This is a senior-level position that is primarily responsible for identifying grant opportunities for the City, writing grants, and managing that function in various City departments. Specifically, the incumbent is responsible for managing the search, application preparation, award, and reporting processes of grants for the City. Manages and modifies City grant processes as needed, pre- to post-award; Provides monthly grant program updates to the executive team; In conjunction with the Department of Finance, ensures departments are in compliance with all applicable regulations regarding financial and reporting requirements; Maintains a City-wide electronic database; and Performs tracking of all grant applications and awards received, as well as those that have not succeeded. This position reports to the Deputy City Manager.
ESSENTIAL JOB FUNCTIONS:
Senior-level position that serves as grants subject matter expert, with a proven record of successfully seeking and identifying grant opportunities at the State, Federal, Regional and Local levels, as well as with foundations.
- Oversees grants administration process; coordinates research efforts for grant types and availability; prepares or assists with grant applications; coordinates grant deliverables and coordinates financial and programmatic grant audits as necessary, in collaboration with the Department of Finance.
- Identifies, develops and maintains an electronic database to track City-wide grant efforts to include number of applications submitted, dollar amount requested, due dates, date submitted, summary of grant, prospective match, date awarded, and all other pre-award activities, as well and tracking and developing a profile of grant applications that were not successful, including investigating and learning from why that was the case.
- Coordinates and monitors progress of all City-wide grant projects for all City, State and Federal grants including reconciling and monitoring grant budgets; analyze reports on status of funding and expenditures to make recommendations for adjustments; analyze funding requests made in conjunction with proposed program changes to determine adequacy and reasonableness; monitors grant performance, identifying problems and possible solutions, and work with departments to implement corrective actions.
- Create partnerships with non-profit organizations to apply for grants as sub-recipients.
- Serves as liaison to all grantors and assists with developing grant administration strategies. Serves as primary grants contact person with the City.
- Conduct ongoing outreach, including making “cold calls” and meeting with representatives of government entities and foundations that provide grants.
- Network in this field and develop professional contacts and make relationships that will improve the City’s chances of becoming aware of grant opportunities and how the City can most successfully compete.
- Makes recommendations to the City Manager and department heads on all relevant aspects of grant programs. When grant opportunities are identified, make recommendations to applicable departments and the City Manager about whether and how to pursue them or not.
- Develops guidelines, procedures, processes and standards for grant programs and communicates same to applicable City departments; evaluates effectiveness of grant programs.
- Attends trainings in various Federal and State reporting systems to submit grant program evaluations and request draw-down of funds based on completed benchmarks.
- Prepares quarterly and annual reports as required by granting agencies. Maintains a proposal calendar to ensure that all applications, reporting and renewal deadlines are met.
- Interprets, explains, applies, and ensures compliance with guidelines of granting agents and with all applicable laws, ordinances, rules, regulations, standards, policies, and procedures; initiates any actions necessary to correct deviations.
- Conducts or otherwise provides for regular and appropriate training for departmental staff who participate in grants administration.
- Directs the work of any grants management consultant retained by the City to accomplish the goals and objectives of any consultancy project.
- Performs other duties as required and assigned.
Education and Experience:
- Graduation from an accredited college or university with a Bachelor’s degree in Business Administration, Public Administration or Policy, Journalism, Marketing or related field and five to seven (5-7) years’ experience in grant seeking, writing and administration. A Master’s Degree and/or Grant Writing/Developer Certification would be preferred. Must possess knowledge of grant management principles and best practices, grants accounting principles and procedures, and the general structure of public government. Excellent writing, research, communications and analytical skills required, as well as refined organizational skills with high attention to detail.
KNOWLEDGE, SKILLS, AND ABILITIES:
- Knowledge of grant seeking, writing and administration practices and principles.
- Skill in seeking grant opportunities and a track record of submitting successful grant applications in a wide variety of subject areas, including public safety, social and mental health services, environmental, public works, recreation and parks, and others.
- Knowledge of grant-seeking tools and electronic grant submission.
- Skill in developing successful processes for grants administration.
- Skill in negotiating and administering contracts.
- Skill in preparing and presenting reports and information.
- Skill in prioritizing and organizing work.
- Skill in utilizing Windows-based word processing and spreadsheets, as well as conducting online research.
- Skill in public and interpersonal relations.
- Skill in oral and written communication.
- Knowledge of local government organization and administration.
- Knowledge of the literature and sources of information available concerning a wide variety of municipal problems and specialized fields, and of the techniques and best practices useful to analyze and report on such problems.
- Ability to express ideas clearly and concisely, orally and in writing, to groups and to individuals.
- Ability to handle a variety of often complex assignments concurrently.
- Ability to carry out special and continuing assignments requiring organization of material, development of procedures and execution of programs.
- Ability to function as a team leader and team member.
- Ability to quickly understand a variety of issues such as highly technical problems and various processes.
- Ability to establish and maintain effective working relationships with department heads, employees and the general public and to deal tactfully with such persons sometimes under contentious circumstances.