Administration Manager (Grant Acquisition / Planning)

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Administration Manager (Grant Acquisition / Planning)

Location

2100 Travis

Job Type

Full Time

Job Number

36419

Department

Housing and Community Development

Opening Date

02/26/2025

Closing Date

3/11/2025 11:59 PM Central

• Description

• Benefits

• Questions

POSITION OVERVIEW

Applications Accepted from: All Persons Interested

PN 36419

Division: Planning & Grant Reporting

Reporting Location: 2100 Travis, Houston, TX 77002

Workdays & Hours: 8 am - 5 pm, Monday - Friday*

• Subject to change

DESCRIPTION OF DUTIES/ESSENTIAL FUNCTIONS

The City of Houston’s Housing and Community Development Department (HCD) seeks to create a city in which every resident has an affordable home in a community where they can thrive. Partnering with non-profit, governmental, and local entities, HCD strives to strengthen Houston’s neighborhoods and provide true housing choices.

To achieve this vision, HCD is seeking an Administration Manager (Grant Acquisition/Planning) to join the Planning and Grant Reporting Division. This position is primarily responsible for managing application development processes for HUD Entitlement Grants (CDBG, HOME, HOPWA, and ESG) and assigned HUD disaster recovery grant-related planning documents or application materials.

Candidates should possess strong critical-thinking and strategic planning skills; experience producing complex grant applications and other plans/technical documents according to exacting specifications; strong project management and organizational skills; proven writing, editing, and presentation development skills; analytical skills including budget/expenditure projection development, data sourcing, evaluation, and interpretation; and previous experience supervising professional personnel with diverse responsibilities and skillsets. The person in this role must be a dynamic forward-thinking self-starter with a high degree of accountability and discernment, who is equally adept at managing the big picture and the details.

Key Responsibilities

• Providing guidance and direction for personnel responsible for preparing HUD entitlement and disaster recovery grant applications, grant budgets/expenditure projections, and related planning documents and ensuring such documents adhere to grantor specifications/requirements and ensures appropriate tracking tools are maintained/updated.

• Designing and implementing qualitative and quantitative research, analyses, and studies; analyzing data/key indicators informing housing and community development needs; and deriving insights to support/validate strategic planning direction and required planning document content.

• Managing the development of detailed grant budgets and expenditure projections to support required grant application requirements and implementation needs.

• Developing project/work plans, creating timelines/schedules, identifying deliverables, milestones, and dependencies; mitigating barriers/obstacles; identifying and escalating risks requiring leadership intervention; and taking necessary steps to ensure projects are moved forward and tracked through completion.

• Ensuring all required application materials/planning-related documents and data are entered into the appropriate grantor systems or are otherwise submitted to grantors and allowing sufficient time to fulfill internal review and approval process requirements and meet established submission deadlines.

• Advancing fair housing initiatives; formulating strategies to affirmatively further fair housing and driving the development of outreach and education campaigns and associated marketing materials to promote awareness and understanding of fair housing rights.

• Establishing and fostering strong collaborative relationships with community development organizations, advocacy groups, and other stakeholders participating in cross-functional or cross-departmental committees, taskforces, and workgroups; and conceiving and delivering innovative stakeholder engagement opportunities.

• Researching, interpreting, and applying complex regulatory guidance to ensure compliant development of grant applications and related planning documents and maintaining awareness of regulatory changes impacting work performed.

• Analyzing complex operational and administrative problems, evaluating alternatives, recommending or adopting effective courses of action; and organizing individual and team activities to achieve team, division, and department goals and objectives.

• Establishing operational protocols, developing goals, and setting priorities; managing, engaging, and motivating personnel to achieve performance targets; creating an environment conducive to collaboration and innovation; empowering and supporting staff in the performance of their work; exercising sound judgment and making effective decisions; and solving challenging or complex problems.

• Scopes, plans, and executes special projects; and performs other management responsibilities, as assigned.

Essential Attributes

• Results Oriented: Superior organizational, time, and project management skills, with an ability to work under pressure, meet deadlines, and handle multiple projects simultaneously and autonomously.

• Articulate: Ability to write persuasively, translate or simplify complex information and ideas, synthesize information to reach diverse audiences, and employ plain language concepts to produce clear, concise, well-organized written documents.

• Strategic/Critical Thinker. Well-developed analytical skills and the ability to think strategically, navigate gray areas, make reasoned judgments and decisions, and identify and solve problems prior to reaching critical stage.

• Creative Facilitator. Idea oriented, with an ability to interact with, influence, and build consensus among diverse stakeholders.

• Adaptable - Highly functional in a dynamic, challenging, and changing environment; manages competing demands; changes approach or method to best fit the situation; and can deal with frequent change, delay, or unexpected events with calm professionalism, tact, and an appropriate sense of urgency.

This is a grant funded position subject to cancellation when funds are depleted and/or contract period ends.

WORKING CONDITIONS

There are no major sources of discomfort, i.e., essentially normal office environment with acceptable lighting, temperature and air conditions.

MINIMUM REQUIREMENTS

MINIMUM EDUCATIONAL REQUIREMENTS

Requires a Bachelor's degree in Business Administration, Accounting, Political Science, Psychology or a closely related field.

MINIMUM EXPERIENCE REQUIREMENTS

Six years of pertinent, progressive professional experience in personnel, administration, accounting or a closely related field are required.

Substitutions:

• A Master's degree in Business Administration, Public Administration or a field closely related to the work being performed may be substituted for two years of experience

• Directly related professional experience may be substituted for the education requirement on a year-for-year basis.

MINIMUM LICENSE REQUIREMENTS

None.

PREFERENCES

Applicants with:

• Master’s degree in public administration, public policy, political science, business administration, or urban planning.

• 2+ years’ experience supervising professional personnel with diverse responsibilities and skills.

• Managing complex federal, state, or local grant/funding applications and associated documents/processes.

• Conducting research, policy analyses, studies, assessments, etc. to produce data-driven strategic planning documents.

• Planning and managing projects or initiatives including developing scopes of work, budgets, expenditure projections, amendments, project timelines, milestones, dependencies, and deliverables.

• Researching, interpreting, and applying complex federal, state, and local regulatory requirements to work performed and managed.

• Delivering high-quality, well-written communications, with the ability to create clear, concise, well-organized, and formatted documents and employing advanced knowledge of the rules of grammar, spelling, usage, punctuation, etc.

• Professional designations such as AICP, CEP, CUD, PMP, and CAPM

Intermediate-advanced level of proficiency in:

• HUD’s Integrated Disbursement and Information System (IDIS) - including the IDIS eCon Planning Suite

• HUD’s Disaster Recovery Grant Reporting (DRGR) system

• Microsoft Office, OnBase or other document management systems, Adobe Pro, SharePoint, Visio, SAP, database programs, DocuSign, and statistical analysis tools; with an ability to quickly grasp specialized software programs.

Preference shall be given to eligible veteran applicants provided such persons possess the qualifications necessary for competent discharge of the duties involved in the position applied for, such persons are among the most qualified candidates for the position, and all other factors in accordance with Executive Order 1-6

GENERAL INFORMATION

SELECTION/SKILLS TESTS REQUIRED

Department may administer skills assessment relevant to job description.

SAFETY IMPACT POSITION No

If yes, this position is subject to random drug testing and if a promotional position, candidate must pass an assignment drug test.

SALARY INFORMATION

Factors used in determining the salary offered include the candidate's qualifications as well as the pay rates of other employees in this classification.

Pay Grade 26

APPLICATION PROCEDURES

Only online applications will be accepted for this City of Houston job and must be received by the Human Resources Department during posting opening and closing dates shown. Applications must be submitted online at: http://www.www.houstontx.gov

To view your detailed application status, please log-in to your online profile by visiting: http://agency.governmentjobs.com/houston/default.cfm or call 832.394.6200.

If you need login assistance or technical support call 855-524-5627.

Due to the high volume of applications received, the Hiring Department will contact you directly, should you be selected to advance in our recruitment process.

All new and rehires must pass a pre-employment drug test and are subject to a physical examination and verification of information provided.

Equal Employment Opportunity:

The City of Houston is committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, genetic information, veteran status, gender identity, or pregnancy.

If you need special services or accommodations, please call 832.393.6090; TTY 7-1-1.

The city offers a competitive benefits program, including competitively priced health coverage and a defined contribution pension plan. Benefits include:

• Medical

• Dental

• Vision

• Wellness

• Supplemental Insurance

• Life insurance

• Long-term disability

• Retirement pension

• 457 deferred compensation plan

• Employee Assistance Program

• 10 days of vacation each year

• 11 city holidays, plus one floating holiday

• Compensable Sick Leave

• Personal Leave

• Flexible schedules

• Hybrid-Telework for eligible positions

• Professional development opportunities

• Transportation/parking plan

• Section 125 pretax deductions

• Dependent Care Reimbursement Plan

• Paid Prenatal, Parental and Infant Wellness Leaves

• Healthcare Flexible Spending Account

For plan details, visit http://www.houstontx.gov/hr/benefits.html

01

Are you a veteran who served on active duty in the Armed Forces (United States Army, Navy, Air Force, Marine Corps, or Coast Guard) for more than 90 consecutive days and received either an honorable discharge or a general discharge under honorable conditions?

• Yes

• No

  02

  Are you currently a City of Houston employee working in the Housing and Community Development Department?

• Yes

• No

  03

  What is your highest level of COMPLETED education and related professional work experience?

• High school diploma/GED and less than ten years of directly related professional experience

• High school diploma/GED and at least ten years of directly related professional experience

• Associate's degree and less than eight years of directly related professional experience

• Associate's degree and at least eight years of directly related professional experience

• Bachelor's degree and less than six years of directly related professional experience

• Bachelor's degree and at least six years of directly related professional experience

• Master's degree and less than four years of directly related professional experience

• Master's degree and at least four years of directly related professional experience

  04

  How much experience do you have in a supervisory or managerial capacity?

• I have no related supervisory or management experience

• I have less than one year of related supervisory or management experience

• I have more than one year but less than three years of related supervisory or management experience

• I have more than three years but less than five years of related supervisory or management experience

• Five years or more of related supervisory or management experience

  05

  Please describe your previous supervisory experience in managing and directing the work of others and include the type(s) of work they were performing. What has been the key to your success as a manager? (Response of “See Resume” will not be accepted as a satisfactory response and will delay your application’s progress)

  06

  Do you currently hold any of the following certifications or designations? (please check all that apply).

• American Institute of Certified Planners - AICP

• AICP Certified Urban Planner - CUD

• AICP Certified Environmental Professional - CEP

• Project Management Professional - PMP

• Certified Project Manager-CPM

• Certified Associate Project Manager-CAPM

• Other Certification(s), related to the type of work to be performed

• I do not have a related certification

  07

  How many years of experience do you have using IDIS?

• None

• Less than (2) years

• At least (2) years but less than (5) years)

• More than (5) years

  08

  How many years of experience do you have using DRGR?

• None

• Less than (2) years

• At least (2) years but less than (5) years)

• More than (5) years

  09

  Please describe your experience in researching, interpreting, and applying complex federal, state, or local regulatory guidance or other requirements to work performed and/or managed. (Response of ‘See Resume’ will not be accepted as a satisfactory response and will delay your application’s progress.)

  10

  Please describe your experience managing the development of federal, state, or local grant/funding applications and associated documents/application materials. (Response of ‘See Resume’ will not be accepted as a satisfactory response and will delay your application’s progress.)

  11

  Please describe your experience in designing and executing research analytics projects to inform grant applications or strategic plan development and produce data-driven content. Provide examples of data sources used and how the results were presented. (Response of ‘See Resume’ will not be accepted as a satisfactory response and will delay your application’s progress.)

  12

  What prompted you to apply for this specific position? Why are you the best person to manage the functions identified. (Response of 'See Resume' will not be accepted as a satisfactory response and will delay your application's progress.)

  Required Question