Grants Administrator

About Our Organization:

We are WeGo. It's not just our name. It’s what we do. That forward-thinking movement is extended and enriched by branding that looks and feels the same no matter where it lives in our communities. The WeGo brand stands for a collaborative commitment to exceptional service, friendliness, integrity, and honesty as we connect riders to their community and one another.

Reports To:

Director of Grants

FLSA Status:

Exempt

Updated Date:

April 2025

This position is responsible for grant administration, ensuring that all grant funds are correctly secured and reported.

The job profile is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, and/or new ones may be assigned at any time with or without notice.

• Document all grant requests in the appropriate grant log for both MTA and RTA and prepare all grant submission requests based on documentation provided by Grant Coordinator, Grant Specialist, and Director of Grants.
• Obtain Authorizing Official’s approval for grant draws and submit as appropriate to granting agencies for payment processing to include Federal Draws through the Federal Transit Administration’s (FTA’s) web-based Electronic Clearing House Operation (ECHO) System, State Draws through Tennessee Department of Transportation (TDOT) and Metropolitan Government of Nashville & Davidson County (Metro) draws for both MTA and RTA.
• Log all grant requests based on documentation provided by the Grant’s Specialist and the Deputy Chief Operating Officer for the USDOT Delphi eInvoicing System.
• Route all SF270 Forms to the Authorizing Official for approval. Upon authorized signature, complete the Federal Draw in the DOT Delphi eInvoicing System.
• Create and request all state contract invoices monthly for both MTA and RTA, including sub-recipients when applicable.
• Monitor bank portals for both MTA and RTA for ACH payments to include Grant Payment Receipts, Subrecipient Grant Payment Receipts and Non-grant Payments. Complete deposit slips or spreadsheet documentation reflecting payments for both companies.
• Perform periodic reconciliations for both MTA and RTA between Grant Logs and General Ledger activities to ensure requests are recorded in the G/L accurately, payments received are recorded timely and that Receivables balances are correct.
• Prepare adjusting journal entries and submit to appropriate accounting personnel for entry into to ERP for any corrections needed.
• Complete and request yearly UROP state requests for both MTA and RTA.
• Prepare Labor and Fringe reports and coordinate Preventive Maintenance (PM), Americans with Disabilities Act (ADA) Access Service, Supplies/Materials/Contract Services, and Capital Project Manager time and effort reports as needed to perform various reimbursements during the fiscal year.
• Prepare quarterly grant expenditure reconciliation for federal, state, and local financial reports for MTA and RTA.
• Monitor balances in all federal, state, and local grants to ensure grant balances are not overdrawn.
• Complete check requests for signature upon receipt of federal and state funding for sub-recipients.
• Perform year-end reconciliations and prepare audit schedules and reports including SEFA schedule, expenditures, and receivables of activities between grants, revenues and fixed assets.
• Complete the grant assignment portion of all TDOT Vehicle and Equipment Asset Forms for all individual purchases by both agencies as required.
• Assist with responding to federal, state, and local oversight requests such as desk reviews and Financial Management Oversight and Triennial Reviews.
• Assist in the submittal of new or amended state match contract requests.
• Submit Annual or Quarterly Reports as specified for all open TDOT contracts via their website. Submit Final Reports for all state contracts upon completion for MTA, RTA and sub-recipients.
• Provide back up to the Grant Coordinator position as needed or assigned.

Years of Experience

2 years of experience Minimum in Accounting

Education

Associates Degree required, but a 4-year degree strongly preferred

Additional Requirements

• Considerable experience in office management required.
• High level of interpersonal skills
• Proficient Microsoft Office skills, especially Excel.
• Accounting or related bookkeeping experience strongly preferred.
• Must possess a valid driver’s license.
• Strong written and verbal communication skills and a strong proficiency in Excel a must.
• Must have robust mathematical and analytical skills and be very detail oriented.
• Must be able to work independently as well as collaboratively with all levels of management and personnel.
• Must be able to operate office equipment, including but not limited to telephone system, typewriter, computer system, printer, copy machine, facsimile machine, adding machine
• Computers and Software
• Office Equipment (printers/copy machines, fax machines, camera equipment, cash registers)
• Telephone Systems and Software
• Schedules, maps, route guides, and detour sheets.

WeGo Public Transit is committed to the full inclusion of all qualified individuals. As part of this commitment, we will ensure that persons with disabilities are provided reasonable accommodations.

Physical Demands

The employee sometimes climbs, balances, stoops, kneels, crouches, and/or crawls. The employee regularly stands, walks, sits, uses hands to finger handle, and/or feel, reaches with hands and arms, talks, and hears.

Lifts Weight or Exerts Force Work Environment

The employee occasionally lifts up to 25 pounds.

Visions

Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.

Work Environment

The employee is rarely exposed to outdoor weather conditions.