Senior Administrative Officer

Job description

About ICLEI

ICLEI-Local Governments for Sustainability (ICLEI) is the first and largest global network of more than 2,500 local and regional governments devoted to solving the world’s most intractable sustainability challenges. The worldwide network is active in 125+ countries, focused on influencing sustainability policies and driving local action across five key pathways: low emissions, resilient, equitable, people-centered, nature-based, and circular development.

As the USA Office of the global ICLEI network, ICLEI USA is separately incorporated. We develop and deliver leading-edge tools and resources, including our state-of-the-art emissions-management tool, ClearPath2.0 platform, to support local governments in their climate change efforts. Our standards, tools, and programs credibly, transparently, and robustly reduce greenhouse gas emissions, improve lives and livelihoods and protect natural resources in the U.S. communities we serve. ICLEI USA and our network partners are working to keep 1.5 ℃ alive through a data-driven approach and focus on just and equitable communities.

About Our Members

Local government members (cities, counties, towns, regions and Tribes) are the core of our organization.  This network of government professionals are the catalysts for a movement toward deep reductions in carbon pollution and tangible improvements in sustainability, resilience and equity. For over 30 years, ICLEI USA has partnered with our members to reduce emissions and become healthier, stronger, and more prepared.

About the Municipal Investment Fund (MIF)

ICLEI-Local Governments for Sustainability USA is partnering with theCoalition for Green Capital (CGC) to provide grants for market-building activities and technical support to help communities — Local governments, Tribes, and their partner not-for-profit organizations. The goal of this grant program is to develop public-private partnership plans that can accelerate the deployment of capital to clean energy projects. Selected communities will receive grant funding and expert guidance to create supportive policy environments, build partnerships, and create project pipelines for clean energy development.

Position Description

ICLEI USA is looking for a highly organized and detail-oriented Senior Administrative Officer to support the MIF grant program. This role is essential for ensuring the smooth operations of our grantmaking initiatives, carefully managing and documenting all financial transactions, ensuring that we follow all federal compliance rules, and maintaining our grant databases. The ideal candidate will have strong administrative skills, financial/bookkeeping expertise, previous experience with grants management and federal compliance rules, a keen eye for detail, and a commitment to supporting climate action at the local level.

This position has a 1-year term with a potential for extension, depending on funding availability and the employee’s performance.

Key Responsibilities

• Detailed program budgeting and financial management, including preparing financial draw documentation and tracking expenses and revenue for grantmaking initiatives. Documenting financial transactions meticulously for audit readiness and internal record-keeping.
• Payment processing for grantees and vendors, ensuring accuracy and timeliness. Review reimbursement requests from grantees for compliance and communicate any changes needed.
• Federal compliance tracking and documentation, ensuring compliance with all rules for spending federal funding and also IRS rules for making charitable grants, ensuring adherence to all federal regulations and reporting requirements.
• Organizing, regularly updating, and maintaining grant documents and grant data in our grants management system and in other related files.
• Coordinating signatures on grant agreements, payment authorizations, and financial transfers
• Coordinating projects and ensuring tasks are completed on time and objectives are met.
• Directly communicating with grantees regarding administrative procedures and inquiries.

Position Requirements

• 4+ years of experience in financial management, grants management, program administration, or a similar role, or 2+ years experience with advanced degree.
• Preferred candidates will have an advanced degree or technical training/certification in a related field.
• Experience with detailed program budgeting, managing financial transactions, and/or financial record-keeping. Bookkeeping/accounting experience is ideal.
• Experience with federal compliance and reporting, including rules for federal grant recipients and for grantmakers.
• Experience with grants management/grants administration and grants management systems (e.g. Salesforce, Submittable, Foundant, Fluxx, Gifts, etc.)

Skills

• Exceptional organizational skills and meticulous attention to detail are a must.
• Ability to construct and maintain detailed program budgeting spreadsheets and track and document financial transactions accurately for audit purposes.
• Knowledge of federal IRS compliance requirements for charitable grants and for recipients of federal funding.
• Knowledge and ability to use Salesforce or similar CRM databases for data entry, record-keeping and reporting.
• Knowledge and ability to use Google Office Suite (including Google Drive, Gmail, Google Docs, and Google Sheets), Slack, and project management tools.
• Strong written and verbal communication skills.
• Ability to manage multiple tasks and deadlines efficiently.

Attributes

• Positive attitude and willingness to jump in wherever needed.
• Ability to constantly adjust and thrive in a fast-paced work environment, with many dynamic external factors that affect our work on a daily basis.
• Proactive and resourceful in problem-solving.
• Ability to work both independently and collaboratively within a team.
• Highly responsible, reliable, and trustworthy.
• Strongly committed to ICLEI USA’s mission / passionate about climate action and sustainability.

Benefits

This position is fully virtual and requires connecting with team members and external partners often throughout each day via video conference, with occasional travel as needed. This position is open to US residents. The salary range for this position is $78,000 - $95,000 depending on the applicant’s experience and location. We offer a generous benefits package and the opportunity to support climate action in hundreds of communities across the country. This position offers opportunities for growth, professional networking and learning.

Diversity, Equity, Inclusion & Equal Employment Opportunity

ICLEI USA is an equal opportunity employer. We celebrate the diversity of our team, which is critical to our success. Women, Black, Indigenous and People of Color, veterans, and members of the LGBTQ+ and other underrepresented groups are strongly encouraged to apply.Studies from Harvard Business Review and others have shown that women, people of color, and other under-represented groups are less likely to apply for jobs unless they believe they are able to perform every task in the job description. Therefore, ICLEI USA encourages you to think broadly about how to apply your experience and skills to the role.

To Apply:

Deadline: ⁶⁄₁₆ - 11:59pm PT