Posting Date:  01/12/2022
Job Title:  Grants Administrator
Salary:  $5,700-$7,580 monthly salary including excellent benefit package
Entity:  City of Oak Harbor
Closing Date:  Open Until Filled


This position is responsible for grant management and compliance and the coordination of citywide grant writing activities. This position also assists other members of staff with capital and operating budgeting, financial analysis and accounting tasks. This position reports to the Director of Finance.

This is a term-limited position with funding currently programmed through December 31, 2024, with the possibility of extension based on need and funding availability.

Primary Duties

1. Customer Service – Make customer service a priority by establishing and maintaining effective and cooperative working relationship with city officials, department heads, city staff, outside agencies, and the general public using good judgement to handle customer complaints, respond to inquiries and resolve concerns in a positive and timely manner using tact and courtesy, sometimes under stressful situations.

2. City Grant Program Management – Review relevant federal, state, and local legislation, become an expert on agency guidance, and track various grantor agencies to identify funding opportunities. Act as the City’s liaison with grantor agencies concerning legal and procedural requirements for grant development, financial administration, project management oversight and audit. Negotiate agreements and amendments with grantor agencies. Track eligibility, revenues, spending, and provide reconciliation for all grant revenues and related expenditures in the accounting system. Prepare schedule of expenditures of federal awards annually. Assist other departments with account issues related to grants. Identify program and expenditure eligibility issues and creatively work to resolve. Develop strategies to identify projects/initiatives that match the requirements for available grant programs to maximize grant opportunities. Synthesize complex ideas and present information in an understandable manner to internal and external stakeholders. Initiate and lead monthly grant management meetings with city administration and relevant departments and make recommendations on grant program development. Interpret grantor guidelines on fiscal matters for subrecipients.

3. Grant Compliance – Track all grants and develop policies to ensure compliance to granting agencies guidelines and federal, state, and local laws. Submit reimbursement requests and work with relevant city departments on reporting submittals. Ensure all reimbursement and reporting deadlines are met.

4. Subrecipient monitoring – Monitor subrecipients for compliance with applicable federal, state, or local grant guidelines and regulations and provide subrecipient risk assessments to include internal controls, conflict of interest policies, accounting systems, cash handling and disbursements, past audit findings, debarment/suspensions, and other items.

5. Grant Writing – Coordinate city-wide grant writing activities. Ensure city staff works together to provide superlative information with every application to maximize success. Coordinate with city administration to obtain support letters from elected officials offices, other agencies, and community/business groups that are relevant to the application. Coordinate with other agencies, non-profits, and community/business groups if germane to the application.

6. Special Studies – Conduct grant related special studies and analysis. Prepare written reports of findings, potential scenarios, and recommend actions.

7. Training – Conduct periodic training for city employees regarding their roles and responsbilities in the city’s grant program.

8. Standard Operating Procedures – Develop and maintain current Standard Operating Procedures (SOP) with step-by-step instructions for critical functions; test SOP by having another staff member run the activity/function periodically to ensure the SOP are accurate and adequate.

9. Assistance – Assists other members of staff with capital and operating budgeting and plan development, financial and performance analysis, and accounting and auditing tasks, as assigned.


• Bachelor’s Degree or equivalent in Business or Public Administration, Finance, Economics, Accounting or related discipline; and

• Three (3) years professional work experience in finance, accounting, grant, general ledger, and/or budget; preferably with federal grants in a government setting; or

• Equivalent combination of education, experience, and training that provides the required knowledge, skills, and abilities.

• Master’s Degree in Business or Public Administration, Finance, Economics, Accounting or related discipline from a regionally accredited institution of higher learning is desirable.

See job description at the link below for complete listing of qualifications and requirements.

Contact Information

City of Oak Harbor
(360) 279-4509


Other Information