Grants Administrative Assistant

Statement of Duties

The employeeshouldhave a general understanding of the whole grantawardcycle from pre-award the employee in this positionis responsible forcoordinatingthe implementation of grant awards andadhering toperform all similar or related duties.

Essential Functions

The essential functions or duties listed below are intended only as illustrations of the varioustypeof work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar related or a logical assignment to the position.

• Assiststhe Health & Human Services (HHS)Finance Managerand DivisionDirectors/Managerswith preparation and budgetingforgrantapplicationson behalf of theHHSDepartment.
• Maintainsagrant application calendar for all grantdeadlinesincluding but not limited to grantrequestsdeliverablesand other keymilestones.
• Preparesandsubmitsbudgetamendments.
• Assists theHHS Finance Managerin the development ofgrant administration policies and proceduresin accordance withstate local and federal regulations.
• Ensuresaccurateandtimelypreparation ofInvoices Financial/Non-FinancialReportsalong with other reports/deliverablestied toperiodicreimbursementsinconjunction with theHHS Finance Manager.
• Submitsweekly requisitionsinvoice batches journal entriesand other tasks tied toallHHSgrants.
• Maintainsappropriate spreadsheetsand documentation to supportexpenses.
• Monitorsgrant budgets and expenditures to ensurespending ratesare in line with the approved grantbudget.
• Assist HHS managersingatheringdata for reports and ensure that proper records aremaintained.
• Communicates relevant grant information with agency departments and allappropriateHHSDepartment staff.
• Other duties as assigned.

Minimum Qualifications

Education and Experience:High School diploma or equivalentand three (3)yearsof related experience isrequired.

Knowledge Abilities and Skill

Knowledge:Generalknowledge of the Cityslocal government policies and of grants spreadsheets and tracking costs.

Ability: Ability to meet anddeal appropriately with grant agencies;ability tohandle problemseffectively;ability to communicate clearly both orally and in writing;ability tooperatea computer;ability tomaintain manage and organize records;ability to deal appropriately withCityand Department employees.

Skill:Excellent organizational skills;excellent data processingskills in the use of personal computers and office software including word processing databaseand spreadsheet applications.

Work Environment

The work environment involves everyday discomforts typical of offices with occasional exposure to outside or physical surroundings may be distracting but conditions aregenerally maybe requiredto work beyond normal business hours in response to attending evening meetings or completingwork assignments.

Physical and Mental Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonableaccommodationsmay be made to enable individuals with disabilities to perform the positions essential functions.

Physical Skills

Little or no physical demands arerequiredto perform the work. Work effort principally involves sitting to perform work tasks with intermittent periods of stooping walking and standing. There may also be some occasional lifting of objects such as books officeequipmentand computer paper (up to 30 lbs.)

Motor Skills

Duties arelargely mentalrather than physical but the job may occasionally require minimal motor skills for activities such as moving objectsoperatinga telephone systemcomputerand/or most other office equipment typing and/or word processing filing and sorting.

Visual Skills

Visual demands include constantly reading documents for general understanding and for analytical purposes.

Hours: Full-Time
Salary: $65000.00 annualized plus benefits
Union: Non-Union
FLSA:Non-Exempt
Date Posted: January 16th 2026

The City of Somerville is an affirmative action/equal opportunity employer and does not discriminate on the basis of race color sex religion age national origin disability or any other protected category. Women minorities veterans and persons with disabilities are encouraged to apply.

Auxiliary aids and services written materials in alternative formats and reasonable modifications in policies and procedures will be provided to qualified individuals with disabilities free of charge upon request. Persons with disabilities who need auxiliary aids and services for effective communication (i.e. CART ASL) written materials in alternative formats or reasonable modifications in policies and procedures in order to access the programs activities and meetings of the City of Somerville should please contact Adrienne Pomeroy at x 2059 or

Pre-Employment Requirements for All Employees:

• MA Criminal Offender Record Information (CORI) clearance
• Completion of Conflict-of-Interest Law Education training for municipal employees

Overview of Total Rewards:

• 4 weeks annual vacation for non-union positions. Union positions vary by contract. Please note police officers are members of the SPEA union. Public Health Nurses are part of Union A (SMEA).
• Medical insurance through the Group Insurance Commission (GIC) - 80% of premium costs paid by City
• Dental coverage low and high plans through Cigna
• Vision care through Vision Service Plan (VSP)
• Long term disability through Sun Life
• Group and voluntary life insurance through Boston Mutual
• Health Care and Dependent Care flexible spending through Benefit Strategies
• Deferred compensation plans through a choice of three vendors
• Free confidential services through the Employee Assistance Program (EAP) provided by E4Health
• Annual cancer screening & wellness release
• Somerville Retirement Pension System
• Tuition reimbursement
• MBTA pass program
• FREE Blue Bikes membership
• Eligible employer for the Public Service Loan Forgiveness Program (PSLF)

Benefits listed are for benefits-eligible positions and the above information is meant to be a general overview of the benefit programs offered by the City of Somerville and not a binding contract.