Capital Grants Coordinator

City of New York•Flushing, NY

About The Position

The Capital Division at NYC Parks is responsible for managing the design, construction, and administration of capital projects to expand, improve, and revitalize these public spaces. The Capital Grants unit plays a critical role in this process, as it is responsible for administering a portfolio of Federal, State, and private grants that fund NYC Parks’ capital projects and which total over $490 million in the Agency’s ten-year capital plan. From executing grant funding agreements through compliance and reimbursement to closeout, the candidate will have the opportunity to represent NYC Parks and serve as a primary liaison between multiple grantor agencies and design and construction project management staff.

Requirements

1. A baccalaureate degree from an accredited college and two years of experience in community work or community centered activities in an area related to the duties described above; or 2. High school graduation or equivalent and six years of experience in community work or community centered activities in an area related to the duties as described above; or 3. Education and/or experience which is equivalent to "1" or "2" above. However, all candidates must have at least one year of experience as described in "1" above.

Responsibilities

Oversee and facilitate a wide range of grant processes and ensure efficient and regular communication and reporting to grantor agencies and organizations.
Administer a grant project portfolio, including flagging and meeting critical requirements and deadlines, updating the grants management database, and coordinating submittal of required progress reports, closeout packages, and other documents to grantors.
Participate in meetings with the Capital Grants team and with the NYC Mayor’s Office of Management and Budget (OMB) to review the status of individual grants and projects.
Serve as a primary point of contact between NYC Parks and grantors for new and existing grants.
Facilitate and participate in meetings with internal and external partners. Draft formal correspondence on behalf of senior leadership.
Assist in the preparation of grant applications. Write project summaries and statements of need, coordinate with the Parklands and Legal Divisions to determine and provide evidence of property ownership, and work with project teams to compile design and environmental review documents and summarize cost estimates, budgets, and project timelines.
Assist the Legal Division in their review and execution of grant agreements, amendments, and extensions. Ensure grant requirements are incorporated into bid packages. Advise staff on all matters relating to grant management to ensure compliance with applicable rules and regulations.
Request reporting categories for grant expenditure tracking from OMB and Office of the NYC Comptroller. Work with the Capital Budget team to incorporate grant information into Certificates to Proceed (CPs) and authorize spending for grants. Ensure grant spending is authorized for the correct phases and scopes of work within projects.
Track contractor and consultant payments on grant-funded projects. Prepare and submit reimbursement requests to grantors. Link expenditures with collected reimbursements in the City’s Financial Management System (FMS). Review and reconcile grant expenditures upon closeout and work with the Capital Budget, Accounting, and Contracts teams to journal any unreimbursed expenditures to City capital funds at project completion.
Assist the Chief of Inspection and Audit in responding to requests for audit and document collection from OMB, the Comptroller, and others.
Work with Capital Division staff to obtain records and recall documents from archive as needed and maintain accurate and orderly digital records.
Assist senior management with special projects as needed.