Job Opening – Grant Management & Administrative Assistant

Brattleboro Development Credit Corporation (BDCC)

Job Title: Grant Management & Administrative Assistant

Reports to: Executive Director

Program Objectives & Requirements

BDCC is looking for a candidate who will serve as its Grant Management & Administrative Assistant.  This position will be an integral member of the team that applies for, receives, and administers grants on behalf of the organization, as well as supporting business operations of the organization on a day – to – day basis.  The Grant Management & Administrative Assistant will report to the Executive Director and work under the direction of the Grant & Project Manager.

Joining BDCC as its Grant Management & Administrative Assistant affords the opportunity for a person with knowledge, combination of skills, personal traits, and attributes to join a dynamic team.  This position requires a strong work ethic, productivity, professionalism, problem solving and a diverse skill set (i.e. technical, interpersonal, communication, team work & collaboration, and problem solving & critical thinking skills).

BDCC, is a private, nonprofit economic development organization that serves as a catalyst for industrial and commercial growth throughout Southeastern Vermont.  The primary objective of the BDCC is to create and retain a flourishing business community that supports vibrant fiscal activity, and improves the quality of life of all of its residents.  As such, all BDCC employees are integral in assisting the organization to reach its objectives.  All staff are expected to participate in professional development activities led by the Executive Director as well as pursue opportunities individually.  The organization relies on all staff to help attend community and business meetings across the county.  Additionally, all staff are encouraged to publish professional papers establishing themselves, and the organization, as leaders in economic development in Southern Vermont.  Participation in these activities by all BDCC staff is critical to the BDCCs success.

Position Duties and Responsibilities

Grant Management Assistance:

• Organize and maintain electronic and paper files of grant documents and resources.
• Set up a system for tracking grant related requirements, due dates, and ensure compliance with specific grant terms and conditions.
• Respond to Letter of Inquires (LOI); route LOIs to appropriate project managers for review, and track all submissions.
• Assist in coordinating grant program information, submission of cash requests, and assistance with reporting requirements.
• Support Grant & Project Manager with administrative tasks related to compliance, generating grant documents, and mailing grant agreements and grant checks.
• Respond to general request for information about BDCC grants.
• Produce reports including grant activity reports, and other reports as needed for the Executive Director, BDCC staff members, Board, and program teams.
• Work to enhance and improve grant management processes and increase efficiencies.
• Work with Grant & Project Manager, and other departments as needed to accomplish task and responsibilities.
• Other duties as assigned.

Support Service Activities:

• Provide assistance to Executive Director with Phone/Fax/Mail/Email/Calendar.
• Organize, schedule and follow up on meetings and appointments on behalf of Executive Director.
• Produce and distribute correspondence memos, letters, faxes and forms.
• Develop and maintain a filing system for BDCCs file room and electronic files.
• Assist in other support service activities as assigned.

Financial Management, Budget Assistance:

• Administer daily mail, maintain deposit log, make deposits, and communicate necessary accounting entries with Accounting, Payroll & Administrative Assistant.
• Prepare monthly bank reconciliations for BDCC and its related affiliates.
• Perform detailed work in assisting in the preparation of and review of BDCC, and related affiliates, annual budgets and long range forecast(s).
• Support other financial management activities as assigned.

Organizational Support:

• Represent the BDCC at business and community meetings throughout the year; meetings are often at night and located across the county.
• Maintain current understanding of organization’s activities and able to represent organization as needed.
• Participate in weekly staff meetings, professional development and community outreach.
• Publish commentary, opinion editorials, and blogs demonstrating personal and organizational growth.

Qualifications

• One (1) year of work experience and a strong interest in providing high quality administrative support to a professional team;
• Bachelor’s degree preferred, but not required;
• Skilled user of MS Office, and comfortable learning new systems and web-based applications;
• Use of office systems and related equipment;
• Experience and comfortable working with numbers;
• Impeccable attention to detail;
• Strong document management skills;
• Excellent interpersonal skills;
• Ability to work well independently and with a team;
• Excellent time management skills, aptitude for proper task prioritization, and results – oriented work process;
• Ability to handle sensitive matters with tact and discretion;
• Professional demeanor, integrity, tact, and good judgment;
• Dependability; and
• Sense of humor

Working conditions

Work is generally performed in an office setting with frequent interruptions, multiple deadlines, applicant inquires, and peak workload periods.  Position will require attending a weekly BDCC/SeVEDS staff meeting, and daily collaboration. The position requires a schedule of work of 40 hours per week including evening meetings, as needed.

Physical requirements

Work may include prolonged sitting, as well as light to moderate lifting, reaching, stooping, pulling, pushing, manual dexterity, clear speech, visual and hearing acuity.  The need to transport files, paper and documents weighing up to 25 pounds is also required.

Direct reports

None

Interested parties having the required qualification / experience should send their resume via email to bkilburn@brattleborodevelopment.com no later than Friday, June 17, 2016.  No phone calls please.