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 the Coalition 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 Program Associate to support our Development efforts and Grantmaking programs. This role is essential for ensuring the smooth financial operations of our grantmaking initiatives, maintaining our development database, and providing general administrative support for our activities in fundraising and grantmaking. The ideal candidate will have strong administrative skills, 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, including tracking expenses and revenue for grantmaking initiatives.
• Payment processing for grantees and vendors, ensuring accuracy and timeliness.
• Documenting financial transactions meticulously for audit readiness and internal record-keeping.
• Federal compliance tracking and documentation, including rules for spending federal funding and also IRS rules for making charitable grants, ensuring adherence to all federal regulations and reporting requirements.
• Organizing and maintaining grant documents in our grants management system and other related files. Organizing, regularly updating, and maintaining our development CRM database with donor information, communications, and gift records.
• Coordinating signatures on grant agreements, payment authorizations, and financial transfers.

• Managing email traffic and scheduling calls/meetings with many external parties, including prospective funders and partners.
• Writing clear and polite professional emails to external and internal partners.
• Conducting internet research on funding organizations and programs, conferences, and meetings to identify new opportunities.
• Coordinating projects, as needed, and ensuring tasks are completed on time and objectives are met.
• Directly communicating with grantees regarding administrative procedures and inquiries.

• Education: Bachelor's degree preferred, or equivalent experience in a related field.
• Experience:

• 2+ years of experience in program support, financial administration, administrative support, or a similar role.
• Prior experience in grants management/grants administration and working with grants management systems is required (e.g. Salesforce, Submittable, Foundant, Fluxx, Gifts, etc.)
• Prior experience with detailed program budgeting, financial record-keeping, or bookkeeping/accounting is required.
• Experience in fundraising and development work is a plus.
• Familiarity with federal grant compliance and reporting is a plus.
• Experience managing schedules, coordinating meetings, and handling professional correspondence.
• Experience managing projects and working within tight timelines.
• Experience conducting online research and presenting findings effectively.
• Experience handling confidential financial and donor information.

• 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.
• Proficiency in Salesforce or similar CRM databases for data entry, reporting, and maintaining donor records.and reporting.
• Proficiency with Google Office Suite (including Google Drive, Gmail, Google Docs, and Google Sheets).
• Proficiency with Slack and online project management tools.
• Proficiency with mail merge functions.
• Strong written and verbal communication skills, with an emphasis on clear and professional email correspondence and calendaring.
• Knowledge of federal IRS compliance requirements for charitable grants.
• 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.

ICLEI – Local Governments for Sustainability USA, Inc. is an Equal Opportunity Employer. Women, Black, Indigenous and People of Color, veterans, and members of the LGBTQ+ and other underrepresented groups are strongly encouraged to apply.