Grants Administrator

General Description

The purpose of this position is to perform advanced accounting duties to analyze, monitor, and report financial transactions of the City. Administrative and analytical work in the coordination, researching, monitoring, and reporting of financial grants. Work is carried out under the general supervision of the Budget & Financial Planning Manager and is reviewed through observations, conversation, and evaluation of results achieved.

Essential Job Functions

The following essential functions represent the primary duties of this position but should not be considered an all-inclusive list of responsibilities. Other duties may be required and assigned.

• Seek and develop new granting opportunities for the City; procures grant updates, manuals, and documents through the Internet and otherwise as necessary; develop forms, processes, procedures and policies for implementing a consistent grant application methodology.
• Responsible for the research, development, preparation, coordination and monitoring of grant applications, and contracts to ensure compliance with grant processes.
• Assist with determining needs and qualifications for grant programs. Works with the public, including local groups and agencies, to determine projects/services/programs for which grants may be available, and interacts with government agencies for guidance and making the required reports.
• Write grant applications.
• Develop and prepare written and oral presentations regarding grants.
• Conduct research for grant programs, participate in contract negotiations and interpretation of data regarding grant programs.
• Prepare appropriate reports ensuring compliance with various grant program requirements.
• Balance and audit grant reports as required. Review monthly expenditure reports and make budgetary adjustments as necessary.
• Monitor grant funds as required.
• Prepare annual financial statements for grant programs. May work with external auditors in the examination of financial records related to grant programs.
• Research, prepare, and present staff reports to City Council on issues and concerns brought by the community.
• Provide explanations of the planning process, City codes, and State planning law to community members.
• Bring community/neighborhood concerns to the attention of City staff and public officials.
• Assist in the development of the annual grant program budget. Prepare budgetary documents, compile departmental figures as required.
• Maintain files, office records, and other official documents as required. Assemble and research material from files and records for use in preparing reports, summaries, tabulations, and office correspondence.
• Assist and maintain specialized spreadsheets and systems for recording and tracking grant spending for assigned grants; approve requisitions and invoices for the support of restricted fund expenditures; create and distribute reports as needed; assist in updating files of material such as grant application, award, related invoices/spending, reimbursements, and other required documentation; request signatures from the appropriate departments and submits final request for
• Assist in documentation and monitoring of internal
• Ensure assigned processes and transactions follow internal policies and procedures, standard accounting principles, practices, and procedures and applicable external federal and state laws, regulations, and guidelines. Refer to policy and procedure manuals, computer manuals, codes/laws/regulations, publications, and reference texts,
• Prepare and/or process a variety of grant documentation associated with department operations, per established procedures and within designated timeframes; review various documentation for accuracy and completeness; distribute/issue various
• Perform other duties as assigned or as may be necessary.
  
  

Knowledge, Skills & Abilities

• Knowledge of grant application process and procedures and accounting practices.
• Knowledge of Business English, spelling, punctuation, arithmetic, and modern office practices, to include record keeping methods.
• Knowledge of requirements for grant funded projects and related policies and procedures.
• Knowledge of granting structures.
• Knowledge of word processing and spreadsheet programs, such as Microsoft Word/Excel, Microsoft Outlook, and Edmunds and Associates.
• Knowledge of, or the ability to learn, applicable State and Federal record keeping rules and regulations.
• Ability to operate a telephone, calculator, copy machine, facsimile machine, computer, printer, and any other office equipment required.
• Ability to organize, multi-task, anticipate needs, and take control of any situation.
• Ability to think effectively while speaking to a public body.
• Ability to plan and manage multiple projects; to successfully perform a variety of tasks simultaneously or in rapid succession; and, to concentrate and accomplish tasks despite interruptions.
• Ability to gather and present accurate information to potential funders; ensuring the proposal matches the funder's requirements prior to submission.
• Ability to prepare and maintain accurate records, and utilize software as it pertains to applications and grant writing.
• Ability to review and interpret highly technical information.
• Ability to operate office equipment and personal technology devices including, but not limited to, computer, audio-visual equipment, iPad, smartphone, typewriter, calculator, copier, facsimile machine, and multi-line telephone system.
• Ability to establish and maintain effective and amiable relationships with the public, members of City Council, leadership, supervisors, residents, customers, employees, other departments and agencies.
  
  

Minimum Qualifications

An equivalent combination of education and experience may be considered, provided that the education and experience are in a relevant and related field.

• Bachelor's degree from an accredited college or university in public administration, business, urban planning or related area of study and a minimum of three (3) years of current experience in grant writing and/or administration.
• Must possess excellent communication skills, both oral and written, with a strong understanding and command of the English language; ability to write technical materials.
• Valid Florida Driver's license. A valid out of state License is acceptable, but selected candidates must obtain and provide a valid Florida driver's license within thirty (30) days of start date.
  
  

Preferred Qualifications

• Prior experience with community/citizen outreach, assistance, or citizen response programs, specifically in a municipal government setting.
  
  

JOB LOCATION

City Hall Annex. Occasional travel to other City locations and other municipalities may be required.

Additional Position Information

• Physical Requirements: Prolonged periods of sitting at a desk and working on a computer, occasional standing, walking, bending/twisting, pushing/pulling up to 10 lbs., lifting up to 10 lbs.
• Environmental Conditions: Exposure to dim or bright lights.
• Sensory Requirements: Some tasks require the ability to perceive and discriminate visual cues or signals. Some tasks require the ability to communicate orally.
  
  

ADA Statement: The City of Apopka is an equal opportunity/affirmative action employer committed to achieving excellence and strength through diversity. The City seeks a wide range of applicants for its positions so that one of our core values, a qualified and diverse workforce, will be affirmed. Americans with Disabilities

Disclaimer

The City of Apopka reserves the right to fill positions prior to the closing date and also reserves the right to close the posting prior to the date indicated. Positions will be filled by competitive selection from among categories of qualified and available candidates. It is the policy of the City of Apopka to give first consideration to all employees and other internal applicants prior to considering external (outside) applicants. Applicants should expect a starting salary at the minimum of the pay grade range; applicants with exceptional qualifications and/or experience may be eligible for a rate of pay which is higher than the range minimum upon approval by Administration. Your social security number is requested for the purpose of payroll eligibility verification, processing employment benefits, applicant and employee background checks, and income reporting and will be used solely for those purposes. The City of Apopka participates in E-Verify. Employers are required by federal law to verify the identity and employment eligibility of all persons hired to work in the United States. We utilize the E-Verify system to process our new hires. We provide information to the Social Security Administration and, if necessary, the Department of Homeland Security with Information from each new employee's Form I-9 to confirm work authorization.