Program Coordinator II - Federal Grants Analyst

Job Description

Who We Are

EEA (Revised and approved) The Executive Office of Energy and Environmental Affairs (EEA) seeks to protect, preserve, and enhance Massachusetts' environmental resources and create a clean energy future for all residents. Through the stewardship of open spaces, the protection of environmental resources, and the advancement of clean energy, EEA works tirelessly to make Massachusetts a wonderful place to live, work, and raise a family. Our commitment to environmental justice ensures that every resident, regardless of background or location, can live in a safe, clean environment and shares equally in the benefits of the clean energy transition.

Who We Are as an Employer

At EEA, we create meaningful, inclusive opportunities that empower our employees to make a real difference in shaping the environmental future of Massachusetts. We foster a workplace culture where diversity is valued, innovation is encouraged, and collaboration thrives. Our employees play a vital role in advancing sustainability, environmental justice, and clean energy solutions, ensuring a positive and lasting impact on Massachusetts and its residents.

Description

The Department of Conservation and Recreation's mission is to protect, promote and enhance our commonwealth of natural, cultural and recreational resources for the well-being of all. The DCR is steward to one of the largest and most diverse state parks systems in the nation which includes more than 450,000 acres of parks, forests, water supply protection lands, beaches, lakes, ponds, playgrounds, swimming pools, skating rinks, trails, golf courses and parkways. DCR strives to be an exemplary leader in conservation and recreation. DCR's staff is passionate, dedicated, and continuously employs best practices that are informed by expertise, and creates a sense of place through carrying out the mission.

Job Opening

The Department of Conservation seeks applicants for a Program Coordinator II - Federal Grants Analyst to perform the following duties:

Please submit a cover letter and resume as part of the application process.

PURPOSE OF WORK

This position will provide grant management support to the Federal Grants Divisions within the Department of Conservation and Recreation's Finance Office. This division ensures the efficient and effective tracking of federal grant applications, federal spending, Match documentation, and carries out federal reporting to ensure compliance with federal grant regulations. Federal grant processes are to be consistent across the agency.

GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES

The Federal Grant Analyst will help to coordinate the reporting and monitor of DCR's federal grants as part of the federal grant unit in DCR's Finance Office. This includes the review and analysis of grant data concerning for federally funded programs for reporting purposes; providing technical assistance and advice to DCR grant managers and others; responding to inquiries; assisting with federal grant applications and maintaining liaison with various state and federal agencies.

DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES

1. Reviews and analyzes data concerning federally funded grant programs in order to determine progress and effectiveness, to make recommendations for changes in DCR grant budgeting and processes to accomplishing program objectives.
2. Provides technical assistance, advice and grant balance information to agency personnel and others concerning federally funded grant programs in order to exchange information, resolve problems and to ensure compliance with federal & state policies, procedures and standards for federal grants.
3. Assists Supervisor with federal grant applications and modifications to existing grants.
4. Work with Grants Managers to coordinate and monitor federal grant activities in order to ensure compliance with approved federal grants
5. Assist with oversight of DCR's Match & Federal Grant Budget databases, including the entry of new grant budgets into DCR's MS Access "Federal Grant Budget" Database and Monthly Match Documentation as needed.
6. Acts as a liaison with various state and federal agencies in order to exchange information and/or to resolve problems.
7. Completes Federal Funding And Transparency Act (FFATA) Reporting monthly in accordance with FFATA, using the federal website for this purpose.
8. Uses multiple Federal Grant Management Systems for the purpose of entering performance reports, financial reports and reimbursement requests to meet federal reporting deadlines.
9. Using MMARS and/or the Commonwealth Information Warehouse (CIW), the Program Coordinator II runs queries to prepare Federal Financial Reports and Federal Reimbursement Requests periodically (monthly, quarterly or annually) for some of MA DCR's federal grant awards. This entails using the prepared spending & match reports, to complete the financial reports & reimbursement requests accurately using the required federal forms.
10. Works with staff in federal grant unit to investigate and resolves any issues with Federal Cash Receipts with DCR Revenue, State Treasurer and State Comptroller Staff as needed, and communicate resolution to Federal Grant Unit and Revenue Director.
11. Using MMARS and/or the Commonwealth Information Warehouse (CIW), the Program Coordinator II queries periodic federal grant transactions as needed to identify out-of-balance ledgers (expenditures, receivables and revenue). Recommend corrective action for any discrepancies identified to the Federal Grant Coordinator and carry them out.
12. Attends meetings and conferences as required, maintains records; and prepares reports.
13. Assists Supervisor with both the Federal Disaster Documentation Process and Out of State Firefighting Billing as needed. This involves coordinating with DCR finance and field staff to gather the required documentation and submit (1) for Disaster in the FEMA Disaster Portal & (2) Out of State Fire Billing to USDA Forest Service's Eastern Region's Office
14. Attends staff meetings conferences and training sessions as needed
15. Maintains records; and prepares reports as needed
16. Performs related duties as assigned.

PREFERRED QUALIFICATIONS

• Work experience and knowledge of federal grants.
• Knowledge and experience working with and using Microsoft Office 365.
• Knowledge and/or work experience using Commonwealth of Massachusetts finance systems such as MMARS (state accounting system), Commonwealth Information Warehouse (CIW), etc. Plus, capability to create and running CIW reports and/or queries.
• Knowledge and/or work experience with state and federal accounting cycles. Additionally, knowledge accounting principles, practices and terminology.

Qualifications

First consideration will be given to those applicants that apply within the first 14 days.

MINIMUM ENTRANCE REQUIREMENTS:

Applicants must have at least (A) three years of full time, or equivalent part-time, professional, administrative or managerial experience in business administration, business management or public administration the major duties of which involved program management, program administration, program coordination, program planning and/or program analysis, or (B) any equivalent combination of the required experience and the substitutions below.

Substitutions:

I. A Bachelor's degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the-required experience.

II. A Graduate degree with a major in business administration, business management or public administration may be substituted for the required experience.

III. A Bachelor's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.

Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

Comprehensive Benefits

When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.

Want the specifics? Explore our Employee Benefits and Rewards!

An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.

The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law. Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC) may self-select out of opportunities if they don't meet 100% of the job requirements. We encourage individuals who believe they have the skills necessary to thrive to apply for this role.