Finance Grants Program Specialist

Make a difference in the community you live in! As a Community Builder—an employee with the City of Gainesville— you will have a direct hand in building and improving your community and making a visible impact on the lives of your neighbors. Working for local government is more than a job, it’s a chance to contribute to community success and to help enhance the Gainesville way of life.

This is professional work analyzing and evaluating financial and program activities.

Positions allocated to this classification report to a designated supervisor and perform work with considerable latitude for discretion and the exercise of professional judgment, working under limited supervision. Work in this class is distinguished from other classes by its emphasis on analysis and evaluation of financial and accounting activities of the Department.

SUMMARY

This is professional work analyzing and evaluating financial and program activities.

Positions allocated to this classification report to a designated supervisor and perform work with considerable latitude for discretion and the exercise of professional judgment, working under limited supervision. Work in this class is distinguished from other classes by its emphasis on analysis and evaluation of financial and accounting activities of the Department.

EXAMPLES OF WORK**

This section of the job description is not intended to be a comprehensive list of duties and responsibilities of the position. The omission of a specific job function does not absolve an employee from being required to perform additional tasks incidental to or inherent in the job. Performance of lower-level duties may be required.

ESSENTIAL JOB FUNCTIONS

Depending on area of assignment:

• Document all PreAward grants via the Grant Taskforce Committee and track grant awards for signature in the Crowe System. Once fully signed, notify Accounting and Budget for setting up in Workday. If procurement is associated with the award, track and monitor all post-award processes in the Workday Grant Module System. Upon grant closure, assess the need for renewal or final closure.
• Review all Notice of Award materials and applicable legal terms to ensure alignment with City goals and agenda items. Finalized agreements are documented via Escribe and the Crowe System.
• Examine grant documentation before application preparation via the Grant Taskforce Meeting, securing approval from Committee Members (Legislative Director, OMB Director, and Finance Director). Maintain grant applications tracking for Public Safety Gun Violence initiatives and City Commissioner inquiries.
• Seek grant opportunities based on departmental needs, develop and submit applications, and secure necessary supporting documentation.
• Serve as the primary resource for Accounting, Purchasing, Contracts, Payroll, Billing and Collections, Budget Legislative Affairs, and other City departments in preparing and submitting grant proposals and applications.
• Assist City departments in coordinating grant-related agenda items, including grant award acceptance via Escribe and agenda item tracking.
• Monitor grant budgets, progress reporting dates, and renewal deadlines to ensure compliance via Workday and the Crowe System. Coordinate pending grant applications requiring budget resolutions.
• Assist Budget, Finance, and Accounting teams by organizing monthly team meetings, quarterly PreAward and PostAward grant trainings, monthly Grant Taskforce meetings, and individual department meetings to review deadlines, budget requirements, and allowable costs.
• Prepare, collect, interpret, record, and distribute financial records and reports. Examine financial documents for completeness, accuracy, and compliance with Federal, State, and local regulations.
• Correspond with FEMA, FDOT, DOJ, and other sponsors as a liaison to confirm allowable and eligible costs for the City of Gainesville.
• Implement, coordinate, and maintain financial tracking software and systems. Maintain Workday grant tracking and Excel spreadsheets for timely executive reporting, including updates for Gun Violence Grant Preparation Applications and overall City of Gainesville Grant Preapplication statuses.
• Regularly communicate with Department Directors and the City Manager’s Office on grant status throughout the lifecycle and provide audit responses to FEMA, DOJ, DOT, and other sponsors as needed.
• Coordinate departmental audit outcomes and risk assessment surveys from grant sponsors across all City departments.
• Act as the business process owner, assisting departments with Grant Administration functions, Sponsor Correspondence, and input into federal grant systems (e.g., FEMA grants, Climate Control, and Housing functions).
• Monitor grant portfolios for expirations, renewals, and funding levels, collaborating with the Budget & Finance Department on expenditures, draws, and audits. Analyze financial activities for compliance and implement corrective actions as needed.
• Maintain documentation consistent with OMB federal standards and CFR 200 updates, ensuring City-wide training and compliance updates.
• Review potential contracts with the Crowe System for Grants, addressing non-compliance contract specifications as identified.
• Develop and facilitate teams for financial project and program implementation. Establish grant-related policies, internal procedures, and administrative consistency.
• Act as a liaison with external financial groups and granting agencies, recommend modifications to accounting policies for increased efficiency, and assist in the annual budgeting process and agreement negotiations.
• Prepare and reconcile financial activity reports, release funds, and coordinate external audits.

NON-ESSENTIAL JOB FUNCTIONS

Depending on area of assignment:

• Records transactions and maintains records of expenditure.
• Assists in department annual budget process.
• Assists in preparing and negotiating agreements.
• Acts in absence of supervisor.
• Performs other related duties as assigned.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential job function satisfactorily. Below are the required education, experience, knowledge, skills and abilities to perform the essential functions.

EDUCATION AND EXPERIENCE

Masters’ degree in public administration, accounting or finance, or related field; and four (4) years of professional experience in financial management or grant accounting, or an equivalent combination of education, training and experience which provide the required knowledge, skills and abilities.

CERTIFICATIONS OR LICENSES

Licenses

• None

Certifications

• None

KNOWLEDGE, SKILLS AND ABILITIES

Depending on area of assignment:

• Thorough knowledge of accounting and financial management principles, practices and techniques.
• Thorough knowledge of the Federal, State and Local principles, laws, rules and regulations relating to fiscal and accounting records and procedures.
• Knowledge of computers and related software.
• Ability to analyze complex financial information and prepare detailed financial analyses and reports.
• Ability to maintain and evaluate related software for computerized accounting systems.
• Ability to communicate effectively in a clear and concise manner, both orally and in writing.
• Ability to work effectively with auditors, vendors, co-workers, and the general public.

PHYSICAL AND ENVIRONMENTAL REQUIREMENTS

To perform this job successfully, an individual must possess certain physical abilities and be able to withstand work related environmental conditions.

PHYSICAL REQUIREMENTS

While performing the duties of this job, the employee is often required to sit for prolonged periods of time.

WORK ENVIRONMENT

• May be required to attend meetings outside regular business hours.

Note:

May Require Assessment(s).

May fill multiple positions.

May establish an eligibility list.

Come join our team! The City of Gainesville offers a competitive benefits package and opportunities to grow both professionally and personally.

All ‘regular’ employees are eligible for traditional benefits such as health insurance, life insurance, paid leave, 11 paid a holiday a year, a pension plan and a deferred compensation plan, but we also offer great things like on-site fitness centers, tuition reimbursement, on-site medical staff and a wellness program to keep you healthy and happy. Please note: benefits are not available for temporary employees.

EQUAL OPPORTUNITY

The City of Gainesville is an equal opportunity/affirmative action employer and does not discriminate in hiring. Minorities, women and individuals with disabilities are encouraged to apply. Individuals with a disability, who require special accommodations during the selection process, should notify the Human Resources Department at 352-334-5077 or TDD/TTY at 352-334-2292.

VETERANS' PREFERENCE

Veterans are encouraged to apply. Veterans’ Preference ensures that veterans and eligible persons are given consideration at each step of the selection process. However, preference does not guarantee that a veteran or other eligible person will be the candidate selected to fill the position. Section 295.07, Florida Statutes (F.S.) specifies who is eligible for Veterans’ Preference. State of Florida residency is not required for Veterans’ Preference.

If you are unable to apply online due to a disability, contact recruiting at HR@cityofgainesville.org or by calling 352-334-5077.