Grants Coordinator

City of Farmers Branch; Farmers Branch (TX); On-site; USD 66,000 - 73,000; Full time

Job summary

The City of Farmers Branch is seeking a Grants Coordinator to manage all aspects of the city's grants program, including research, application development, administration, compliance monitoring, and reporting for federal, state, and private opportunities.

This position serves as the central point for grant activities across departments, ensuring funding opportunities are maximized and that grant requirements are met. A bachelor’s degree and grant-related experience are required.

Qualifications

• Bachelor’s degree in Business Administration or related field with grant-related experience.
• Knowledge of grant funding agencies, finance, and accounting.
• Experience with federal/state/private foundation grant programs; 2 CFR Part 200.
• Strong proposal development and grant writing skills.

Responsibilities

• Identify potential federal, state, and private funding sources aligned with City priorities.
• Prepare grant proposals with narratives, budgets, timelines, and evaluation plans.
• Monitor post-award administration, budgets, and compliance across departments.
• Coordinate grant management tools, reporting calendars, and templates.

Skills

Grant writing

Proposal development

Budget management

Financial analysis

Regulatory compliance

Project coordination

Data analysis

Education

Bachelor’s degree in Business Administration or related field

Job description

Target Hiring Range: $65,894.77 - $73,216.42

The Grants Coordinator is responsible for managing all aspects of the City's grants program including research, application development, administration, compliance monitoring, and reporting for federal, state, and private grant opportunities. This position serves as the central coordination point for grant activities across all City departments, ensuring compliance with grant requirements and maximizing funding opportunities to support City operations and capital projects. The Grants Coordinator reports to the Finance Manager and requires expertise in grant writing, project management, regulatory compliance, and financial administration. This role requires the ability to manage multiple complex grants simultaneously while maintaining strict adherence to funding agency requirements.

Grant Research and Application Development (35%)

• Conducts comprehensive research to identify potential federal, state, and private foundation funding sources that align with City priorities, strategic plans, and departmental needs

• Networks with industry representatives, attends grant-related conferences and workshops, monitors legislative developments, and maintains relationships with funding agencies to stay current on funding opportunities

• Develops and maintains comprehensive database of funding opportunities including eligibility requirements, application deadlines, funding amounts, and match requirements

• Prepares detailed grant proposals including project narratives, budget justifications, timelines, evaluation plans, and supporting documentation in accordance with specific funder requirements

• Coordinates with City departments to gather necessary project information, data, and supporting materials for grant applications

• Reviews and ensures compliance with all application requirements including formatting, page limits, submission procedures, and documentation standards

Grants Administration and Compliance (30%)

• Oversees post-award grant administration including budget monitoring, expenditure tracking, compliance verification, and coordination with City departments on project implementation

• Ensures all grant activities comply with federal, state, and private foundation requirements including procurement procedures, reporting standards, and audit requirements

• Manages grant modification requests, budget amendments, and extension applications as needed throughout the grant period

• Maintains comprehensive grant files including award documents, correspondence, reports, and compliance documentation for audit and monitoring purposes

• Coordinates external monitoring visits, audits, and compliance reviews with funding agencies and external evaluators

Financial Monitoring and Reporting (20%)

• Prepares and submits required financial and programmatic reports including quarterly reports, annual reports, final reports, and special reporting requirements

• Monitors grant budgets and expenditure patterns to ensure compliance with spending requirements and deadlines

• Coordinates reimbursement requests and drawdown procedures for federal and state grants

• Reviews and approves grant-related expenditures to ensure allowability under grant terms and federal cost principles

• Prepares detailed financial reconciliation reports and variance analysis for grant activities

• Coordinates with external auditors during Single Audit procedures for federal and state grant compliance

Project Coordination and Communication (10%)

• Serves as primary liaison between funding agencies and City departments for all grant-related matters

• Develops and maintains grant management tools including funding trackers, reporting calendars, compliance checklists, and template documents

• Provides training and technical assistance to City departments on grant requirements, procurement procedures, and compliance standards

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Special Projects and Analysis (5%)

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Bachelor’s degree from an accredited college with major coursework in Business, Business Administration, Public Administration, or a related field and one year of grant-related experience.

Employment is conditional upon satisfactory completion of a background check.

Knowledge of:

• Principles and practices of grant funding agencies, finance, and accounting.
• City Purchasing Policies and Procedures and financial systems.
• Demonstrated experience with federal and state grant programs and compliance requirements
• Federal, state, and private foundation grant programs and funding opportunities, grant writing techniques and proposal development, federal grant compliance requirements including 2 CFR Part 200 (Uniform Guidance), project management principles and methodologies, governmental accounting principles and budget development, and research methods and data analysis techniques

Skill in:

• Advanced technical writing and proposal development, complex project coordination and management, financial analysis and budget preparation, research and data analysis, stakeholder communication and relationship management, and problem identification and resolution in grant management operations

Ability to:

• Manage multiple complex grant projects simultaneously, deliver professional presentations to City Council and elected officials with confidence and clarity, collaborate effectively with department heads and senior management to identify funding opportunities and coordinate grant projects, analyze complex regulations and requirements, prepare detailed financial and programmatic reports, adapt to changing requirements and deadlines, and maintain organized and comprehensive documentation systems

Special Requirements

Employment is conditional upon satisfactory completion of a Criminal History Check.

Work Environment

Work is performed in a climate-controlled office environment with extensive computer and billing system usage. Position requires prolonged periods of concentration on detailed billing data and occasional lifting of materials. Regular interaction with customers, utility departments, and external agencies is required. Some overtime may be necessary during billing cycles, system implementations, and special projects.