Job Description

Posting number: NM.100 09-2026 OBF

Department: BUDGET & FINANCE

Job classification: NON-MERIT POSITION

Posting type: Open

Categories: Administrative Assistant, Clerical & Data Entry, Office and Administrative Support, Database Administration

Summary

Regular Schedule: 34 hours per week

A Non-Merit vacancy exists in the Office of Budget and Finance, Grants Management Division.

Non-Merit positions are not classified within the Baltimore County Government Classification and Compensation Plan.

A list of eligible applicants will be established based on the examination as outlined below.

Current and future vacancies occurring in any Office or Department of Baltimore County General Government may be filled from the list of eligible applicants.

All interested candidates must apply at this time.

List all promotions and changes in job duties due to reclassification as separate work experiences on your application. Applicants must include the dates of the promotions and reclassifications.

Note: Failure to complete all fields of the "Work Experience" section of the application will result in your application not being considered. A resume will not be considered in determining your qualifications for a position. Applicants selected for an interview may provide a resume at that time.

You can attach your transcript(s) or license(s) to your application.

Failure to submit proof of Licenses, Certifications and Education will result in your application not being considered. Proof of licenses, certifications, and/or education must be submitted with each application.

Examples of duties

DEFINITION OF RESPONSIBILITY

Reporting to the Chief of Grants Management and under general supervision, the Grants Management Administrative Lead is responsible for providing a wide range of complex office administration and support.

ESSENTIAL FUNCTIONS

The Grants Assistant will support the division in the implementation and administration of departmental procedures while executing complex, technical, and administrative tasks in the field of Grants Management. This includes, but is not limited to:

• Application Intake & Screening: Review incoming grant applications from Baltimore County departments or community organizations for completeness, technical accuracy, and alignment with division guidelines before submission.
• Compliance Tracking: Monitor grant expenditures, invoices, and matching funds to ensure strict alignment with local, state, and federal procurement laws and funding restrictions.
• Communication: Drafts correspondence, reports and documents; Answers questions from applicants, guide prospective grantees, and liaise with partner agencies/departments.
• Database Management: Maintain and update the centralized grant tracking system, ensuring accurate entry of award amounts, performance metrics, and key milestones.
• Deadline Management: Track and enforce strict deadlines for grant submissions, progress reports, closeout documents, and public notices to prevent funding forfeitures.
• Document Preparation: Help format grant proposals, compile budgets, and organize required paperwork.
• Inter-Departmental Liaison: Serve as the primary administrative point of contact for departments regarding their respective grant-funded projects.
• Public Records & Reporting: Assist in preparing public transparency reports, memos for the City Manager/Mayor, and documentation required for City Council resolutions and public record requests.
• Report Management: Assist with managing automated report schedules within the Grants Division to deliver critical operational data to department managers, on a recurring basis.
• Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures. Handle confidential matters with discretion.
• Performs other duties as assigned.

Qualifications

Required Qualifications

Associate's degree

plus

three (3) years' administrative/secretarial experience. One year must have been in a Lead role.

Preferred Education

Graduation from an accredited college or university with a bachelor's degree, preferably in business administration, public administration, FInance, or a related field.

Knowledge, Skills, and Abilities

• Ability to organize and attention to detail.
• Thorough knowledge and understanding of administrative processes and procedures. Knowledge of current policies and procedures.
• Proficiency in Microsoft Office Suite (especially intermediate to advanced Excel skills for data tracking).
• Ability to use independent judgment in applying and interpreting policy and procedures.
• Ability to work on multiple projects in a fast-paced environment simultaneously while also ensuring effective and efficient use of time.
• Ability to communicate effectively both orally and in writing. Ability to establish and maintain effective working relationships with all levels of staff as well as the public and members of other organizations.
• Skill in resolving administrative problems and complaints. Skill in extracting and summarizing information and preparing correspondence and reports

Supplemental information

The work of this position is essentially sedentary, with occasional walking and/or lifting or other restricted physical activities.

Employment Background Investigation

Applicants selected for an appointment to a position in Baltimore County must successfully complete an employment background investigation, including, but not limited to a criminal background, education, and fingerprint check.