OPS GRANTS SPECIALIST II - 37940254 1

State of Florida • WEST PALM BEACH, FL

8d • $22 - $23 • Onsite

About The Position

This position is a core member of the Office of Resilience and Coastal Protection’s (ORCP) Coral Protection and Restoration (CPR) Program and will assist in initiating and managing contract and grant agreements. In consultation with the Program Administrator, Operations and Budget Manager, and Grant Coordinator, performs the following:

Task 1 (75%): Grant Support and Coordination: Support the programmatic and administrative activities of the program by managing assigned grant agreements under the Florida’s Coral Reef Restoration and Recovery (FCR3) Initiative, and any other future funding area. Provide comprehensive grant management and coordination services that follow the Standard Operating Procedures for the Coral Protection and Restoration Program, as well as the Department’s Grant Resource Guides. Activities include, but are not limited to:

Developing Grant Work Plans (GWP) and preparation of other supporting grant documentation needed in collaboration with grantees and principal investigators.
Reviewing Budget Cost Analyses (BCA) to determine if budgets are allowable, reasonable, and necessary.
Ensuring compliance with Florida’s grant and expenditure laws, policies and requirements and ensuring grantees remain in compliance with terms and conditions of the grant award.
Routing agreement documents for execution and processing amendments and/or change orders, as needed.
Liaising with grantees and various Department divisions through periodic communication.
Reviewing deliverables.
Reviewing and submitting invoices – track expenditures/disbursements for both cost reimbursement and fixed-cost agreements.
Ensuring grantees submit quarterly reports, deliverables, and other documentation in a timely manner
Actively updating information and tracking the progress of grant activities in the CPR Program Grant Tracking Log, Salesforce enterprise grant management database, as well as the Florida Accountability Contract Tracking System (FACTS).
Maintaining project/grant files in both Sharepoint and the Program’s shared drive by ensuring documentation follows folder structure and remains organized.
Conducting site visits for project compliance, as needed.
Analyzing data, research information, review documents, and use such data and information to develop reports and presentations for the State Legislature as requested by the Department.
Assist in the management of other grant agreements, as needed.

Task 2 (20%): Information Management and Sharing: Represent the DEP CPR Program. Work collaboratively and exchange information with CPR, ORCP Southeast Region, agency and non-agency representatives, leadership, and all other interested partners and stakeholders. Information and updates may in the form of presentations, one-pagers, written or verbal updates, or other products as requested.

Attend weekly CPR Grant Check-In Calls and participate in ORCP, CPR, and SE Region meetings, as appropriate.
Maintain and update, as appropriate, the CPR Grants Standard Operating Procedure document.
Develop Salesforce procedural reports and how-to guides; provide trainings to staff, as needed.
Attend external meetings and functions related to the CPR, SCTLD, water quality, restoration, and other regional coral reef issues in Florida, as needed.
Contribute to the development of CPR-related communications products as well as the DEP/ORCP Weekly and Quarterly Measures Reports.
Travel locally and throughout Florida and occasional long-distance travel as needed to attend meetings, conferences, and trainings.
Maintain partnerships with a variety of stakeholder groups including resource users, NGO’s, educational institutions, and government agencies.
Prepare meeting summaries and track action items, as needed/appropriate.

Task 3 (5%): Other:

Coordinates and submits program progress reports, as needed.
Reviews and edits documents to ensure Section 508 compliance, as assigned.
Maintain electronic files of all resources, information compiled, and reports generated.
May aid in the event of an emergency at DEP field offices, including pre-storm preparation, post-storm clean-up and replacement of stored goods to ready field office for operation after a storm; or other services assigned.
Other duties, as assigned.

Requirements

• Knowledge of ability to interpret concepts, principles, and practices of contract/grant management, invoice review, processing and submittal.
• Knowledge of and experience with purchasing and invoice processing.
• Skilled in organization and time management.
• Skilled in the use of computer applications, particularly Microsoft Office Suite and Adobe Acrobat.
• Ability to compile, proofread, and route contracts and grant agreements/amendments for review and execution.
• Ability to use State’s contract/grant management systems (FACTS and SharePoint).
• Ability to perform accurately in a detail-oriented environment.
• Ability to communicate effectively both verbally and in writing.
• Ability to establish and maintain effective working relationships with others.
• Ability to review and monitor policies and procedures for compliance with applicable requirements.
• Ability to analyze and solve problems.
• Ability to work independently and as part of a team.
• Ability to plan, organize, and prioritize work assignments for successful, timely completion.
• Ability to use a database and spreadsheets to analyze information and generate reports, charts and graphs.
• Ability to obtain Florida Certified Contract Manager Certification within 1 year of hire.
• At least 5 years of verifiable related experience in environmental, engineering, biological sciences, natural sciences, accounting, bookkeeping, or business/finance.
• Post-secondary degrees from an accredited college or university with a major in environmental, engineering, biological sciences, natural sciences, accounting, bookkeeping, or business/finance may be used as an alternative for the required years of experience on a year-for-year basis.
• A credential evaluation report from an approved agency must be submitted along with all foreign degrees.
• Valid Driver License
• Local travel throughout Southeast Florida and occasional long-distance travel.

Nice To Haves

• Knowledge of the state of Florida’s grant/contract management and procurement procedures and policies and accounting principles.
• Knowledge of environmental issues and laws especially as it relates to coral reef ecosystem and water quality issues in Florida.

Responsibilities

• Support the programmatic and administrative activities of the program by managing assigned grant agreements under the Florida’s Coral Reef Restoration and Recovery (FCR3) Initiative, and any other future funding area.
• Provide comprehensive grant management and coordination services that follow the Standard Operating Procedures for the Coral Protection and Restoration Program, as well as the Department’s Grant Resource Guides.
• Develop Grant Work Plans (GWP) and preparation of other supporting grant documentation needed in collaboration with grantees and principal investigators.
• Review Budget Cost Analyses (BCA) to determine if budgets are allowable, reasonable, and necessary.
• Ensure compliance with Florida’s grant and expenditure laws, policies and requirements and ensuring grantees remain in compliance with terms and conditions of the grant award.
• Route agreement documents for execution and processing amendments and/or change orders, as needed.
• Liaise with grantees and various Department divisions through periodic communication.
• Review deliverables.
• Review and submit invoices – track expenditures/disbursements for both cost reimbursement and fixed-cost agreements.
• Ensure grantees submit quarterly reports, deliverables, and other documentation in a timely manner.
• Actively update information and track the progress of grant activities in the CPR Program Grant Tracking Log, Salesforce enterprise grant management database, as well as the Florida Accountability Contract Tracking System (FACTS).
• Maintain project/grant files in both Sharepoint and the Program’s shared drive by ensuring documentation follows folder structure and remains organized.
• Conduct site visits for project compliance, as needed.
• Analyze data, research information, review documents, and use such data and information to develop reports and presentations for the State Legislature as requested by the Department.
• Assist in the management of other grant agreements, as needed.
• Represent the DEP CPR Program.
• Work collaboratively and exchange information with CPR, ORCP Southeast Region, agency and non-agency representatives, leadership, and all other interested partners and stakeholders.
• Attend weekly CPR Grant Check-In Calls and participate in ORCP, CPR, and SE Region meetings, as appropriate.
• Maintain and update, as appropriate, the CPR Grants Standard Operating Procedure document.
• Develop Salesforce procedural reports and how-to guides; provide trainings to staff, as needed.
• Attend external meetings and functions related to the CPR, SCTLD, water quality, restoration, and other regional coral reef issues in Florida, as needed.
• Contribute to the development of CPR-related communications products as well as the DEP/ORCP Weekly and Quarterly Measures Reports.
• Travel locally and throughout Florida and occasional long-distance travel as needed to attend meetings, conferences, and trainings.
• Maintain partnerships with a variety of stakeholder groups including resource users, NGO’s, educational institutions, and government agencies.
• Prepare meeting summaries and track action items, as needed/appropriate.
• Coordinate and submit program progress reports, as needed.
• Review and edit documents to ensure Section 508 compliance, as assigned.
• Maintain electronic files of all resources, information compiled, and reports generated.
• May aid in the event of an emergency at DEP field offices, including pre-storm preparation, post-storm clean-up and replacement of stored goods to ready field office for operation after a storm; or other services assigned.
• Other duties, as assigned.

Benefits

• Participation in state group insurance (must meet eligibility requirements).
• State of Florida 401(a) FICA Alternative Plan (tax deferred Retirement Savings Plan, for more information, please visit Corebridge Financial).
• Flexible Spending Accounts

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree