ARPA Program Specialist

Program Overview 

The American Rescue Plan Act Grant Coordinator within CARDD administers the multimillion-dollar grant program (“Program”) which will deliver millions in water and sewer projects to the State of Montana.   

Purpose:

Programs provide services to local governments, state agencies for water and sewer projects in the State of Montana. Oversees program policies, program requirements, funding sources, budgets, data analysis and reporting requirements. 

Essential Functions (Major Duties or Responsibilities):  These job functions are the essential duties of the position and are not all-inclusive of all the duties that may be assigned to the incumbent.

Program Duties 

Grant Management: 

• Negotiate and prepare contracts for each funded project including the development of individual project specifications, scope of work, budget, schedule, and work plan.   
• Monitor compliance with the terms of contracts, applicable statutes, rules, and policies, and procurement requirements.  These duties are performed through site visits, correspondence with the project sponsor, review of quarterly reports and reimbursement requests.   
• Identify problems with project implementation and seek to assist the project sponsor with solutions.  Redirect the contracts or project plan to facilitate project success. 
• Provide the bureau chief with recommendations as to approve or deny disbursal requests for grant funds.  Review the project file to ensure that reimbursement requests are allowed by the grant contract and that the disbursement of funds reflects the completion of project milestones.    
• Amend contract clauses through the negotiation of contract specifications, budgets, and the project schedule as necessary to reflect changes in project implementation.   
• Track and document compliance with contract scope, schedule and budgets.  Work with the Agency legal team and management to resolve contract disputes according to Agency policy.   

Outreach and Technical Assistance: 

• Performs outreach, training and informational activities to promote the Program for successful implementation of projects. This includes providing information and responses to the public, legislators, and the news media on the activities, merits, goals, and objectives of the program, developing written informational materials, facilitating public meetings, and presentations to potential applicants to encourage participation. 
• Solicits applications, provide technical assistance.  This includes assisting potential applicants in identifying, developing, and designing projects; advising on the statutory and program criteria for project eligibility and competitiveness (e.g., procurement law, contract management, legal issues, application of MEPA and NEPA, etc.); referring applicants to funding mechanisms offered through other state and federal programs; advising potential applicants on the feasibility of project applications; and providing guidance on the process of departmental and legislative approval necessary to receive project funding. 

Program Improvements: 

• Assist applicants by referring or coordinating communication with appropriate Agency or other government resources.   

Regulatory Compliance: 

• Monitor changing state and national legislation and related issues affecting renewable resources and funding issues to determine their impact on the Program and recommends appropriate legislative, policy or Program modifications to supervisor. 
• Review and provide guidance for contracts to ensure compliance with other state and federal laws. 
• Review Montana Environmental Policy Act compliance for projects.   
• Follow policies, rules, and procedures to ensure compliance with legislative intent, Montana Code Annotated, Administrative Rules of Montana, and state accounting and budgeting standards.   
  • follow Program accounting and monitoring methods and systems;  
  • ensure consistency with Agency, Division and Program policy direction and guidance. 

Reporting: 

• Track funding levels through review of financial reports and review for approval of expenditures.  Review and approve all requisitions, expense claims, vendor claims, etc. for contracts. 
• Review and approve grant progress reports. 
• Provide grant application reports to support legislative initiatives impacting the Program.   
• Compile project summary reports and presentation materials.   
• Track the status of grant projects using Agency databases. Support Agency development of geospatial information system (GIS) products such as interactive maps. 

Other Duties as Assigned:

This position performs a variety of other duties in support of ongoing Division and Department operations.  Assist in the bureau’s response to special opportunities, requests and needs that can be met by the program.  This includes conducting research on potential project characteristics; coordinating with other state and federal agencies; developing recommendations, and summary reports; etc.