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Grants Coordinator

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Grants Coordinator

Salary

$70,020.50 - $108,531.70 Annually

Location

City of Coral Gables, FL

Job Type

Full-time

Job Number

0055-001

Department

Finance Department

Division

Administrative & Budget Division

Opening Date

04/09/2024

Closing Date

5/6/2024 11:59 PM Eastern

• Description

• Benefits

• Questions

Summary

This is a complex and technical position responsible for the administration and coordination of the citywide grants process and functions. The position specializes in the administrative and technical work of reviewing, evaluating, and responding to grant notices of funding availability and grant funding opportunities. The position also monitors grant contracts for compliance, creates reports, and researches new grant funding opportunities. This position will also participate in the City’s operating and capital improvement budget planning and monitoring functions, as they relate to grant funded programs and projects.

Job Duties and Responsibilities

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification.

Researches grant opportunities for City programs and projects in support of the City's strategic priorities.

Assists City departments in the research needed to apply for available county, state, federal and private grants.

Acts as point of contact for City departments and contracted grants writer.

Provides grant-related technical support to City departments.

Reviews grant reports to assure compliance with program policies and guidelines.

Prepares grant reimbursements, quarterly status and closeout reports, and analyzes and reconciles grant reports to general ledger revenue and expenditure accounts.

Assists City departments, internal, external, federal, state and/or local auditors when audits of City grants are conducted.

Prepares the schedule of financial assistance/single audit and required disclosures related to the issuance of compliance reports required by OMB Circular A-133.

Assists accounting staff, as directed, during the preparation of the annual financial report as it relates to grants.

Prepares all grant confirmation letters for the year-end audit.

Implements, monitors and updates grant procedures and guidelines for use and reference by City departments.

Collects and maintains virtual files of all grant-related documents in accordance with City retention schedules.

Prepares, analyzes and reconciles grant reimbursement requests and required periodic project status reports, i.e. monthly, quarterly, etc., for submission to granting agencies.

Assists in the preparation of Federal Emergency Management Agency (FEMA) reports and interacts with internal emergency response staff and external emergency response contractor(s).

Prepares and maintains a monthly grant status report for all City grants that includes for each grant, total expenditures, revenues received as well as any known pending receivable or expenditure.

Monitors requisitions, change orders, invoices and budget adjustments related to grant funded programs and projects.

Organizes accounts and initiates necessary adjustments related to grant funded programs and projects.

Assists Budget staff in the preparation of the annual budget estimate, adopted budget and Five-Year Capital Improvement Plan.

Assists Budget staff with long and short-range planning and budget forecasts.

Assists in the updating and monitoring of the City’s annual strategic management/department work plans and citywide performance indicators.

Reviews budget procedures and analyzes operating programs to maintain compliance with the authorized budget.

Performs cost benefit studies, cost allocation projections, fiscal analyses, statistical studies and budget reports as directed.

Implements, monitors and updates procedures and guidelines for City departments.

Performs special projects or other related tasks as required.

Qualifications

A Bachelor’s Degree in Finance, Accounting, Business Administration, Public Administration or a related field.

Minimum of three (3) years of experience preparing and/or evaluating grant proposals and applications, contracts and compliance reports.

Experience with or knowledge of laws, rules, regulations, procedures, and policies governing the funding and administration of federal, state and local grant programs preferred.

Budget/accounting analysis experience preferred.

Knowledge of Contract Compliance preferred.

Valid Florida Driver’s License.

Any appropriate combination of relevant education and/or experience may be considered. The requirement of a Bachelor’s Degree may be waived if a candidate possesses exceptional/significant experience in the grant preparation and/or monitoring field.

HOLIDAYS: 14 days including 3 floating days.

SICK LEAVE: 110 hours annually.

ANNUAL LEAVE: 94 hours in the first year of employment, increasing up to 210 after 25 years. Employees must take 40 hours of annual leave each year.

BEREAVEMENT LEAVE: 5 or 10 days for the death of a family member in accordance with the City's Personnel Rules & Regulations.

HEALTH INSURANCE: Fully paid by the City (HMO Select). Coverage becomes effective 1st of month following 30 days. Employee may purchase coverage for eligible dependents at a cost of approximately 50% of the premium.

DENTAL INSURANCE: Available at a cost to all employees through payroll deduction.

LIFE INSURANCE: Term Life and Accidental Death and Dismemberment equal to 1 x annual salary (up to $200,000) fully paid by the City.

VOLUNTARY BENEFITS: Several plans are available, such as Short Term Disability, Life Insurance and Critical Illness policies through payroll deductions.

LEGAL SERVICES: Legal Service plan available at a cost to all employees through payroll deductions.

POST EMPLOYMENT HEALTH PLAN (PEHP): The City deposits $950 annually into an individual account for each employee. Monies may be used to pay premiums or medical expenses after retirement.

DEFERRED COMPENSATION: Employees may defer a portion of their pre-tax salary in the 457 Deferred Compensation Program.

TUITION REIMBURSEMENT: $1,500 per semester ($6,000 maximum annually) as per the City's Rules and Regulations.

CELL PHONE: Cell phone provided at a monthly cost of $20.00, if required by department.

RECREATIONAL USE: Employee, spouse and immediate family members seventeen (17) years of age and under are entitled to the benefits below:

• Venetian Pool – No charge for daily admission.

• Tennis Centers – No charge for daily court fees

• Youth Center – 50% off residential rates for memberships and 25% off camps and other programs.

Golf at Biltmore & Granada:

• Monday through Friday – no charge

• Saturday, Sunday and Holidays:

  - Before Noon – Twilight fees apply - After Noon – No charge (cart fees apply at all times)

PENSION:

City Retirement Plan - Mandatory employee contribution of 10 % of salary; Vesting period is 10 years.

OR

Defined Contribution - 401a - Contribution by City of 7% of employee base annual salary. Vesting period 5 years. Employee not required to contribute.

Note: Benefits subject to change.

01

Do you possess a Bachelor's Degree in Finance, Accounting, Business Administration, Public Administration or a related field?

• Yes

• No

  02

  Do you possess a minimum of three (3) years of experience preparing and/or evaluating grant proposals and applications, contracts and compliance reports?

• Yes

• No

  03

  Do you possess Experience with or knowledge of laws, rules, regulations, procedures, and policies governing the funding and administration of federal, state and local grant programs?

• Yes

• No

  Required Question

Agency

The City of Coral Gables

Address

214 Minorca Avenue Coral Gables, Florida, 33134

Phone

305-460-5523

Website

http://www.coralgables.com