Job Description An island community rich in history and opportunity, Galveston is the ideal place to live, work and raise a family!

Job Description SUMMARY:

Under general supervision, provides various technical program assistance and clerical support to staff for the administration of grant programs assigned to the Department.

ESSENTIAL FUNCTIONS

Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. Factors such as regular attendance at the job are not routinely listed in job descriptions, but are an essential function. Essential duties and responsibilities may include, but are not limited to, the following:

• Serves as a receptionist for the Department; receives and refers callers; maintains appointment schedules; responds to various inquiries and provides program information; transcribes letters, reports, statements and memos.
• Obtains eligibility documentation from applicants for the CDBG and HOME housing rehabilitation/reconstruction and home buyer assistance programs.
• Reviews eligibility documentation for applicants; determines eligibility for funding in accordance with CDBG and HOME programs.
• Coordinates the preparation of legal documents for loan and grant closings, including promissory notes, mortgages, escrow agreements and construction contracts.
• Facilitates pre-construction conferences with the homeowner and contractor to implement contract documents and discuss the project aspects.
• Facilitates and attends home buyer closings.
• Prepares monthly delinquent reports, letters and reports.
• Maintains various filing systems; data enters requisitions for purchase orders; processes invoice payments; maintains financial records of program expenditures.
• Prepares activity reports and submits to HUD; prepares labor standards enforcement reports.
• Maintains and updates the loan portfolio for CDBG and HOME housing rehabilitation/reconstruction and home buyer assistance programs.
• Assists in the preparation of the Annual Consolidated Plan and the Consolidated Annual Performance and Evaluation Report.
• Prepares loan payments for deposit; participates in the review and processing of loan payoffs, refinancing requests and associated processes.
• Participates in the preparation of bid documents for contractor procurement of CDBG and HOME projects.
• Updates rehabilitation/reconstruction and homebuyer assistance waiting list; prepares insurance letters for homeowners and contractors.
• Performs various recordkeeping; processes bi-weekly payroll; maintains staff records.
• Assists the Housing and Community Development Analyst in the preparation and presentation for the annual Fair Housing Event and the GISD Back to School Event.
• Orders and maintains office supplies; schedules equipment maintenance.
• Arranges and coordinates travel schedules and reservations; maintains travel expenses and related activities.
• Maintains public information requests.
• Supports the relationship between the City of Galveston and the general public by demonstrating courteous and cooperative behavior when interacting with citizens, visitors, and City staff; maintains confidentiality of work-related issues and City information; performs other duties as required or assigned.
• Employees may at any time be required to work in order to provide for the safety and well-being of the general public, including the delivery and restoration of vital services, in the event of an emergency.

KNOWLEDGE AND SKILLS

Knowledge:

• City organization, operations, policies, and procedures.
• State and federal regulations and requirements governing the various grant programs.
• Local community demographics and statistics.
• Code of Federal Regulations.
• City building codes.
• Housing Quality Standards.
• Federal Labor Standards provisions.
• Environmental reviews.
• Performance management systems.
• Basic accounting and budgeting principles and practices.
• Research methods.
• Accounts payable and loan processing methods and practices.
• Basic office management principles and practices.
• Principles and practices of project management.
• Principles and practices of record keeping.
• Business and personal computers, and spreadsheet software applications.

Skill in:

• Handling situations requiring diplomacy, fairness, firmness and sound judgment.
• Providing efficient customer service.
• Multi-tasking.
• Identifying and reconciling discrepancies in data and information.
• Understanding and applying City policies and procedures, and applicable federal and state regulations.
• Explaining state and federal grants management and administration policies and procedures.
• Establishing and maintaining cooperative working relationships with all levels within the City.
• Communicating effectively verbally and in writing.

MINIMUM QUALIFICATIONS

High School diploma or equivalent; AND five years' experience in advanced staff support, including bookkeeping and loan processing; OR an equivalent combination of education and experience.

LICENSE AND CERTIFICATION

Possession of a valid Texas driver's license.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

Work is performed primarily in a standard office environment. May be required to lift and carry items weighing up to 10 pounds. Compensation Range The City of Galveston is an equal opportunity employer and will consider only the qualifications of the applicants. The City does not tolerate any form of discrimination based on race, color, religion, sex, age, national origin, or physical/mental disability in employment or provision services.