ESSER III - Recovery and Relief Grants Project Assistant

Alexandria, Virginia
Dec 17, 2021
Apr 01, 2022
Career Level
Entry Level
Full Time
Job Description

The job of the Pandemic Recovery and Relief Grants Project Assistant was established for the purpose/s of supporting the Grants Coordinator in efforts to oversee all aspects of the pre-award and post-award for Federal CARES, ESSER, ARPA grants including other Pandemic Relief and Recovery funding of Alexandria City Public Schools. The Project Assistant is responsible for the general administration and financial operations of the Recovery and Relief program(s) by ensuring allowable and allocable use of funds in compliance with funding agreements. The Project Assistant will support their capabilities through documentation, contract management, deliverables, and reporting.

This job reports to the Grants Coordinator

Because the position is fully funded with the Coronavirus Response and Relief Supplemental Appropriations Act, funding for the position is contingent upon the continuation of education emergency relief funds associated with the Coronavirus pandemic.

This position is grant-funded for 3 years with the possibility of renewal. Includes benefits.


Education: Bachelor's degree from an accredited college or university with course work in public administration, operations, technology, finance, education, or equivalent work experience in grant writing and administration. PMP Certification preferred.

  • Minimum of 3 years working experience in public contracts, grant writing, grant management, and administration.
  • Experience working with federal and state education grants preferred.
  • Experience in coordinating a diverse group of teams and ensuring open channels of communication and active collaboration.
  • Strong familiarity with project management software tools, methodologies, and best practices.
  • Managing grants and other sources of funding projects through the entire life cycle.
  • Completing projects according to outlined scope, budget, and timeline.

Key Competencies:
  • Proficiency in using databases, ERP, and project management online tools. Preference for experience in Microsoft software i.e. Project, Word, Excel, and Visio.
  • Knowledge of eCivis Grants Management System, Virginia's OMEGA State system, and Tyler MUNIS familiarity is a plus.
  • Strong analytical, interpersonal, and relationship-building skills.
  • Excellent written/verbal communication, listening, and presentation skills.
  • Ability to train end-users, multi-task, and meet deadlines.
  • Ability to educate, consult and influence at many different organizational levels.
  • Establish and maintain stakeholder partnerships and relationships.

  • Work in collaboration with the Grants Coordinator, the supporting Grants Office team, and Administrative Assistants to ensure timely expenditures with ESSER and/or Pandemic Relief funding budgets.
  • Track contract/grant activities in relation to expected schedules and requirements.
  • Point-of-contact for implementation, expenditure tracking, creating timelines, and verifying documentation for pre-award post-award closeouts for auditing purposes.
  • Systematize administrative assistants' processes to ensure consistent and allowable purchases within Virginia Procurement regulations.
  • Analyze information and support the creation of financial reports for Human Resources, Finance, and/or other ACPS School Departments.
  • Perform other duties as assigned.

Essential Functions:
  • Comply with all state, local, federal, and school policies, regulations, and guidelines for the purpose of administering grants.
  • Utilize school and industry best practices, techniques, and standards throughout the entire project execution.
  • Assist the Grant Coordinator with the implementation of grants according to the operational and financial needs of the granting organization and of ACPS.
  • Work collaboratively with the Manager of Grants and Partnerships, staff members from the Grants Management Team, and other ACPS staff to ensure all grant requirements are met under federal standards- including financial and budget plans for future grants.
  • Attends collaborative meetings with grant specialists, ACPS department leaders, and administrative staff to research, develop, and prepare grant proposals and reports and assumes responsibility for transmission to granting organization.
  • Monitors and records all payments and receivables and prepares monthly records for all grant-related activities to ensure grant compliance.
  • Supports and shares grants activities and procurement plans calendar for the purpose of timely execution of activities
  • Works with the grants team to identify and develop strategies to optimize the grants administration process using the Grant Management System.
  • Identifies and pursues relief grant/funding sources through web-based grant management systems and conducts background research data gathering.
  • Supports the Grants Coordinator and Manager of Grants and Partnerships to provide training to the new staff to the grants management team and reporting requirements.
  • Compile application and amendment information, track the completion of deliverables, invoicing, and payment.
  • Maintain records of reporting requirements for ACPS staff assigned to the work of the grant.
  • Provides support to the Grants Coordinator to create detailed reports to the granting organization, ACPS leadership, and school board as needed, regarding grant progress.
  • Keep the relevant staff informed about upcoming deadlines and deliverables, thereby ensuring a smooth completion of work responsibilities.
  • Perform other duties as assigned.

  • Criminal Justice Fingerprint/Background Clearance.
  • Tuberculosis Skin Test.

Public Health Compliance
  • Proof of COVID vaccination. Exemptions for religious/medical will be reviewed.
  • Must follow safety and health protocols.


Primary Location:
Central Office
Salary Range:
$61,881.60 - $76,089.60 / Support SUP-32
Shift Type:

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