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GRANTS ADMINISTRATOR SUPERVISOR

Program Manager I

Recruitment #21-005476-0039

Introduction

This is a Management Service position that serves at the pleasure of the Appointing Authority ("at-will").

GRADE

19

LOCATION OF POSITION

This position is with the Maryland Department of General Services (DGS) Office of Capital Grants & Loans, located at 301 W. Preston Street, Baltimore, MD 21201.

Main Purpose of Job

As the Grants Administrator Supervisor, this position will be responsible for supervising a staff of Regional Grants Administrators who are responsible for administering a caseload of capital grants projects from the beginning stage of the workflow process to the close out of the project. In addition to serving in a supervisory role, this position will also be responsible for administering a more complex caseload of capital grant projects from the beginning stage of the workflow process to the close out of the project. This position will serve in a leadership role to assist the Capital Grants Division with achieving its mission of providing architectural, engineering and related assistance as well as fiscal oversight of State capital grant 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 will supervise the implementation of geographically assigned grants projects by providing guidance and assistance to the staff and to the recipients of the over billion-dollar Capital Grants and 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.  Projects may be funded in whole or in part by the State.
Finally, this position will backup the Director of Capital Grants in the Director’s absence, and will assist the Director as needed on other high-level Capital Grants projects and issues. As such, the incumbent will be required to attain the appropriate knowledge and skillset to be able to properly backup the Director.

POSITION DUTIES

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

Staff Supervision, Backup to Director and Program Outreach Duties
• Supervise a staff of Regional Grants Administrators who are responsible for administering a caseload of capital grant projects from the beginning stage of the workflow process to the close out of the project. 
• Assigns and reviews employees’ work and conducts staff performance evaluations. 
• Approves leave and timesheets for staff.  
• Delivers presentations at regularly scheduled workshops providing training related to the Capital Grants post-authorization process to grant recipients and beneficiaries on the process for review and approval of contracts and disbursement of grant funds for Grant recipients and, local officials, elected State representatives.  
• Responds to local officials, elected State representatives, representatives of other federal/State agencies or federal/State auditors, and financial institutions regarding program policies as it relates to disbursement of program funds. 
• Serves as backup for the Director of Capital Grants in the Director’s absence, and will assist the Director as needed on other high-level Capital Grants projects and issues. As such, the incumbent will be required to attain the appropriate knowledge and skillset to be able to properly backup the Director.

Administration of Capital Grant Projects  
• Administers a caseload of complex Capital Grants Projects based on a specifically designated geographic region of the State of Maryland from the beginning stage through the close out of the project. 
• Completes the following workflow tasks for the caseload of capital grants that are assigned to this employee based on a specifically identified region: 
• Prepares Grant Agreements for matching and non-matching grants. Prepare beneficiary agreements for recipients of capital grants. 
• Prepares Board of Public Works (BPW) agenda items for single party, non-matching grant agreements. 
• Prepares BPW agenda items for approval of grant agreements requiring matching fund certifications (Hard Matches). 
• Serves as the primary point of contact for communicating the status of regionally assigned grant projects and updates to the grantees. As a Supervisor, employee is also responsible for communicating with elected officials /General Assembly sponsors and representatives of other state agencies who are seeking a status update on the employee’s assigned regional caseload of grants projects. 
• Conducts reviews of contracts that are submitted by grantees, including supporting documentation to ensure that the actions of grantees comply with the Capital Grant Program’s requirements and policies. 
• Reviews change order documentation for eligibility that are submitted by her assigned grantees including: A/E and construction contracts and procurement actions including competitive bids. Requests for proposals, small purchases, sole source, negotiations, land acquisitions and invoices for equipment and material purchases, etc. 
• Determines the necessity and initiates a technical eligibility review for miscellaneous project costs claimed by her geographically assigned grantee. 
• Recommends eligibility determinations/contract approvals in compliance with recipient’s Program requirements; and prepare Contract Eligibility approval letters for her geographically assigned grantee. 
• Provides project status information upon request to the Program Manager, DGS staff including real estate, fiscal/accounting, and other State representatives from the Governor’s Office, Treasurer’s Office, Comptroller’s Office and the BPW.  
• Informs the Program Manager if any special stipulations impact eligibility the eligibility of project costs for funding. 
• Creates and maintains comprehensive electronic and hard project records for their regionally assigned caseload of capital grants including capital budget appropriations, procurement actions/contracts, eligibility determinations and disbursement of funds for her geographically assigned caseload of capital grants. 
• Main Grants Database: Adding new grant information, revising grant information, and updating information for the employee’s geographically assigned caseload of grants. 
• Serve as the primary contact for preparations, processing, and mailing contract approval to the employee’s geographically assigned grant projects.

MINIMUM QUALIFICATIONS

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

Experience:  Minimum of two (2) years of professional or management experience, to include at least two (2) years of supervisory experience and two (2) years of project management or procurement experience.

DESIRED OR PREFERRED QUALIFICATIONS

Strong preference will be given to applicants who possess the following preferred qualification(s). Include clear and specific information on your application regarding all qualifications.

1. Knowledge and understanding of capital grants management and the legislative bond initiative process is a plus.
2. Knowledge and understanding of the State of Maryland Capital Grants Program and process is a plus.
3. Familiarity and experience with the Code of Maryland Regulations (COMAR) is preferred.

SELECTION PROCESS

It is important that you provide complete and accurate information on your application.  Please include all experience and education that is related to this position.  All information concerning your qualifications must be submitted by the closing date; information submitted after the closing date will not be considered.  Credit is given for relevant part-time, temporary or volunteer experience based on the number of hours worked per week; you must include the time spent on such activities on your application.
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.  You may submit your transcript as part of the application process.
The examination for this position 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 authority to select employees for interviews.  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 upon hire.  If you are scheduled to complete an educational or licensing requirement within six months of being placed on the eligibility list, you may participate in the selection process.  Permanent State employees may also complete necessary experience requirements within six months of the date of being placed on an eligibility list. 
Please note, selected candidates may be required to complete and successfully pass a State and Federal fingerprint background check prior to being hired.
You must be legally authorized under the United States Immigration Reform and Control Act to be hired in the position for which you apply.

BENEFITS

FURTHER INSTRUCTIONS

Contact ari.ross@maryland.gov or call 410-767-4988 with questions about this recruitment.  The on-line application process is STRONGLY preferred.  Apply online at www.dgs.maryland.gov – click on Employment on the left side of the screen.  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., Suite 1311, Baltimore, MD  21201 by the closing date and time. TTY Users: call via Maryland Relay
As an equal opportunity employer, Maryland is committed to recruiting, retaining and promoting employees who are reflective of the State’s diversity. People with disabilities and bilingual candidates are encouraged to apply. We thank our Veterans for their service to our country.