Budget & Grant Analyst (Fire & Police)

JOB
This position, under the general direction of the Police and Fire Chiefs, the Budget and Grant Analyst is responsible for developing and managing the Department budgets in accordance with the City of Garden City Financial Management Guidelines. Other budget-related responsibilities include coordinating all purchases for both Departments, working with the Service and Finance Department to reconcile accounts regularly, and analyzing financial transactions. Grant-specific responsibilities include locating and applying for grants to meet the needs of the Departments in addition to managing current awards to ensure the grant conditions are being met. In addition to budget and grant tasks, the Analyst is responsible for managing funds for special projects and overseeing the currency in evidence is processed appropriately as outlined in the Police Department’s regulations.Posting will remain open until position is filled.

EXAMPLE OF DUTIES
BUDGET RESPONSIBILITIESWorks with the Assistant Finance Director and Department Heads to develop preliminary budgets for submission to the City Manager and Commission as well as the State of Kansas.Projects costs and analyzes expenditure patterns to predict areas of financial concern and possible budget surplus.Prepares purchase orders for Departments’ expenses and works with vendors to complete/finalize transactions for all purchases.Ensures Department purchasing is in accordance with the Financial Management Guidelines. Reviews monthly financial reports and requests journal entries and budget adjustments as needed.Prepares Bid Solicitations for large purchases in accordance with the Finance Management Guidelines. Receives, reviews and prepares bids for Commission approval.Works closely with Department Heads on Special Projects to manage expenditures.Maintains Departments fixed assets.GRANT MANAGEMENTWorks with Department Heads to establish annual budgets for current grant awards, regularly report grant project status, and lead efforts to ensure projects are properly managed so that goals are accomplished within constraints of individual grant awards.Locates grant opportunities and completes the application process. Works with Department Heads to present applications to Commission for approval as needed.Performs basic grant functions such as submit monthly/quarterly financial reports, assist Departments with the submission of program reports, drawn down funds and close out awards as needed.Serves as the Financial Point of Contact or Grant Administrator for all awards.Maintains online access/accounts for federal grants and complete mandatory training to remain eligible for funding. POLICE DEPARTMENT SPECIFIC TASKSOversees all financial aspects of the Department’s special project funds including Federal and Local Forfeiture, Evidence Currency, Special Investigations and all other accounts. Completes annual reports for Equitable Sharing/Civil Asset Forfeiture.Invoices outside entities for extra duty security. Creates and updates contracts and Memorandums of Understanding as required. FIRE DEPARTMENT SPECIFIC TASKSImplements and maintains a funded apparatus/vehicle replacement plan and long-range capital plan for apparatus, facilities and equipment. Manages ongoing standardized replacement cycle. Implements and maintains a funding formula to determine cost of service for each municipality. Creates and updates contracts and Memorandums of Understanding as required.