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Grant Specialist
JOB SUMMARY
The Grand Specialist is responsible for assisting the City of Victoria’s grant process. The Grant Specialist will be involved in research, application submission, post-award management, and reporting. This role will perform accounting work to ensure accounting and financial activities follow accounting principles in order to support the timely and accurate tracking of the City’s grant funding and expenditures.
PRINCIPAL DUTIES AND RESPONSIBILITIES
Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and duties performed by incumbents of this class. Employees are required to be in attendance and prepared to begin work at their assigned work location on the specified days and hours. Factors such as regular attendance at the job are not routinely listed in job descriptions but are an essential function. Essential duties and responsibilities may include, but are not limited to, the following:
- Provides support regarding the submission process of complex federal, state, and foundation grants involving multiple City employees of all levels (managerial and non-managerial) along with outside entities.
- Supports grant activity and reporting, including preparation and execution of accounting entries, approval of grant-funded payments, and submits requests for payment to funding agencies.
- Maintains financial records on City grants and related funding. Completes financial reporting to required agencies and departments.
- Compiles financial and accounting data to perform analyses and prepare fiscal reports.
- Assists in the development of the annual budget. Works closely with the Grant Administrator to initiate corrective action for budgetary allocations to ensure compliance with the approved budgets pertaining to grants.
- Support and improve efficiency in the administration of City grant-making programs to include application in-take, evaluation, contracts, reporting and compliance.
- Organize and maintain electronic and paper files of grant documents and resources. Assist with data entry and coding in grants database.
- Provides support in the preparation of narratives and proposals. Reports, summaries, etc., according to grant guidelines and criteria.
- Assists departments in development of grant budgets.
- Assist with producing reports including grant activity reports, payout reports, and others as needed.
- Prepares Grant Audit workpapers and Schedule of Expenditures of Federal Awards (SEFA).
- Researches, obtains, and complies information required for grant submission process.
- Research and identifies possible grants and other available funding sources for City programs and projects.
- Provides information, support, and assistance as needed throughout the City's budget process, during the City's annual audit in preparation of the ACFR and the Single Audit, and throughout any audit as may be conducted by a funder.
- Maintains grant web pages on City’s website.
- Assist with emergency operations as required.
- Attends and participate in a variety of meetings and continuing education sessions as required.
PHYSICAL AND ENVIRONMENTAL CONDITIONS
Work is performed in a standard office environment. Some field work may be required which includes exposure to various outdoor weather conditions. May be required to climb ladders, traverse uneven surfaces, and lift and move objects weighing up to 50 pounds
REQUIRED QUALIFICATIONS
- Associate degree in Business, Accounting, Finance or related field
- Experience in grant writing, developing, or administering contracts or grants, including preparation of grant applications.
- Will consider equivalent combinations of experience and education.
- A valid State driver’s license may be required.
Knowledge of:
- Grant life cycle and processes, with emphasis on state and federal funders.
- Software applications, including MS Office applications, Adobe Acrobat, and accounting software.
- Applicable local, State, and Federal laws, codes, regulations, and ordinances.
- General office policies, procedures, and equipment.
- Records maintenance and retention practices and procedures.
- Proper grammar, spelling, and punctuation.
- Customer service principles, practices, and etiquette.
- Mathematical and accounting practices and methods.
Skill in:
- Strong critical thinking and problem-solving
- Learning new software platforms to support tasks.
- Writing and excellent verbal communication.
- Interacting tactfully and professionally with City staff at all levels, funders, vendors, contractors, and the community.
- Organizing work and setting priorities to meet deadlines.
- Preparing accurate and grammatically correct correspondence and documents.
- Handling and maintaining the confidentiality of sensitive information.
- Preparing clear and concise reports.
- Establishing and maintaining effective working relationships.
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