What are the responsibilities and job description for the Project/Grants Manager position at City of Palatka?
Job Title: Project/ Grants Manager.
Department: General Services.
FLSA: Non-Exempt.
Pay Grade: G15.
Effective: September 2021.
Revised: December 2025.
Department: General Services.
FLSA: Non-Exempt.
Pay Grade: G15.
Effective: September 2021.
Revised: December 2025.
Position Summary:
This highly responsible position plans, organizes, and manages grants, programs, and special projects; initiates and manages procurement compliance for the City, particularly for larger projects and initiatives; assists management staff (i.e. City Manager, Finance Director, Assistant City Manager) with implementation of the capital improvement program and strategic planning efforts for the City. The position also fosters cooperative working relationships among City departments, divisions, and with intergovernmental and regulatory agencies and various public and private groups; and performs related work as required. This position requires occasional night and weekend work, wherein flex time would be utilized. The position is under the general supervision of the City Manager.
Essential Duties and Responsibilities:
Project Manager:
- Creating long- and short-term plans, including setting targets for milestones and adhering to deadlines.
- Making effective decisions when presented with multiple options for how to progress with the project.
- Serving as a point of contact for teams when multiple units are assigned to the same project to ensure team actions remain in synergy.
- Communicating with executives or the board to keep the project aligned with their goals.
- Performing quality control on the project throughout development to maintain the standards expected.
- Adjusting schedules and targets on the project as needs or financing for the project change.
- Completes capital improvement planning and administration to maintain services and achieve goals in accordance with the following documents: City of Palatka. Comprehensive Plan, Capital Improvement Plan and Community Redevelopment Agency Plan.
- Coordinating teams and managing resources to meet project goals on time and within budget.
- Participate in consulting calls, taking notes and tracking action items.
- Lead weekly grant and project meetings and provide updates on grant project status, next steps, and recommendations.
- Complete weekly or as needed, project status briefings for City Manager.
- Review spreadsheets to track possible funding sources for city.
- Manages special projects as needed.
Grants Manager:
- Provide leadership and assistance to the Grants Writer/Administrator.
- Interact with contractors and grant writing team to ensure interim and final deadlines.
- Assist the grant writers in developing the necessary content for the grant application on time by answering questions, reviewing language, interpreting requirements, and advocating for their needs.
- Review of the deadline-based checklists based on funding solicitation requirements.
- Review the quality and timeliness of the final product in the grant development and funding process and the satisfaction of the client.
- Review grant forms accurately and on time per funder requirements.
- Review project and grant budgets, narratives, and other supporting application documents.
- Review change orders to ensure that they strictly adhere to funder requirements.
- Conducts studies, prepares reports and provides technical assistance to City officials with respect to capital project and grant administration.
- Collaborate with staff and elected officials on program planning and budgeting.
- Coordinates with local, state, and federal officials to discuss grant opportunities.
- Assists in the coordination and oversight of consultants and contractors in relation to project development and implementation.
- Serves as the City liaison with the contractors, consultants, engineers and other professions regarding project management and grants administration for the City.
- Performs other duties as assigned.
Knowledge, Skills and Abilities:
- Ability to manage multiple assignments and lead teams.
- Ability to understand and follow complex written and oral instructions.
- Ability to clearly communicate information both verbally and in writing.
- Skill in researching, compiling, and summarizing statistical data and related materials.
- Skill in design and development of project plans and specifications.
- Skill in the review and interpretation of construction project plans and specifications.
- Ability to establish and maintain effective working relationships with departmental personnel, management, contractors, consultants and the public.
- Ability to access, operate and maintain various software applications.
- Ability to operate basic office equipment, e.g., computer terminals, printers, copy machines, telephone systems, facsimile machines.
Education and/or Experience:
- Bachelor’s Degree from an accredited University.
- Two years of progressively more responsible experience in strategic planning, public policy, or project management; proven experience in project management (managing projects from inception to completion) or an equivalent combination of education and experience.
- Project Management Certificate is desirable or willingness to attain during probation period. Some engineering experience or education is preferable.
Environment & Physical Requirements:
- Acceptable eyesight, hearing (with or without correction).
- Lifting and carrying (up to 40 pounds, reaching, pulling, pushing, walking, standing, kneeling, bending, balancing, stooping, climbing, crawling, driving, operating equipment).
- Work is performed inside and outside in various weather conditions.
- Employee may be exposed to fumes, gases, odors or airborne particles; toxic or caustic substances; excessive noise; extreme temperatures; dampness, wetness and humidity; hazardous power tools, electrical energy, on uneven surfaces; and in or with moving objects, in heights (up to 55 feet).
Salary : $56,784 - $91,728