JOB TITLE: Accounts Payable and Grants Specialist
SUPERVISOR: Grants and Finance Manager
JOB DESCRIPTION: The Accounts Payable and Grants Specialist, under general supervision, performs a variety of functions and activities required for accounts payable, Federal and State grant acquisitions, procurement, compliance, and administration.
SALARY: $60,000 a year
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Manages the utilization of capital, operating, and planning grants for KAT throughout their lifecycle.
- Monitor and maintain multi-year grants and grant agreements.
- Prepare A/P items, ensure accurate entry into Oracle accounting software, review and edit reports, and process payments.
- Maintain vendor relations, A/P records and files, and obtain necessary approvals and documents to ensure timely payment to all vendors. Processes invoices for payment against grant funds and ensures all expenditures are compliant with federal, state, and local requirements.
- Reconcile monthly P-card purchase activity and travel reimbursements.
- Completes initial, quarterly, annual, and final grant reports for FTA grants through the Transit Award Management System (TrAMS).
- Assists with the development of grant applications, budget revisions, and amendments in TrAMS.
- Assists in the preparation of programs of projects, project justification, and project budgeting for operating, capital, and planning grants.
- Coordinates with the City of Knoxville’s Finance and Accounting Departments on receipt, disbursement, and accounting of grant funds.
- Coordinates with Tennessee Department of Transportation (TDOT) staff on grant contracts and related procurements.
- Assists in monitoring KAT system compliance with federal and state regulatory requirements for grant eligibility.
- Coordinate with the City Purchasing Division for the acquisition of supplies and services above the Federal Micro-Purchase ($3,500) and above the Small Purchase ($10,000) or above limits
- Where appropriate, obtain required vendor quotes for procurement of goods and services and complete procurement actions through the City Purchasing Division
- Coordinate with the City Purchasing Division to add potential vendors to the City’s authorized vendor list
- Maintain working knowledge of City, State and FTA purchasing rules and regulations
- Other duties as assigned.
EDUCATION/EXPERIENCE:
Bachelor’s degree in Accounting, Public Administration, Finance, Business Administration, or related field. Experience working in a transit system and/or experience in grant administration preferred.
SKILLS AND ABILITIES:
- Verifiable knowledge of Microsoft Office Applications (Excel and Word required)
- Ability to learn and use Orbit, Oracle Financial programs.
- Ability to read, analyze, and interpret common scientific and technical journals, financial reports, and legal documents.
- Working knowledge of fund accounting, including appropriation and budget procedures.
- Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community.
- Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages.
- Ability to define problems, collect data, establish facts, and draw valid conclusions.
- Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The employee is regularly required to sit; use hands to finger, handle or feel objects, tools, or controls; and see, talk and/or hear. The employee occasionally is required to stand, walk and reach with hands and arms. May experience repetitive motion of wrist, hands, and/or fingers. Occasional reaching above shoulders, below waist and reaching waist to shoulders.
WORK ENVIRONMENT:
The work environment is representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level is usually quiet.
Inside office conditions with moderate work pace pressure.
Job Post Closing: May 16, 2025
