Administrative Coordinator – Grant Application/Plan Development

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Administrative Coordinator – Grant Application/Plan Development

Location

2100 Travis

Job Type

Full Time

Job Number

36097

Department

Housing and Community Development

Opening Date

01/29/2025

Closing Date

2/11/2025 11:59 PM Central

• Description

• Benefits

• Questions

POSITION OVERVIEW

Applications Accepted from: All Persons Interested

PN 36097

Division: Planning and 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 Department of Housing and Community Development (HCDD) 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, HCDD seeks to strengthen Houston's neighborhoods, provide true housing choice and execute the Mayor's vision for One Houston with complete communities throughout.

To achieve this vision, HCD seeks an Administrative Coordinator – Grant Application/Plan Development to join its Planning and Grant Reporting Division. The person who fills this role will be responsible for grant-related planning document development functions within the Planning and Grant Reporting Division. Candidates should possess exceptional writing skills and the ability to perform work according to specified regulatory requirements.

Candidates should possess exceptional writing skills and the ability to perform work according to specified regulatory requirements. Candidates must be self-motivated, have strong critical thinking skills, and have a high degree of accountability.

Key Responsibilities

• Develops original, compelling, and strategic written content for required grant application materials and planning documents that satisfy all regulatory requirements.

• Develops and maintains knowledge of all grant-funded programs and activities and coordinates with program area subject matter experts in developing narrative and budgetary application/plan content in alignment with strategic vision.

• Designs and delivers presentations to educate on plan/application material development process and to support the collection of information for applications, plans, and other documents.

• Researches, analyzes, interprets, and applies regulatory guidance to work performed/deliverables produced and builds/maintains an intermediate-advanced level of subject matter knowledge.

• Performs qualitative and quantitative research, analysis, and trend identification to support application and planning document content and maintains awareness of various planning topics and best practices.

• Prepares detailed grant budgets, expenditure projections, and related deliverables; performs associated analyses; and maintains/updates appropriate tracking tools.

• Drafts, reviews, and/or submits funding requests, council actions, public notices, legal requests, and other requests/documents according to established departmental/city administrative processes.

• Plans and organizes work; designs, implements, and adheres to project plans, timelines, and deliverable schedules; employs project and document management strategies; and adheres to document retention requirements.

• Analyzes issues; initiates and/or escalates associated problem resolution and decision-making processes; and implements effective courses of action.

• Improves grant application/plan development outcomes by evaluating and improving processes, approach, coordination, and templates; c reates draft work instruction level process documentation for all functional areas of responsibility and work assigned; and updates/maintains appropriate tracking/project management tools.

• Performs other related duties, as assigned, within scope of position.

Essential Attributes

• Articulate: Ability to organize complex ideas and write persuasively and articulately

• Critical Thinker: Ability to think strategically and translate/synthesize complex subject matter, with well-developed analytical and problem-solving skills.

• High-Performing: Highly functional in a dynamic, challenging environment, with the ability to anticipate and remove obstacles that slow down or prevent delivering on stated objectives.

• Results Oriented: Demonstrated ability to meet deadlines, manage assignments in a timely manner, and deliver results under pressure.

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, Liberal Arts, or a related field.

MINIMUM EXPERIENCE REQUIREMENTS

Five years of administrative experience is required.

Professional administrative experience may be substituted for the education requirement above, on a year-for-year basis.

MINIMUM LICENSE REQUIREMENTS

None

PREFERENCES

Applicants with

• Intermediate-advanced level proficiency in Microsoft Outlook, Teams, Word, Excel, PowerPoint; OnBase or similar workflow/content management systems, Adobe Pro, DocuSign, and SharePoint; with an ability to quickly grasp specialized software programs.

Experienced in

• The planning and application functions associated with HUD or other federal, state, or local grants.

• Preparing detailed grant budgets, expenditure projections, and related deliverables.

• Developing and packaging high-quality written communications, with an ability to create clear, concise, well-organized plans, reports, summaries, and other written documents.

• Proofreading and editing documents to ensure consistency and accuracy, with advanced knowledge in applying the rules of spelling, grammar, usage, capitalization, punctuation, etc.

• Researching, interpreting, and applying federal, state, and local regulations to work performed.

• Managing, organizing, and tracking complex work with competing deadlines and changing priorities, and delivering high-quality results in a fast-paced environment.

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 24

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

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

  Indicate your highest level of completed education and professional administrative experience.

• High school diploma/GED with less than nine years of verifiable professional administrative experience

• High school diploma/GED with at least nine years of verifiable professional administrative experience

• Associate's degree and less than seven years of verifiable professional administrative experience

• Associate's degree and at least seven years of verifiable professional administrative experience

• Bachelor's degree in Business Administration, Liberal Arts or a related field and less than five years of verifiable professional administrative experience

• Bachelor's degree in Business Administration, Liberal Arts or a related field and at least five years of verifiable professional administrative experience

• Master's degree or higher and less than three years of verifiable professional administrative experience

• Master's degree or higher and at least three years of verifiable professional administrative experience

  03

  What is your proficiency in MS Word?

• No experience with software

• Beginner (e.g. creating new document, formatting, page layout, etc.)

• Intermediate (e.g. adding headers/footers, page numbering, modify template, etc.)

• Advanced (e.g. creating mail merge, track changes, document protection, etc.)

  04

  What is your proficiency in MS PowerPoint?

• No experience with software

• Beginner (e.g. create new presentation, navigate within presentation, formatting characters, etc.)

• Intermediate (e.g. modify/save template, assign transition to a slide, etc.)

• Advanced (e.g. insert sound file, embed all/part of a file from another program, add CD audio, etc.)

  05

  What would best describe your proficiency in HUD's Integrated Disbursement and Information System (IDIS) or Disaster Recovery Grant Reporting (DRGR) system?

• None

• Beginner

• Intermediate

• Advanced

  06

  What would best describe your proficiency in Adobe Pro?

• No experience with software

• Beginner

• Intermediate

• Advanced

  07

  What would best describe your proficiency in DocuSign?

• No experience with software

• Beginner

• Intermediate

• Advanced

  08

  What would best describe your proficiency in OnBase or similar document/content management systems?

• No experience

• Beginner

• Intermediate

• Advanced

  09

  How many years of professional federal, state, or local grant related planning and application development experience do you have?

• Less than (4) years than (2) years

• At least (4) years but less than (6) years

• More than (6) years

  10

  Please describe your grant writing and plan development experience related to HUD or other federal, state, and local grants. (list grants and types of documents created and any training completed). (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 researching, interpreting, and applying federal, state, or local regulatory guidance and other requirements to your work and identify the type of work you were performing. (Response of ‘See Resume’ will not be accepted as a satisfactory response and will delay your application’s progress.)

  12

  Please describe your document development/management skills and describe the most complex written document you were primarily responsible for and what this entailed. (Response of ‘See Resume’ will not be accepted as a satisfactory response and will delay your application’s progress.)

  13

  Please describe how you have developed the advanced writing and exceptional proof reading/editing skills required for this position. (Response of 'See Resume' will not be accepted as a satisfactory response and will delay your application's progress.)

  14

  Please describe your experience performing qualitative and quantitative research and analysis and developing budget and expenditure projections. (Response of ‘See Resume’ will not be accepted as a satisfactory response and will delay your application’s progress.)

  15

  What prompted you to apply for this specific position? What aspects of the role are you most interested in? (Response of 'See Resume' will not be accepted as a satisfactory response and will delay your application's progress.)

  Required Question