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Grants Administrator

Administrator III

Recruitment #18-002588-0035




This position is with the Maryland Department of General Services, Administration Division, Capital Grants and Loans Office, located at 301 W. Preston Street, Baltimore, MD 21201.

Main Purpose of Job

The main purpose of this position is to assist with the implementation of grant projects by providing guidance and assistance to the recipients of the multi-million dollar Capital Grants & Loans (CGL) Program.  The CGL Program is responsible for carrying out the terms, conditions and requirements of the State legislation that appropriates grant funds State-wide for the benefit of nonprofit organizations, local municipalities and county governments, and other specific non-State owned projects.  Funds are allocated to local recipients, subject to the approval of the Board of Public Works, for capital projects. 

This position facilitates the agency’s mission of providing architectural, engineering, and related assistance as well as fiscal oversight of State funds by interpreting the intent and scope of the authorizing legislation, ensuring the approved project and subsequent contracts are technically eligible and allowed for funding.  This position follows established policies and procedures to ensure legal, legislative and program requirements are met for the approval of recipient transactions and the release of grant funds.  The Grants Administrator is responsible for developing, preparing, and maintaining project records that adequately support and verify program decisions and the disbursement of grant funds.


Duties for this position include, but are not limited to:

Project Management – 70%

· Assists the Program Manager in providing guidance, direction and oversight to grant recipients and their technical, legal, administrative consultants in preparing required grant, contract and reimbursement actions including supporting documentation to ensure their actions comply with program requirements, policies and procedures.

· Analyze and review grant applications to ensure projects comply with the specific requirements of each Bond Bill.

· Prepares agenda items for approval by the Board of Public Works (BPW) at scheduled meetings.

· Reviews recipient contract and change order documentation for eligibility including, A/E and construction contracts and procurement actions including competitive bids, requests for proposals, small purchases, sole source, negotiations, land acquisitions, equipment/material purchases, etc., and recommends eligibility determinations/contract approvals according to the recipient’s compliance with the program requirements.  Prepares approval letters.

· Determines the necessity and initiates a technical eligibility review for miscellaneous project costs claimed by a grantee.

· Informs the Program Manager if any special stipulations impact the eligibility of project costs for funding.

· Provides project status information upon request to the Program Manager and DGS staff (including real estate, legal, fiscal/accounting), and to other State representatives from the Comptroller’s Office and the BPW.

· Maintains comprehensive electronic and hard project records including official grant documents, procurement actions/contracts, eligibility determinations, disbursement of funds, and general correspondence (BPW, Fiscal Services Division, recipient, etc.).  


Program Outreach – 20%

· Responds to local officials, elected State representatives, representatives of other federal/State agencies or federal/State auditors regarding program or project issues. 

· Conducts training workshops for grantees, legislators’ staff members, and other stakeholders.   


Administrative – 10%

· Maintain Grants Database, adding new grant information, revising grant information, and updating grant information.

· Primary contact for various internal/external stakeholder program matters and communications.  Handle in-coming requests for information including responding to program questions, directing calls to the appropriate office, providing specific requested documents or information.

· Prepare, process, and mail contract approval letters to Grantees.


Education: A Bachelor's degree from an accredited college or university.

Experience: Five years of experience in administrative staff or professional work. One year of this experience must have involved one or more of the following: the supervision of other employees, overseeing and coordinating the general operations of a unit, applying rules and regulations, or exercising responsibility for the development of policies or procedures.


1. Additional experience in administrative staff or professional work may be substituted on a year-for-year basis for the required education.

2. Additional graduate level education at an accredited college or university may be substituted at the rate of 30 semester credit hours on a year-for-year basis for the required general experience.

3. Candidates may substitute U.S. Armed Forces military service experience as a commissioned officer involving staff work related to the administration of rules, regulations, policy, procedures and processes, or overseeing or coordinating unit operations or functioning as a staff assistant to a higher ranking commissioned officer on a year-for-year basis for the required education and experience.


This position is open to applicants who meet the minimum and selective qualification(s) listed below. A selective qualification recruitment is conducted for positions when there is a specific or additional bona fide occupational qualification (i.e. knowledge, skill, or ability) required.

1. Two (2) years of experience in the field of grants evaluation and administration, to include experience applying the principles and procedures of grants administration and financial appropriations.


Strong preference will be given to applicants that possess the following. Include clear and specific information on your application regarding your qualifications:

1. Excellent interpersonal and oral/written communication skills.

2. Strong database management skills.

3. Experience with State procurement regulations (COMAR).

4. Experienced at interacting with a wide variety of organizations, including non-profit organizations, for-profit businesses, local governments and State agencies.


Employees in this classification may be assigned duties which require the operation of a motor vehicle. Employees assigned such duties will be required to possess a motor vehicle operator's license valid in the State of Maryland.


Please provide sufficient information on your application to support that you meet the qualifications for this recruitment.  All information concerning your qualifications MUST BE submitted by the closing date.  Information submitted after the closing date will not be considered. 

Note that for any position requiring a college degree or college credit, you will be required to submit a college transcript prior to being offered a position.  We highly recommend that you submit your transcript when you apply for the position.

The examination will consist of a rating of your education, training and experience related to the requirements of the position.  Successful candidates will be placed on the employment eligibility list categorized as BEST QUALIFIED, BETTER QUALIFIED, or QUALIFIED.  The eligibility list will be valid for one year and may be extended.  The list will be used by the hiring agency to select employees.  Eligible lists may be used to fill future vacancies of the same classification.

You MUST possess the minimum qualifications before you may be selected for a State job – Verification will be completed by the appointing authority.  If you are scheduled to complete an educational or licensing requirement within six months of the examination, you may participate in the examination process.  Permanent State employees may also complete necessary experience requirements within six months of the date of an examination.  Credit is given for relevant part-time, temporary or volunteer experience based on the number of hours worked per week.  You must include on your application the time spent on such activity.  You must be legally authorized under the United States Immigration Reform and Control Act to be hired in the position for which you apply.



Applicants are encouraged to upload proof of education (transcripts), professional license and certifications, when applicable, during the recruitment process as these items will be required at the time of selection.      

Contact or call 410-767-4988 with questions about this recruitment.   The on-line application process is STRONGLY preferred.  Apply online at – click on the State Jobs tab.  If you are unable to submit your application online, please send your paper application to: Human Resources, Dept. of General Services, 301 W. Preston St., Room 1207, Baltimore, MD  21201 by the closing date and time.  

We thank our Veterans for their service to our country, and encourage them to apply.  Bilingual applicants are also encouraged to apply.

Maryland is committed to recruiting, retaining and promoting employees who are reflective of the State’s diversity, as an equal opportunity employer.

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