Indiana County Conservation District

The Grant & Program Administrator is responsible for providing administrative support for the Indiana County Conservation District’s grants, programs, and projects through the administration of project documentation, grant records, procurement activities, contract files, reimbursement requests, compliance records, and program documentation.

The position serves as a central administrative resource supporting District staff by maintaining electronic and paper project files, preparing reimbursement requests, assisting with procurement and contracting activities, ensuring required documentation is obtained and maintained, supporting audits and monitoring reviews, and helping ensure compliance with applicable local, state, federal, and funding agency requirements.

This position works closely with technical staff, contractors, consultants, vendors, municipalities, partner agencies, and District administration to ensure projects and programs are properly documented, procurement requirements are followed, reimbursement requests are submitted in a timely manner, and records are maintained in accordance with applicable regulations, grant requirements, and District policies.

The successful candidate will possess strong organizational skills, attention to detail, record management abilities, and the ability to manage multiple projects and deadlines simultaneously while supporting the administrative needs of a diverse portfolio of conservation programs and grant-funded projects.

The percentage allocations listed below are intended to reflect the general focus areas of the position and may fluctuate based upon project schedules, grant deadlines, procurement activities, reimbursement schedules, compliance requirements, organizational priorities, and operational needs.

PROGRAM & GRANT ADMINISTRATION (95% of time):

• →Maintain electronic and paper files associated with District grants, programs, projects, contracts, procurements, and related activities.
• →Prepare and submit financial reimbursement requests to funding agencies utilizing documentation provided by District staff and project partners.
• →Assist with preparation, organization, and maintenance of grant files and supporting documentation required for reimbursement requests, audits, monitoring reviews, and grant compliance.
• →Assist technical staff with procurement activities, including bid advertisements, bid openings, bid tabulations, procurement documentation, and contract administration requirements.
• →Maintain procurement records and ensure compliance with applicable District, state, federal, and funding agency procurement requirements.
• →Assist with preparation and administration of contracts, agreements, purchase orders, and other project-related documentation.
• →Verify and maintain required contractor documentation, including bonds, insurance certificates, certifications, agreements, and other required records.
• →Maintain project files to ensure required documentation is complete, organized, and available for compliance reviews, audits, reimbursement requests, and reporting requirements.
• →Coordinate with technical staff to obtain required documentation associated with projects, grants, procurements, contracts, reimbursements, and compliance activities.
• →Assist with preparation, review, and submission of grant administration documentation, reports, correspondence, and related materials.
• →Assist District staff with development of grant applications, project budgets, cost estimates, budget narratives, matching fund documentation, and other financial components associated with grant proposals and funding requests.
• →Assist with tracking grant budgets, project expenditures, match requirements, reimbursement schedules, and financial reporting requirements throughout the life of funded projects.
• →Assist with grant amendments, budget revisions, funding reallocations, and other financial or administrative modifications as required by funding agencies.
• →Maintain project tracking systems, grant records, compliance records, procurement records, and related administrative databases.
• →Assist with preparation of Board meeting materials, project authorizations, procurement actions, grant agreements, and related administrative documentation as assigned.
• →Support grant closeout activities and ensure project records are maintained in accordance with applicable record retention requirements.
• →Assist with audits, monitoring reviews, compliance reviews, and other administrative activities associated with District grants, programs, and projects.

OTHER CRITICAL FUNCTIONS (5% of time)

• →Work to promote a District team concept by assisting with related District functions, activities, and programs as needed.
• →Assist with educational events, outreach activities, workshops, meetings, and special projects as assigned.
• →Participate in professional development opportunities relevant to grant administration, procurement, records management, contract administration, financial reimbursement procedures, and related administrative functions.
• →Prepare monthly activity reports and attend Board of Directors meetings as requested.
• →Other duties as assigned.
  

The Indiana County Conservation District may use artificial intelligence (AI) or other technological tools to assist staff in reviewing and organizing application materials. These tools may be used to summarize information, identify qualifications, or facilitate the recruitment process. All employment decisions, including the selection of applicants for interviews and the issuance of hiring recommendations, are made by District personnel.

• Associate’s degree in business administration, public administration, nonprofit management, accounting, finance, project management, office administration, communications, environmental science, natural resources, or related field; OR equivalent combination of education, training, certifications, and applicable experience.
• Strong organizational skills and attention to detail with the ability to manage multiple projects, deadlines, records, and administrative responsibilities simultaneously.
• Ability to organize, maintain, and manage electronic and paper filing systems in accordance with record retention requirements, grant requirements, organizational policies, and regulatory requirements.
• Ability to review, organize, and maintain contracts, agreements, procurement records, reimbursement documentation, invoices, supporting documentation, and project records with a high degree of accuracy.
• Ability to prepare, compile, and submit financial reimbursement requests utilizing established procedures, supporting documentation, and grant requirements.
• Ability to assist with the development of project budgets, grant budgets, cost estimates, budget narratives, matching fund documentation, reimbursement forecasts, and other financial components associated with grants and projects.
• Ability to track project expenditures, grant budgets, match requirements, reimbursement schedules, and funding allocations while maintaining accurate records and supporting documentation.
• Ability to understand and follow procurement requirements, contract administration requirements, grant requirements, recordkeeping requirements, and compliance procedures.
• Ability to identify missing documentation, incomplete records, procurement deficiencies, contract compliance issues, or administrative discrepancies and coordinate corrective actions with District staff.
• Ability to communicate effectively and professionally with District staff, contractors, consultants, vendors, municipalities, partner organizations, funding agencies, and members of the public.
• Ability to work collaboratively with technical staff to ensure projects, grants, procurements, contracts, and administrative requirements are completed accurately and in a timely manner.
• Ability to maintain confidentiality and appropriately handle sensitive financial, contractual, personnel, and organizational information.
• Strong written communication skills, including preparation of correspondence, reimbursement requests, reports, procurement documentation, contract files, and administrative records.
• Knowledge of Microsoft Office programs, including Word, Excel, Outlook, Teams, and Adobe Acrobat.
• Ability to learn and effectively utilize grant management systems, financial software, databases, document management systems, project tracking systems, and cloud-based file management systems.
• Experience with procurement procedures, grant administration, contract administration, bookkeeping, accounts payable, project administration, records management, local government administration, nonprofit administration, or compliance management is preferred but not required.
• Ability to interpret grant agreements, contracts, procurement requirements, reimbursement procedures, policies, guidance documents, and administrative requirements.
• Ability to maintain organization, prioritize workload, meet deadlines, and adapt to changing organizational needs and project demands.
• Possess a valid driver’s license and safely operate a motor vehicle while carrying out assigned duties.
• Possess a reliable vehicle that can be utilized for work-related travel purposes as needed. Mileage reimbursement for authorized use of personal vehicles will be provided at the approved rate.