DEPT OF VETERAN SERVICES

Address:

Arizona Department of Veterans' Services
3839 North 3rd Street
Phoenix, Arizona  85012

Salary: $20.00-$25.00/Hour (DOE)  

Grade: 19

Closing Date: July 3, 2024

The grant project specialist supports the administration of contracts, grants, grant-funded programs, and awarding of community-based grants that benefit Veterans and their families throughout Arizona. This includes management of complex projects through the coordination of grant and contract management, compliance and oversight activities, and technical support as required to support the Agency’s unique veteran support programs and administrative operations (such as community-based grants, suicide prevention, mental health/substance abuse, employment, trauma treatment training, etc.). Additionally, this role works collaboratively with Agency staff and strategic partners to pursue grant opportunities that align with strategic objectives and prioritized needs of Arizona Veterans.

This position may be as much as 50% home based remote work and requires driving on state business with occasional overnight or longer stays.

The State of Arizona strives for a work culture that affords employees flexibility, autonomy, and trust. Across our many agencies, boards, and commissions, many State employees participate in the State’s Remote Work Program and are able to work remotely in their homes, in offices, and in hoteling spaces. All work, including remote work, should be performed within Arizona unless an exception is properly authorized in advance.

As the Grants Project Specialist you will:

• Support an assigned portfolio of federal and state grants awarded to the Agency, relevant grant sub-recipients and sub-contractors, and community-based grant recipients from the Veterans Donation Fund (VDF).
• Support the Public and Intergovernmental Affairs Division's grant and contract processes, VDF processes, key lifecycle tasks, and identifies/solves/determines appropriate resolutions for grant/contracting related problems.
• Analyze program service needs and coordinate the preparation and development of grant and contract documents including grant funding proposals and applications, budget justifications and narratives, scopes of work, Requests for Proposal (RFPs), ISA/IGAs, contract amendments, and other related documents for grants/ contracts in portfolio.
• Develop narrative reports and provide information to funding sources and agency staff.
• Support assigned pre- and post-award lifecycle tasks for assigned portfolio including VDF Small and Large Grants, participate in pre-application conferences, evaluate proposals & recommendations for award, implement goals & objectives in grant requirements, monitor sub-awards/contracts, conduct site visits as needed, receive reports & deliverables from sub-recipients/sub-contractors/grant recipients, and provide technical assistance.
• Assist with the performance and compliance monitoring process for assigned portfolio, and compile status reports on project timelines, budgets, program expenditures, extensions, amendments, invoicing and receipting, deliverables, and other related documents and reports to drive improvements and agency decisions.
• Use process adherence tools to ensure federal/state compliance.
• Coordinate payment authorizations in coordination with supervisor and the agency's Financial Services Unit.
• Maintain the VDF Request for Grant Proposals (RFGP) database, provides direct communication with applicants to clarify eligibility/guidelines and obtain additional information as needed prior to submission.
• Review submitted proposals, budgets, and supplemental materials for completion and confirm applicant eligibility in accordance with grant requirements and other regulations.
• Prepares completed applications and facilitates reviews with the Grant Committees.
• Assist with management of the VDF Grantees, monitor awards/contracts, receive reports and deliverables from recipients, and provide ongoing technical assistance.
• Work with agency staff to review grants for compliance, payments, reconciliations, collections, etc.
• Prepare monthly expenditure reports and administration reconciliations of grant program activity.
• Produce financial and programmatic reports as needed.
• Performs outreach and engagement activities to the community and Veteran Service Organizations in an effort to inform availability of VDF monies available during the given VDF grant year and solicitation of volunteer grant reviewers, as needed.

Knowledge of:

• Grant and contract administration principles and practices to include planning, organizing, fiscal monitoring and directing comprehensive services
• Federal and state grant laws, statutes, rules, regulations and procedures
• Federal and state procurement laws, statutes, rules, regulations and procedures
• Grant sources, grant application procedures, proposals and reporting requirements
• Principles and processes in business and organizational planning, coordination, and execution
• Accounting theories, principles and practices as applied to grant and contract administration
• Federal, state, and local resources and benefit programs as it relates to the military/veteran community

Skills in:

• Oral and written communication including proposals and grant writing
• Planning, organizing, and directing workflow related to grant management
• Organization, time management and project management in a dynamic environment
• Attention to detail, specifically overseeing contractor/grantee implementation of work identified in scope of work and standards of practice documents
• Using a variety of computer software packages (e.g., Excel, Word, databases, PowerPoint, Google Suite, ECivis etc.)
• Establish and maintain working relationships with contracted and governmental agency representatives and special interest groups
• Communicating effectively in oral and written form to individuals and groups representing various organizational and socio‐economic levels

Ability To:

• Interpret and analyze the impacts of complex legislation, regulations, ordinances, contracts, and financial documents
• Interpret and analyze the impacts of complex legal documents on the Agency’s programs, strategic goals and objectives
• Organize resources to complete all tasks to accomplish goals within established timelines
• Manage multiple and often simultaneous tasks, and create a work environment that is recognized for a high level of ethical integrity, timeliness, cost-effectiveness, accuracy, and results
• Work effectively with other program areas and with diverse stakeholders within and external to the agency; and seeks to standardize processes and procedures across programs
• Set clear objectives and measures; monitor process, progress and results
• Analyze, think creatively, and problem solve complex issues requiring a broad “big picture” perspective
• Analyze administrative and fiscal problems and make recommendations
• Adapt to changes including changes in policy and procedure
• Establish and maintain interpersonal relationships with various levels of Agency staff and external partners

• Previous experience in grant and contract life cycles, including identification of opportunities, conducting research, proposal writing, and managing grants and contracts.
• Bachelor's degree preferred.
• Previous experience with military/Veteran population (prior military service, military family, or civilian employment with military/veteran organization) preferred.

• This position requires the ability to drive on State business. Requires possession of and ability to retain a current, valid state-issued driver's license appropriate to the assignment. Employees who drive on State business are subject to driver's license record checks, must maintain acceptable driving records and must complete any required driver training (see A.AC. R2-10-207.11).

If this position requires driving or the use of a vehicle as an essential function of the job to conduct State business, then the following requirements apply: Driver’s License Requirements.

All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

The Arizona Department of Veterans' Services offers a comprehensive benefits package to include:

• Sick leave
• Vacation with 10 paid holidays per year
• Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program).
• Health and dental insurance
• Retirement plan
• Life insurance and long-term disability insurance
• Referral Incentives available for qualifying positions
• Optional employee benefits include short-term disability insurance, deferred compensation plans, and supplemental life insurance

By providing the option of a full-time or part-time remote work schedule, employees enjoy improved work/life balance, report higher job satisfaction, and are more productive. Remote work is a management option and not an employee entitlement or right. An agency may terminate a remote work agreement at its discretion.

Learn more about the Paid Parental Leave pilot program here. For a complete list of benefits provided by The State of Arizona, please visit our benefits page

• Positions in this classification participate in the Arizona State Retirement System (ASRS)
• Please note, enrollment eligibility will become effective after 27 weeks of employment

If you have any questions please feel free to contact Human Resources at recruiting@azdvs.gov.

The State of Arizona is an Equal Opportunity/Reasonable Accommodation Employer.