GRANTS COORDINATOR

The City of Marianna is an Equal Opportunity and Drug Free Workplace Employer

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description. Management reserves the right to modify, add, or remove duties and assign other duties as necessary. This job description does not constitute a written or implied contract of employment.

JOB SUMMARY

The Grants Coordinator position manages all contracts and grants tracking for the City. Performs all aspects of grant tracking, to include, funding, planning and organizing all grant-funded initiatives. Identifies and develops viable proposals for external funding/funding aids by utilizing programs that can address City priorities and goals. Assesses program needs and ensures open communications and follow-through with all departments. Consistently manages ongoing grants and contracts, deadlines, renewals, action items, and timelines. Work requires a considerable knowledge of tracking, planning, program development, program evaluation and grant funding sources. Exceptional skill in research, synthesis of information, writing and editing are needed to develop successful proposals of outside funds. This position reports directly to the City Manager.

ESSENTIAL JOB FUNCTIONS

Prepares and facilitates preparation and administration of grants.
Works with Administration to execute contracts after Commission approval.
Ensure complete and timely management of contracts from beginning to end, including renewal process if appropriate or required.
Acts as a liaison between the City and agencies to coordinate the submission of grant applications and to determine appropriate funding sources for projects.
Fosters, designs, and produces various grant proposals to achieve the completion of needed City capital projects.
Promotes City grant activities through working closely with other local, State, and Federal agencies, creating presentations highlighting City grant needs and coordinating grant and in-kind funding sources.
Manage and track all grants for the City – keeps organized and detailed files of contract periods, renewals, requirements and other important data.
Maintains master files on grants and contracts – keeps organized and detailed files of funding agencies, grants applied for, grant proposals and other important data.
Reviews literature and information of funds available through grants from governmental agencies and private foundations to determine feasibility of utilization to supplement local annual budget allocations for the City.
Confers with appropriate personnel to develop program goals and objectives, outline use of funds, and explain procedures and requirements necessary to obtain funding.
Works with appropriate personnel in preparing justification for purchase, including fiscal impacts and other budgetary requirements and impacts.
Directs and coordinates evaluation and monitoring of grant-funded programs to ensure compliance and completion.
Upon receipt of the grant, the Grants Coordinator ensures that the requirements of the funding organization are met.
Ensures necessary follow-up, including meeting with the funding agency and final submission.
Provides assistance by advising staff, directors, and administrators regarding potential funding resources, development issues, and proposed strategies to meet the needs of the City.
Identifies and develops strategies to optimize the contract and grant processes.
Keep the relevant staff informed about upcoming deadlines and deliverables, thereby ensuring smooth completion of work responsibilities.
Prepare financial of budget plans and allocations along with the Finance Director in accordance with each requirement.
Analyze the budget trends and make recommendations for cost control and reduction for various grants.
Works closely with auditors and ensures that requirements are met.
Reviews City correspondence and memorandums as it relates to grant funding and capital projects.
Attends and presents at staff meetings and attends public meetings as assigned.
Represents the City on various committees and groups as directed.
Prepares materials and make presentations to various boards or City Commission as assigned.

· Performs other duties as assigned.

QUALIFICATIONS

Education, Training and Experience: High School Diploma required, although a Bachelor’s degree is preferred. A demonstrated skill of at least two (2) years of experience and aptitude for performing in public relations, business, marketing or government, preferably with an emphasis on administration and management. An equivalent combination of training and experience which provides the required knowledge, skills and abilities.

Special Requirements:

Must have possession of a valid driver’s license

Knowledge, Skills and Abilities:

· Thorough knowledge of the principles and practices involving grant programs, including but not limited to how grant programs pertain to the development and revitalization of the economic and business community.

· Thorough knowledge of grant management principles and techniques to attain desired economical and efficient results.

Thorough knowledge of city policies and procedures.

Knowledge of the principles of grant writing.

· Ability to exercise sound professional judgment based on department needs and cost effectiveness.

· Ability to establish and maintain effective working relationships with other employees, the business community and the general public.

· Ability to communicate effectively with personnel and the public at all levels.

Thorough knowledge of modern office practices and procedures, grammar, spelling, and math.
Knowledge of and proficiency in Microsoft Office, worldwide web and internet search engines.
Skilled in effectively presenting information to management, public groups, boards, and Commission.
Ability to follow directives with minimum supervision.
Ability to understand and perform a variety of instructions furnished in written, verbal, diagram, or schedule form.
Ability to interpret legal descriptions, maps, aerial photography, remote sensing data and site plans.
Ability to understand and follow oral and written instructions in English.
Ability to communicate effectively both orally and in writing in English.
Ability to maintain records and distribute information
Ability to prioritize work, meet multiple deadlines and possess strong organizational skills including attention to detail.
Ability to prioritize and perform multiple tasks.
Ability to manage time effectively.
Ability to maintain financial and budget records as pertains to contracts and grants.
Ability to track grants over time and follow up as needed.

PHYSICAL DEMANDS

Sedentary work: position requires frequent sitting.
Exerting up to 10 pounds of force occasionally and/or small amount of force to lift, carry, push, pull or otherwise move objects.
Climbing: Descending and ascending stairs to and from basement.
Fingering: Picking up, typing, or otherwise working primarily with fingers rather than with whole hand as in handling.
Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction.
Visual Acuity: With or without correction. Have close visual acuity to perform and activity such as: preparing and analyzing data and figures; viewing computer monitor and extensive reading; determine the accuracy, neatness and thoroughness of the work assigned or to make general observations.
Repetitive motion: Substantial movements (motions) of the wrist, hands, and/or fingers.
Talking: Expressing or exchanging ideas by means of the spoken work including those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly and quickly.
Walking: Moving about to accomplish tasks.

WORK ENVIRONMENT

Work is performed inside an office setting with occasional visits to special project sites and various locations within the city. Requires occasional travel representing the City at meetings, in various professional associations, or for training and career development.

HOURS WORKED

Monday through Friday 8:00 am to 4:30 pm in the office unless duties require you to be away from assigned work station.

Department: City Manager

Classification: Administrative. FLSA Non-Exempt.

Pay Grade: 22

Unless by promotion, after an offer of employment and prior to commencement of the employment duties, applicant will be subject to completing and passing a physical examination, a drug screening for presence or absence of illegal controlled substance and a background check.

It is a condition of employment for employee to refrain from reporting to work or working with the presence of drugs or alcohol in his or her body, and, if an injured employee refuses to submit to a test for drugs or alcohol, the employee forfeits eligibility for medical and indemnity benefits.

Grants Coordinator is subject to job applicant, reasonable suspicion, work related post accident, and fitness for duty testing.

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