This is an administrative position responsible for generating the required documentation to begin the grant process and actively shepherding the process through to project/grant closeout. Working collaboratively with our Airport management team, and federal/state agencies on projects commonly funded through the Federal Aviation Administration (FAA) and State Departments of Transportation (DOT), the Airport Grant Administrator assists in the preparation and submittal of FAA and DOT grant applications, prepares and tracks grant reimbursement payments for contractors, and works on administrative tasks through project closeout. Direction is received from the CFO or designee. Assignments are received through conference and/or written directives and allow for employee interpretation of the directive. Work is reviewed through observation of the programs operation, conference or the submission of written reports. May supervise support staff. Does related work as required.
Typical Work Activities
- Prepare FAA grant applications, and other federal reimbursable agreements with airport management team, including developing a summary of costs detailing the Owners, Contractors and Third Party anticipated costs.
- Administer FAA Grants: Calculate, prepare and transmit draw down reports for signature to Sponsors once an invoice for Engineering Services, Contractor progress payments, or Administrative Costs come in for payment. Once approved by the Sponsor; perform the actual draw down on the FAA Delphi System (or appropriate State system) online. Ensure that draw downs are completed in a timely manner. The goal for drawdowns will be within 21 days of the receipt of the invoice, progress payment or administrative costs.
- Prepare FAA Annual Reports for Sponsors. Signature is required by airport client and then transmitted to FAA.
- Alert FMs when grant drawdowns approach the 90% level, at which point further drawdowns cannot be completed without FAA approval.
- Prepare FAA Final Outlay Report and Final NYSDOT Reimbursement. Once a grant is 100% billed and 100% paid, all invoices are cross checked against the drawn down amounts to make sure they are the correct, and the summary of dollars spent are listed against the grant amounts awarded.
- For NYSDOT Grants: Track and prepare Reimbursement Vouchers for the state funded portion of the FAA Grants which are generally set at 5% reimbursement of the total project cost. Fill out the reimbursement form, as invoices are incurred from SRAA, Contractor and Administrative costs.
- Maintains and organizes closeout documents per FAA/DOT procedures.
- Maintain grant drawdown tracking information on a comprehensive Airport Grant Tracking Spreadsheet.
- Assist with audit reviews and enhancements to airport policy and procedure documents.
- Maintains databases as directed.
- Maintains accurate and efficient filing system (electronic and paper).
- Provides technical and/or operational support to projects as able.
- Responsible for monthly accounting duties supporting finance team, including ABMR invoicing and budget assistance, as assigned by supervisor.
Full Performance Knowledge, Skills, Abilities, and Personal Characteristics
- Thorough knowledge of Federal, State and Local regulations regarding grant administration to include the Airport Improvement Program (AIP) and Transportation Security Administration (TSA) reimbursable agreement programs
- Thorough knowledge of the principles and practices of grants preparation, solicitation, coordination and administration.
- Good knowledge of the sources for funding in the areas of education, interests or need.
- Good knowledge of the sources for funding available from public, corporate funding foundations and similar institutions.
- Good knowledge of the principles and practices used in grants proposal applications and the administration of the grant.
- Ability to gather and analyze data, draw conclusions from, obtain data and present in a logical, concise manner both verbally and in written narrative format, with proper grammar, spelling, and punctuation.
- Ability to prepare detailed reports to support recommendations.
- Ability to stay organized and manage time to meet deadlines
- Ability to work independently, with a strong sense of personal responsibility
- Ability to track the status of approximately 50-75 outstanding invoices and pay applications at any given time.
- Ability to supervise subordinates in a manner conducive to full performance and high moral.
- Ability to interpret written material.
- Ability to establish and maintain effective working relations with a variety of governmental agencies, local air carriers, public officials and the general public.
- Ability to read and interpret plans and specifications
- Experienced in Microsoft Office Suite
- Experience working online and within databases
- Experience with Federal and NYS contracting rules
A) Graduation with a Masters Degree from a regionally accredited college or university or one accredited by the New York State Board of Regents to grant degrees in Business Administration, Accounting, Finance, Aviation, Airport Management, Grants Administration or a closely related area to the aforementioned and, one (1) year of professional level work experience at an International Airport (classified Part 139); or
B) Graduation with a Bachelors Degree, or higher, from a regionally accredited college or university or one accredited by the New York State Board of Regents to grant degrees in Business Administration, Accounting, Finance, Aviation, Airport Management, Grants Administration or a closely related area to the aforementioned and, two (2) years of professional level work experience at an International Airport (classified Part 139); or
C) Graduation with an Associates Degree, or higher, from a regionally accredited college or university or one accredited by the New York State Board of Regents to grant degrees in Business Administration, Accounting, Finance, Aviation, Airport Management, Grants Administration or a closely related area to the aforementioned; and, four (4) years of professional level work experience at an International Airport (classified Part 139), or
D) Six (6) years of professional work experience in grant administration; to include four (4) years of professional level work experience at an International Airport (classified Part 139)
*Any offer of employment would be contingent on passing a security clearance background check.
**This is a Civil Service provisional position. The incumbent may be required to take an open/competitive exam given by Onondaga County Civil Service and be reachable on the certified list to obtain permanent civil service status and retain the position.
Salary and Benefits
The Authority offers a comprehensive salary and benefits package, including medical/dental/vision coverage, flexible spending accounts, generous paid time off, flexible work schedules, deferred compensation, and membership in the New York State Local and Employee Retirement System.
Interested candidates should apply online, including a resume, cover letter, and 3 professional references.