Grants Management Program Technician
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Hybrid Telework Opportunity.
The Program Technician (PT) II, under general supervision of the Staff Services Manager I in the Grants Management Section, performs grant application support tasks, processes grant agreements, tracks and monitors program reporting, and handles general administrative duties. The PT II creates and maintains electronic files related to grant correspondence and activities, assists in processing payments and creating payment logs, provides technical support to staff, prospective applicants, and current awardees, and liaises with other offices within the department.
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You will find additional information about the job in the Duty Statement.
Working Conditions
HCAI offers a hybrid telework schedule with a combination of remote and in-office work schedules for CA residents only. The telework policy is subject to change, and additional in-office days may be required and/or minimal notification may be given to report to the worksite if an urgent need arises.
Desirable Qualifications
In addition to evaluating each candidate's relative ability, as demonstrated by quality and breadth of experience, the following factors will provide the basis for competitively evaluating each candidate:
- 1 year of experience providing technical and administrative assistance (e.g., answering phone calls, responding to emails, coordinating meetings).
- 1 year of experience creating presentations and proofreading documents for accuracy and ensuring proper spelling and use of grammar.
- 1 year of experience collaborating and working with the public and all levels of departmental personnel.
- 1 year experience serving on a team or working group.
- 1 year of experience working in MS Office applications (Word, Excel, and PowerPoint).
Job Duties
E = Essential, M = Marginal
- 35% E Grant Agreement Processing, Tracking, and Reporting
- Create and modify grant agreement request forms in collaboration with program officers. Liaise with the Office of Administrative Services, including the Accounting, Budget, and Procurement and Contract Services Offices to ensure that all necessary paperwork is complete and accurate. Assist in processing invoices for payment, submitting requests for funds, and entering payment information into databases and dashboards as directed. Create and maintain certification and payment logs. Create, track, and maintain progress and final reports. Create and maintain SharePoint organizational folders relating to grant program correspondence and activities. Provide technical assistance to grantees and contractors regarding payment inquiries and reporting requirements.
- 30% E Grant Application Support
- Provide technical assistance to prospective and current applicants. Respond to inquiries requesting program and/or application information and refer to appropriate subject matter expert, project manager, or program officer. Assist with maintaining and updating grant guides and supporting webinars by providing technical guidance to webinar participants and facilitators.
- 30% E General Administrative Support
- Screen incoming correspondence and phone calls and refer to appropriate staff for action. Maintain and track correspondence and documents using SharePoint, Microsoft Teams, and other electronic software. Develop ADA compliant documents and PowerPoint presentations and ensure compliance with the HCAI communication style guide. Review, edit, and process documents for approval and signature; track and follow up on documents in the approval process to ensure that established due dates are met. Assist in maintaining online grant program information, in collaboration with the Operations Communication Unit, to ensure the website has the most current and accurate information.
- 5% M Perform other duties as assigned.
Other Expectations
- Demonstrate ability to pay strong attention to details and ensure work products are precise and accurate.
- Demonstrate good judgment and the ability to use discretion concerning Personally Identifiable Information.
- Demonstrate technical proficiency with MS Office, including Teams, Word, PowerPoint and Excel.
- Demonstrate a commitment to building an inclusive work environment that promotes HCAI's diversity, equity, and belonging where employees are appreciated and comfortable as their authentic selves.
- Demonstrate a commitment to maintaining a work environment free from workplace violence, discrimination, and sexual harassment.
- Demonstrate a commitment to HCAI’s Mission, Vision, and Goals.
- Demonstrate a commitment to HCAI’s Core Values and Guiding Principles.
- Maintain good work habits and adhere to all HCAI policies and procedures.
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Do you have the following education or experience?
Either I
In the California state service, either:
(a) 18 months of experience performing duties equivalent in level of responsibility to the class of Program Technician;
or
(b) 24 months of experience performing duties equivalent in level of responsibility to the class of Office Assistant.
(Applicants who have completed all but six months of service performing the duties, as specified above, will be admitted to the examination, but they must complete the total required months of this experience before they can be eligible for appointment.)
Or II
Two years of experience in a governmental or private agency performing duties with program responsibilities equivalent in level to those of the departmental program in the State of California for which the examination is being administered.
(Experience applied toward this requirement must include at least 18 months in a position equivalent in level of responsibility to the California state civil service class of Program Technician.)
Examination Information
Candidates that are new to state service must take the online examination to establish eligibility. The examination can be found at the following link CalCareers.
There is also a Limited Examination & Appointment Program (LEAP) exam available for this classification. Information on the LEAP certification process is available on the Department of Rehabilitation LEAP Certification website.
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