Grants Financial Analyst

Job Title: Grants Financial Analyst Classification: Non-Exempt Department: Community Development Division: CDBG Supervisor: Director of Grants & Strategic Development Effective: 10/20/2026

JOB SUMMARY:

The Grants Financial Analyst is a grant-funded, full-time position within the Grants Administration Department. The position performs technical financial, administrative, and program-support work associated with grant-funded activities administered by the Department. Responsibilities include grant budget monitoring, expenditure tracking, financial reconciliations, reimbursement and drawdown requests, financial reporting, recordkeeping, and documentation requirements. Work includes maintaining accurate financial records; tracking grant expenditures, project budgets, reimbursement status, and available funding balances; compiling invoices, payment requests, payroll records, contracts, procurement documentation, and other supporting materials; and assisting with preparation of complete reimbursement packages.

The Grants Financial Analyst maintains complete and audit-ready financial and program files; assists with monthly reconciliations, fiscal year-end activities, grant closeout, audits, monitoring reviews, and required reports. For CDBG-funded activities, the position assists with preparing and organizing financial and supporting documentation for reimbursement requests, drawdowns, PR29 reporting, CAPER preparation, audits, monitoring reviews, Citizen Advisory Committee meetings, public hearings, and other HUD reporting requirements. The employee interfaces with City staff, the Finance Department, contractors, consultants, CDBG-funded agencies, applicants, vendors, and the public; provides general administrative and customer-service support; and assists with intake logistics, document collection, and file organization as assigned. General supervision is received from the Director of Grants and Strategic Development, and performance is evaluated through conferences, reports, and results achieved.

Qualifications

EDUCATION & EXPERIENCE REQUIREMENTS:

High school diploma or G.E.D. is required. Bachelor’s degree or associate degree from an accredited college or university in accounting, finance, business administration, public administration, or a closely related field is preferred. Experience in bookkeeping, accounts payable, financial recordkeeping, grant administration, governmental administration, office administration, or a related field is preferred. A comparable combination of education, training, and directly related experience may be considered. Experience working with federal, state, local government, nonprofit, or grant-funded programs is preferred. Experience reviewing invoices, payment requests, budgets, financial records, or supporting documentation is preferred. Must be proficient in Microsoft Office applications, including Excel, Word, Outlook, and PowerPoint, and be able to prepare and maintain spreadsheets, reports, correspondence, and electronic files. Must be proficient in the use of a personal computer, ten-key calculator, copier, scanner, telephone, and other standard office equipment. Must have knowledge of basic bookkeeping principles, filing systems, and records-management practices. Must be able to accurately enter data, prepare correspondence and reports, maintain organized electronic and hard-copy files, and perform detailed work with a high degree of accuracy. Must be able to communicate proficiently in English and Spanish, both orally and in writing.

III. EMPLOYMENT REQUIREMENTS:

Applicant must take and pass a drug, physical, and pre-placement screening administered by the City of Mission doctor at the City’s expense. Applicant will be subject to a complete background investigation. Incomplete, inaccurate and/or failure to report information will cause the applicant rejection from consideration. Applicant must maintain a professional appearance and conduct themselves in a courteous, professional manner when interacting with the public, City staff, contractors, agencies, and other stakeholders. Applicant must have a current valid class “C” driver license from the department of Public Safety with no more than two (2) moving traffic violations within the past two (2) years.

IV. SKILL ABILITY REQUIREMENT:

Ability to follow established work schedules, procedures, internal controls, and direction from the supervisor. Ability to maintain accurate, detailed, and confidential financial, program, applicant, contractor, and agency records. Ability to review invoices, payment requests, financial records, reimbursement documentation, and supporting materials for completeness, accuracy, and consistency with approved budgets and program requirements. Ability to reconcile grant financial records, expenditure reports, reimbursement requests, and supporting documentation with approved budgets, City accounting records, and available funding balances; identify and communicate discrepancies for resolution. Ability to track grant expenditures, project budgets, reimbursement status, reporting deadlines, and available funding balances using spreadsheets, grant-management software, and other tracking tools. Ability to compile, organize, and prepare timely financial, program, and compliance reports. Ability to prepare, organize, and maintain complete financial and program documentation for internal review, monitoring, single audit support, external audits, and other compliance reviews. Ability to assist with fiscal year-end and grant closeout activities, including reconciliation of expenditures and balances, collection of outstanding documentation, preparation of required reports, record retention, and completion of closeout checklists. Ability to identify incomplete, missing, inconsistent, or potentially ineligible documentation and communicate findings to the appropriate supervisor or responsible party. Ability to understand, interpret, and apply written policies, procedures, grant agreements, contracts, regulations, and City requirements applicable to assigned duties. Ability to maintain organized electronic and hard-copy filing systems and retrieve documentation efficiently for reimbursement requests, monitoring reviews, audits, public records requests, and other departmental needs. Ability to handle confidential information and exercise sound judgment in the handling of applicant, financial, personnel, contractor, and grant-related records. Ability to communicate clearly, accurately, and professionally in English and Spanish, both orally and in writing. Ability to provide courteous and effective customer service and respond tactfully to inquiries from residents, applicants, contractors, vendors, agencies, City staff, and the general public. Ability to establish and maintain effective working relationships with supervisors, co-workers, other City departments, consultants, contractors, subrecipients, and external agencies. Ability to manage multiple assignments, meet deadlines, prioritize work, and maintain accuracy while performing a variety of financial, administrative, and program-support duties. Ability to prepare professional correspondence, memorandums, spreadsheets, reports, meeting materials, and other documents. Ability to assist with onsite file reviews, monitoring visits, project meetings, and other grant-related activities, as assigned. Ability to perform special projects and other related duties as assigned.

V. ESSENTIAL JOB FUNCTIONS:

Maintains grant financial records, activity budgets, expenditure trackers, reimbursement logs, funding balances, and other financial tracking tools. Tracks grant expenditures and compares activity-level records to approved budgets, reimbursement requests, and City accounting records; identifies discrepancies or missing information for supervisory review and resolution. Assists with preparation, assembly, review for completeness, and routing of reimbursement requests, drawdown packages, invoices, payment requests, progress payments, and supporting documentation. Compiles and organizes invoices, contracts, purchase orders, payroll records, proof of payment, procurement records, and other documentation required to support grant expenditures. Assists with monthly grant reconciliations and prepares supporting schedules, expenditure summaries, and other documentation needed for internal review. Maintains organized, complete, and audit-ready electronic and hard-copy grant files in accordance with City policy, grant requirements, and record-retention requirements. Assists with fiscal year-end and grant closeout activities, including reconciliation of expenditures and available balances, collection of outstanding documentation, preparation of closeout records, and completion of required checklists. Prepares and compiles financial, program, and compliance documentation for reimbursement requests, internal reports, monitoring reviews, audits, PR29 reporting, CAPER preparation, and other required City, state, and federal reports. Assists with preparing financial schedules, supporting documentation, and other records requested for internal reviews, single audits, external audits, monitoring visits, and other compliance reviews. Tracks reporting deadlines, reimbursement status, agency expenditures, budget balances, outstanding documentation, monitoring items, and corrective-action follow-up items; assists with monitoring CDBG-funded agencies and contractors by maintaining monitoring files, tracking required reports, preparing follow-up correspondence, and documenting outstanding items. Assists with organizing and tracking records related to procurement, suspension and debarment, Section 3, environmental review, labor standards, contracts, and other applicable grant requirements, as assigned. Prepares correspondence, memorandums, spreadsheets, meeting materials, reports, mailing packages, and Special Requirements

NON-ESSENTIAL JOB FUNCTIONS

None

EQUIPMENT/MATERIALS:

General office, computer, financial, grant-management, and safety equipment/materials, including but not limited to: Desktop or laptop computer, keyboard, mouse, monitor, telephone, cellular phone, and printer. Copier, scanner, fax machine, postage meter, calculator, ten-key calculator, and other standard office equipment. Microsoft Office applications, email, internet, grant-management software, financial/accounting systems, document-management systems, and other City-approved computer software. City vehicle, when authorized and required for official City business. Digital camera, tablet, or other electronic devices used for document collection, monitoring visits, meetings, or project-related activities. General office supplies, including pens, pencils, highlighters, stapler, paper clips, binders, folders, labels, rulers, and binding materials. City policy and procedure manuals, grant agreements, contracts, federal and state guidance, program files, forms, checklists, and other reference materials. Personal protective equipment and safety materials, as required for assigned site visits, inspections, or City events.