Initial Posting Date:
10/23/2020
Application Deadline:
11/09/2020
Agency:
Land Conservation and Development Department
Salary Range:
$4,744 – $7,260
Position Type:
Employee
Position Title:
Coastal Grants Coordinator (Program Analyst 2)
Job Description:
The Oregon Department of Land Conservation and Development (DLCD) is seeking a highly-qualified candidate to fill one full-time permanent Coastal Grants Coordinator (Program Analyst 2) position located in Salem, Oregon.
The person in this position is responsible for the administration of all Ocean and Coastal Management Program (OCMP) grants, including grants received from the federal government (National Oceanic and Atmospheric Administration/Ocean and Coastal Resource Management and others) and grants allocated to local coastal jurisdictions. This includes gathering data, developing budgets, monitoring expenditures and preparing reports to federal and other agencies.
This position also participates in the development of the agency-wide biennial budget and performs accounting functions related to federal funding. It reports to the ASD manager and is seated within the ASD team, but functionally provides primary service to the OCSD manager and team.
This position is full time and is represented by the American Federation of State, County, and Municipal Employees (AFSCME) union.
Major duties include:
GRANT DEVELOPMENT AND ADMINISTRATION
- Responsible for preparing, submitting, and administering all OCMP grants, including federal grants received from the National Oceanic and Atmospheric Administration’s (NOAA) Office for Coastal Management (OCM) and other agencies (i.e. National Science Foundation and Environmental Protection Agency). Assures timely and accurate submittals of grant application, requests for program or budget amendments, and progress reports.
- Develops the OCMP grant budget to meet all federal grant requirements. Writes annual Coastal Ocean task descriptions, schedules, products, and budgets. Submits annual grant application using the NOAA Coastal and Marine Management Program Information System (CAMMP)
- Recommends grant program budgets to Ocean and Coastal Services division manager and recommends adjustments as needed to meet changing needs and priorities. Coordinates with department budget officer to ensure appropriate integration of grant budget projections and allocations into department budget and fiscal accounting framework.
- Monitors Coastal program budget expenditures and prepares monthly reports for the Ocean and Coastal Services division manager on grant budget status, including the level and cost allocation of expenditures for conformance with projected grant budget, anticipated future expenditures, fiscal trends, and recommended corrective action as necessary to use financial resources in a timely, efficient and effective manner. Reviews requests for program funding and assists the division manager in evaluating requests against federal and state requirements. Monitors all sub-awards, contracts, and other invoice payments for compliance with grant conditions. Uses financial datamart interface and reporting program to access the Statewide Financial Management System data stored on the Department of Administrative Services’ data warehouse. Maintains appropriate financial records of all grant applications, grant awards, and grant program activities.
- Provides functional direction to OCMP staff responsible for managing projects supported with grant funds. Develops and recommends operating policies for grant management based on in-depth knowledge of the program, state, and federal rules and regulations. Prepares written guidance and training in grants accounting, reporting, and compliance for OCMP grant project managers, local governments, and others. Creates, revises and disseminates forms and instructions for use by local governments and other agency personnel as needed.
- Communicates regularly and works closely with department budget officer and accounting staff to ensure that federal grant allocations and records are fully coordinated and integrated with ASD fiscal record-keeping for legislative, auditing, and personnel and program planning purposes. Communicates as needed with fiscal or grants staff in other agencies and local governments to acquire or provide needed information.
- Prepares grant and budget summary material to assist the division manager in explaining the grant program and accomplishments to the Legislature, other state agencies, local coastal jurisdictions, and the public.
- Provides information and technical assistance to OCMP staff in preparing and executing contracts using federal grant funds.
FEDERAL GRANT MANAGEMENT
- Writes annual suite of complex federal CZM grant application (including work programs, budget information, supporting documentation, spreadsheets, certifications and backup detail) to obtain federal funds necessary to retain agency capability to carry out statutory responsibilities. Works with NOAA program officer to submit annual grant application using NOAA Coastal and Marine Management Program Information System (CAMMP).
- Negotiates interagency agreements with other state agencies to obtain matching funds for federal CZM grant.
- Provides technical assistance to OCMP staff preparing grant elements; managing grant projects, writing and administering intergovernmental agreements and contracts; and reporting progress pertaining to implementation of OCMP program objectives.
- Prepares and submits all grant, project, and program reports required by federal and state laws and grant conditions, including financial report, draw-downs of federal funds from US Treasury Department, and semi-annual progress reports.
COORDINATION OF FEDERAL REPORTING AND ASSESSMENTS
- Prepares, in consultation with the Coastal Program Manager and Coastal Policy Specialist, all NOAA federal reporting initiatives including reporting coastal management performance measures and evaluation metrics to the coastal national performance measurement system database, the section 312 program evaluation, and other NOAA reporting as required and requested.
- In consultation with the Coastal Program Manager and Coastal Policy Specialist, collects data and reports on performance indicators for the National Coastal Management Performance Measure System as required and scheduled by OCM.
- In consultation with the Coastal Program Manager and Coastal Policy Specialist, collects data and reports on the 312 Performance metrics. Assists in the development of new 312 Performance Metrics as directed by NOAA. Coordinates reporting under the 5-year NOAA 312 evaluation process of the OCMP.
- In consultation with the Coastal Program Manager and Coastal Policy Specialist, collects data and prepares reports on other NOAA reporting as required.
OTHER DUTIES
- Prepares and administers all NOAA-funded grant application and guideline materials sent to and received from coastal local governments. Works with OCMP staff to help them understand grant program guidelines and protocols to ensure proper use of grant awards to local governments.
- Performs other special projects and activities as may be assigned by the Administrative Services Division manager.
- Participates in ASD department training or SFMA mainframe training for the purpose of providing back up and support for the division.
What We Are Looking For
- Candidates with at least a Bachelor’s Degree in Business or Public Administration, Behavioral or Social Sciences, or a degree related that demonstrates the capacity for the knowledge and skills; and two years experience coordinating or administering a program; OR any combination of experience or education equivalent to five years of experience coordinating or administering a program.
Candidates who are the most competitive will possess the following background, skills, and experience:
- Knowledge of, laws, regulations, rules, policies, procedures, and methods governing the administration of grants.
- Financial methods, procedures, and practices to assess the financial stability of grantees.
- Principles and methods of program monitoring and evaluation, data collection, analysis, and evaluation.
- Automated data systems and associated software such as spreadsheets, word processing or information tracking databases.
- Experience in both conducting quantitative and qualitative research.
- Ability to organize, prioritize and complete a variety of simultaneous tasks.
- Experience working with culturally and individually diverse groups, including sovereign nations.
- Preference may be given to NOAA-funded grant management experience.
ADDITIONAL INFORMATION
This position exists within the Administrative Services Division, whose mission is to provide a superior level of accountability, customer service, and technical and administrative support for the Department of Land Conservation and Development. The Administrative Services Division provides services in the following areas: budget, accounting, purchasing, safety, facility management, policy and procedure development, and inventory and property control.
DLCD is charged with helping communities and citizens plan for, protect, and improve the built and natural systems that provide a high quality of life for all Oregonians. In partnership with citizens and local governments, we foster sustainable and vibrant communities and protect our natural resources legacy. Please visit http://www.oregon.gov/LCD to learn more about the exciting and rewarding work we do!
How to apply:
To apply for this position, follow the “Apply” link above and attach a resume and cover letter. Failure to attach a cover letter and resume may result in the disqualification of your application.
Help Your Application Rise to the Top!
Your candidate profile, cover letter, and resume are the perfect opportunity to highlight your interest in the position and showcase the fantastic skills and experience, making you the best candidate for the job. Candidates whose training and experience most closely match the requirements and needs of the position and who attach all necessary documents will be eligible for an interview. Submissions will be screened for consistency of information and communication skills at the professional level (attention to detail, spelling, and grammar).
Working Conditions
This position works in a typical office environment. Occasional travel is required. The job involves direct mail and telephone contacts with people who support or may be opposed to the position taken by the Agency. You must have a valid driver’s license or be able to make alternative arrangements for required travel.
Diversity
We are an Equal Opportunity, Affirmative Action employer committed to workforce diversity. Our goal is to attract, develop, and retain highly skilled and talented individuals across all departments and programs.
Compensation
The salary listed is the non-PERS qualifying salary range. If the successful candidate is PERS qualifying, the salary range will reflect the additional 6.95%.
As an employer, the State of Oregon complies with the Pay Equity Bill. We do not discriminate based on a protected class in the payment of wages, and we do not screen applicants based on their current or past compensation. We determine the salary from job-related education, seniority, experience, training, merit, travel or work location, or a combination of these factors. For more information on pay equity, visit: Pay Equity
Work Authorization
We do not offer visa sponsorships. Within three days of hire, all applicants will complete the US Department of Homeland Security’s Form I-9, confirming authorization to work in the United States.
Veteran’s Points
For more information on veterans’ preference points, visit: Veterans Resources
Questions/Need Help?
Do you have questions about the recruitment and selection process? Contact Katie Lahey, HR Manager, at katie.lahey@state.or.us or call (503) 934-0401. If you need an alternate format to complete the application process, please contact Katie and be prepared to describe the alternative form required.