Primary Purpose The Grant Program Assistant assists the Grant Program Assistant II, Grant Administrator I and II, Senior Grant Administrator, and Counsel’s Office with the administration, implementation and tracking of...
Primary Purpose
The Grant Program Assistant assists the Grant Program Assistant II, Grant Administrator I and II, Senior Grant Administrator, and Counsel’s Office with the administration, implementation and tracking of DASNY’s grant programs, including all necessary programmatic, administrative and clerical tasks relating thereto.
Essential Functions
Perform data entry in the Grants database to maintain complete and correct grant records, both for newly activated grant records and various updates as required.
Create and send due diligence packages for newly activated grants.
Conduct follow up activities with Grantee on due diligence packages by phone call and e-mail when assigned to the Call Center function.
Monitor the Grants Inboxes as assigned, respond to the message directly or refer the message to the appropriate grants staff in a timely manner as needed.
Interact with prospective or current grant recipients regarding the grant award, diligence, and disbursement process as directed.
Review grant diligence information for eligibility and completeness within established program parameters and consult with appropriate Grant staff as necessary.
Attend meetings and conference calls with Grantees and internal DASNY staff as directed to discuss the grantee, the projects to be funded with grant funds, and the grant administration process; prepare information for meetings and discussions as requested.
Draft and review grant administration documentation, including customary forms and correspondence such as cover letters, due diligence paperwork, request for approval letters, Grantee Questionnaires and Grant Disbursement Agreements.
Verify internal DASNY reviews are finalized and confirm all documentation has been submitted to the appropriate reviewer as required.
Monitor assigned grant records on a routine basis, including the maintenance of records, databases, spreadsheets and other internal/external reports; identify and describe potential problems or delays encountered and relay any relevant information to the Grant Administrator, Senior Grant Administrator and/or Counsel's Office, as appropriate.
Ensure the confidentiality of information gathered during the review and processing of grant applications.
Create purchase orders in DASNY’s financial system upon execution of grant contracts.
Monitor and complete grant closeouts and cutbacks in the Grants Administration database.
Complete project setups utilizing the Statewide Financial System.
Execute vendor setup requests and submit to Accounts Payable Unit for processing.
Archive paper grant files as needed.
Other Duties and Responsibilities
Provide grant program information support to other staff and units as needed.
Oversee file maintenance for the grant programs.
Undertake special assignments as directed.
Must maintain regular attendance in accordance with DASNY attendance and leave policies.
Must adhere to the NYS Information Security Policy Standards established and issued by the Office of Cyber Security and Critical Infrastructure Coordination. (Standards can be found on the Intranet).
Supervision
N/A
Physical/Mental/Visual Demands
Occasional travel may be required using public transportation, DASNY vehicle, rental vehicle or personal vehicle.
This travel may include overnight stays at public accommodations and related establishments.
Overtime or extended work hours may be required.
Work Environment
Standard office environment, including the use of one or more of the following: PC, telephone, fax machine, printer, copier, electronic stapler/hole punch/date stamp, shredder.
Minimum Qualifications
Bachelor's degree; or Associate’s degree and three years relevant experience; or a high school diploma or equivalent and four years of DASNY relevant experience or a high school diploma or equivalent and five years of relevant experience.
Preferred Qualifications
Associate’s degree in Business or related field and three years relevant experience or a Bachelor's degree in Business or related field. Experience working with the public in person, on the telephone and/or via electronic communication, data gathering and large database administration, writing and compiling reports and grant administration.
Essential Skills
Excellent oral and written communication skills.
Demonstrated organizational skills and ability to prioritize.
Demonstrated ability to work independently and exercise sound judgment.
Proficiency in PC applications such as Outlook, Excel, Access, Word and PowerPoint.
Demonstrated judgment and discretion in matters of confidentiality.