Grants Administrator

City of Apopka•Apopka, FL

3d•Onsite

About The Position

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.

Requirements

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.
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.

Nice To Haves

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

Responsibilities

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.