properly submitted for completed projects.
  • Maintains and manages the City’s contract and grant databases.
  • Analyzes rules and regulations of grant programs related to City acquisitions, stewardship, and capital improvement projects.
  • Establishes checklists and timetables to meet grant deadlines.
  • Serves as liaison between City staff securing the award and the grantor to ensure proper reporting and continued grant eligibility.
  • Monitors expenditures, request reimbursement and closes completed contract and grant projects.
  • Assists in preparation of quarterly and final performance and financial reports to funding sources.
  • Monitors and makes recommendations on the City’s procurement policies and practices to ensure compliance with Maryland law and best practices in government purchasing; assists City departments with RFPs and RFQs.
  • Recommends, designs, and implements any necessary controls and procedures.
  • Performs additional duties and special projects as assigned.

KNOWLEDGE, SKILLS AND ABILITIES

  • Knowledge of the principles and practices of accounting and finance administration including Generally Accepted Accounting Principles (GAAP).
  • Knowledge of governmental procurement practices and procedures or similar processes in the private sector.
  • Ability to develop and apply sound administrative and fiscal practices related to contracts and grants.
  • Ability to write in a clear, comprehensive manner to provide background information, briefing papers, etc.
  • Ability to automate financial processes utilizing software tools such as spreadsheets, databases, and computerized financial systems.
  • Ability to maintain a harmonious and effective working relationship with supervisors, subordinates, public officials, and the public.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

  • Work is conducted in an office environment.
  • Work may require lifting and carrying items less than 25 pounds, such as books, files, papers, etc.
  • Incumbent must possess strong verbal and written communication skills and ability to act independently.
  • Works a normal daily schedule but for various programs may include evenings, weekends, holidays, and emergencies as required.

MINIMUM QUALIFICATIONS

  • Work requires graduation from an accredited college or university with a bachelor's degree in Accounting, Business, or Finance, related field and 5 years of accounting/grants/contract experience, preferably in a municipal finance department; at least two years of experience in working with procurement is preferred.

LICENSES AND CERTIFICATION

  • Valid Driver’s License required with a good driving record.

ADDITIONAL INFORMATION:

  • This position description should not be interpreted as all-inclusive. It is intended to identify the essential functions and requirements of this job. Incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this specification. Any essential function or requirement of this class will be evaluated as necessary should an incumbent/applicant be unable to perform the function or requirement due to a disability as defined by the Americans with Disabilities Act (ADA). Reasonable accommodation for the specific disability will be made for the incumbent/applicant when possible. The City of Hyattsville is an Equal Opportunity Employer without regard to race, color, religion, national origin, sex, ancestry, marital status, age, sexual orientation, disability, political or union affiliation.

HOW TO APPLY

  • Applicants are required to complete and submit a City of Hyattsville employment application which is available online at www.hyattsville.org, a resume, cover letter and three professional references. Questions specific to the duties/qualifications of this position may be directed to Vivian Snellman, Director of Human Resources, at (301) 985-5043. Questions regarding the application process should be directed to Cynthia Canfield, Coordinator, Human Resources and Special Projects at (240) 487-1706. The position remains open until filled.
  • All applicants must submit a City application, résumé, and cover letter to be considered.
Apply