Division Head – HUD Grants Manager

$60,419 - $98,068 yearly
  • City of Norfolk, Virginia
  • Norfolk, VA, USA
  • Jul 01, 2020
Full time Government Management

Job Description


The City of Norfolk seeks to engage a housing and community development professional who has experience with grant projects, compliance, and financial management related to HUD grants operations. The Division Head is responsible for all aspects of administration, grants management and  compliance of the HUD grants program.  The Division Head plans, implements, and oversees the activities and operations of the program pursuant to federal guidelines and regulations and in conjunction with the city’s 5-year Consolidated Plan (ConPlan) and the Annual Action Plan (AAP). The Division Head supervises a team of grant management staff that oversee and coordinate services to support housing, community services, and economic development programs associated with the HUD programs.

The individual will provide coordination, guidance, and expertise on applicable Federal regulations and requirements and understand how these guidelines interact with the city’s Consolidated Plan and Annual Action Plan.  They will ensure the implementation of the HUD  programs is in accordance with the federal guidelines, as well as direct the program’s planning and contract administration activities, while maintaining program information to document all activities and for reporting. In addition, the Division Head will oversee the budget set-up and reconciliation of financial reimbursements adhering to HUD regulations and rules, and the city’s financial requirements.

Tasks are of more than average difficulty and includes daily conferring with management, budget, and operational personnel affected by grant expenditures to ensure compliance with grant guidelines, federal regulations, and financial reporting. The exercise of reasonable initiative and independent judgment is required in communicating with funding agency representatives and subrecipients.  Work is performed under direction and reviewed through observation, documents submitted, results obtained, and reporting.

To be considered, candidates must attach a cover letter and current resume and complete the application at:  Norfolk JOBS


Essential Functions

  • Keep informed of and interpret federal laws, rules, notices, memorandums, codes and regulations for CDBG, HOME, and ESG Programs and ensure the city is in full compliance.
  • Responsible for directing the preparation of the 5-Year Consolidated and Annual Action Plans and the Consolidated Annual Performance Evaluation Report (CAPER); and overseeing the city’s implementation of the plans.
  • Conducts annual grant application processes; prepares annual calendar; updates related forms as necessary; conducts reviews of applications; and recommends awards.
  • Supervise HUD Program Specialists and Accountants in the review of Requests for Proposals, annual contracts, fiscal reimbursements, and other related program and financial activities.
  • Manage and train program and fiscal staff to administer the HUD entitlement grants along with Section 108 portfolio and other HUD grant funds secured in the future. This includes contract procedures, sub grantee fiscal and program monitoring, and related financial management systems.
  • Oversees the preparation of sub-recipient agreements, letters of agreement, contract extensions, amendment requests, and ensures compliance with contract agreement requirements in coordination with the city’s legal team.
  • Oversee the development and maintenance of systems to monitor all contracts and agreements for compliance with contract terms and conditions, federal and state laws, rules, regulations, and payment criteria; and ensures client compliance with funding agency requirements from grant award to project closeout.
  • Executes and/or supervises grant administration activities including activities necessary to satisfy grant award conditions including but not limited to the environmental review process, project reporting, Section 3, and Davis-Bacon requirements, reimbursement requests, and related functions.
  • Oversee the financial management and reconciliation of all accounts and assists in maintaining the financial/reporting systems for Federal Grants including HUD’s Integrated Disbursement and Information System (IDIS) for entitlement programs and corresponding accounts in the city’s financial management system.
  • Responsible for subrecipient monitoring and assisting sub grantees and vendors with compliance with federal regulations. Submits relevant reports as required by HUD.
  • Review payments for subrecipients, developers, contractors and vendors for program compliance prior to submittal for reimbursement; pre-audits all financial transaction forms for accuracy of accounts charged, documentation required and appropriate signatures; classifies, and summarizes financial transactions; gathers and enters data on new vendors.
  • Maintain accurate records of the grant contracts and coordinates the contract approval process with the Department of Finance - Procurement and others.
  • Assist with the audit of city departments’ miscellaneous vouchers relating to the grant funds; verifies invoices and budgetary line information and charges. Schedules payments, performs budget checks, and assembles attachments and related supporting documentation for the voucher.
  • Attend public hearings and advisory committee meeting as requested to assist with reporting and program issues; keeps informed of community, social and economic resources available to low- and moderate-income families.
  • Develop policy and formulate long-range strategic policy planning; oversees the preparation of annual budget, operating plans and submittal of required performance and grant reports
  • Maintain the absolute confidentiality of all records and information
  • Additional responsibilities as required or requested in a complex and changing work environment




Undergraduate degree in Public or Business Administration, Business Management, City Planning, or a closely related field. Two to three years demonstrated experience in managing teams in one or more areas of expertise.   

Preference/Desirable Qualifications:  

  • A Master’s Degree from an accredited college or university in one of the fields above is preferred.
  • Experience working with a HUD grantee, subrecipient and/or HUD is highly desirable including demonstrated knowledge and experience with affordable housing, community and economic development programs.
  • Five+ year’s experience developing or administering grant funded projects, management experience in housing development, neighborhood development, and/or related fields.
  • Knowledge of federal, state, and municipal laws and regulations governing housing and community development programs is a plus. 
  • Experience with direct HUD Grant administration and IDIS knowledge, hands on experience; or an equivalent combination of training and experience with federal grants.

NOTE: Equivalent combinations of education and experience may also be considered.

Knowledges, Skills, Abilities & Other Characteristics

  • Prepare grant applications and related program and fiscal reports.
  • Ability to plan, develop and coordinate compliance activities for grant funded programs.
  • Reading, understanding, interpreting, and applying relevant city, state and federal statutes, rules, ordinances, codes, and other governing regulations.
  • Ability to maintain effective relationships with coworkers, internal customers, the public and representatives from other local, state and Federal agencies.
  • Customer service and interpersonal skills.
  • Managing project budgets and contracts, and meeting critical time deadlines.
  • Ability to use standard office software to create and maintain complex spreadsheets, word processing documents, and reports.
  • Analytical and problem-solving skills.
  • Knowledge of math and ability to perform accurate calculations.
  • Knowledge of and ability to use a financial management information system.
  • Reviewing, updating and maintaining files, reports and documentation for grant programs, including organizing and managing records.
  • Ability to work in a team setting as well as independently.
  • Ability to communicate effectively, both orally and in writing.
  • Ability to plan, organize, and prioritize work.
  • Meticulous attention to detail and ability to produce accurate work under strict deadlines.
  • Honesty, professionalism, and the ability to maintain confidentiality.