Grants Coordinator

City of Hollywood, Florida; Florida; On-site; USD 55,000 - 80,000; Full time

Job summary

City of Hollywood, Florida is seeking a Grants Coordinator to perform high‑level grant coordination, research grant opportunities, monitor grants, conduct audits, and prepare financial and program reports. The role requires organizing grant from initiation to final report, ensuring compliance with federal, state, and local requirements.

Responsibilities include managing grant records, preparing amendments, coordinating audits, and communicating with department staff and grantors.

Job description

JOB SUMMARY:

Under the general direction of the Department Director or Deputy/Assistant Director, the Grants Coordinator performs highly responsible technical and administrative duties of considerable difficulty in grant coordination. The employee is also involved in researching availability of grants for the Department, monitoring grants, performing audit functions, and disseminating information for State, Local and Federal grants. Additional responsibilities include grant research and compliance, financial planning and reporting, budget development, and management analysis. Incumbent must be self-motivated, organized, and detail-oriented with the ability to follow each grant from initiation through to completion, assume responsibility for ensuring compliance with all grant requirements, and track each expenditure from appropriation request through reimbursement to final grant report.

ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES:

• Conducts research of available government and other grant sources; disseminates grant information to Department staff; writes and submits grant applications; monitors grant records for compliance with grant contracts; ensures compliance with applicable policies and procedures.
• Manages and support the grants requirement and implementation for the organization.
• Coordinates the processing of Local, Federal and State grants with Department’s staff, the grantor and other Agencies.
• Establishes and maintains a resource library of completed grants as required by Federal and State guidelines.
• Prepares budget and program amendments to grants awards, coordinating changes with the Grantor, Department, Finance and the Office of Budget and Performance Management.
• Coordinates and prepares for all on-site audits. Participates and conducts audits as required by Department guidelines.
• Prepares agenda items for City Commission meetings, reviews grant agreements, represents the City in public meetings and Grantor Agencies’ Board Meetings.
• Provides fund analysis and complies with reporting requirements at the City, State and Federal level.
• Develops and maintains management reports and tracking systems for grant receipts, payments and expenditures, reimbursable overtime, as well as ad hoc projects as needed.
• Completes and compiles operational and financial grant monitoring reports.
• Responds to grantors inquiries in a detailed and timely manner.[KL1]
• Must effectively and positively represent the City in delivering and performing work with colleagues and clients, irrespective of gender, race, religion, age, disability, political affiliation or belief, or sexual orientation.
• Must establish and maintain effective and professional relationships with work colleagues, supervisors and managers.
• Perform other related work as requested or assigned.

EDUCATION/EXPERIENCE:

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Required:

• Bachelor’s Degree in Public Administration, Business, English, or similar field
• Three (3) years of experience involving technical level work in comprehensive research projects

Preferred:

• Master’s Degree in Public Administration, Business, English, or similar field
• Two (2) years of experience in preparing and administering grants

Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements

CERTIFICATES, LICENSES, REGISTRATIONS

• Valid Driver’s License: With proof of automobile insurance
• Background Check: Must have an acceptable background record
• Driving Abstract: Must have an acceptable driving record

Knowledge, Skills and Abilities:

• Knowledge of state, local, federal and foundation grant policy and procedures.
• Knowledge of research techniques, grant sources, and availability of information.
• Knowledge of City and departmental policies and procedures.
• Knowledge of program and goal evaluation techniques.
• Knowledge of modern information systems, spreadsheets, data base management and software.
• Ability to assist management staff in budget and grant preparation tasks.
• Ability to communicate effectively, both orally and in writing.
• Ability to record information accurately and prepare technical reports.
• Ability to establish and maintain effective working relationships with co-workers, City officials, state, local and federal agency representatives and the general public.
• Ability to understand and follow oral and written instructions.
• Ability to make complex decisions and interpretations in accordance with established rules and procedures.
• Ability to establish and maintain effective and professional relationships with work colleagues, supervisors, managers and the public.

Required Education and Background Information: Look over the announcement carefully to determine your eligibility. Please note minimum education and experience requirements. Closed competitive positions are open only to employees while open competitive positions are open to anyone who meets the minimum qualifications for the position. Evidence of a GED test score is required if submitted for high school diploma. Applicants are responsible for clearly documenting work experience and/or providing all relevant information at the time of application. Additional information will not be accepted after the announcement closing date.

Examination:

Depending on the number of applicants and the quality of their education and experience, the examination may consist of one or more of the following tests: written examination, performance examination, education and experience evaluation, oral examination and/or other job related examinations.

You will be notified of the time and place of your examination when you file or later by mail. A passing grade is required on each part of the process. Repeated participation in any examination for which the same test is used is limited to once every 6 months. Your examination results will be sent by email as soon as possible after the grading is completed.

Final passing grades are used to determine a candidate's position on the eligibility list of successful candidates. Departments fill vacancies from this list. The top three names are considered for each vacancy unless otherwise modified. Those not appointed are returned to the eligibility list for further consideration in accordance with the Civil Service Ordinance. Your name will remain on a register for one year for open competitive examinations and two years for closed competitive except where labor contract conflicts.

Your name may be removed from an eligibility list prior to one year according to Hollywood's Civil Service Ordinance or labor contracts. Your eligibility may be canceled if you refuse a position or if you are not available for work. You are responsible for notifying the Employment Office, in writing, of any change in your address or telephone number.

Special Accommodation and Communication Needs: The City of Hollywood provides necessary reasonable accommodation in the examination process upon request to persons with disabilities. Such requests must be made PRIOR to any scheduled examination.

All successful applicants will be required to pass an extensive background which may include criminal history searches, driving history checks, credit report, courthouse searches, education verification, employment verification, professional license verification, or other search methods as deemed necessary for the position. In addition, the applicant will be required to undergo a medical examination, which may include a drug screening, prior to appointment.

EMPLOYMENT OF RELATIVES:

• The relative must have competed in an appropriate examination process as determined by Human Resources and be placed on a civil service eligibility list;
• The relative must be among the top three ranked candidates available on the certified eligibility list unless expanded by the Civil Service Board;
• The Department or Office Director and the Director, Human Resources must demonstrate that it is in the best interests of the City of Hollywood to hire the relative of a public officer or employee. As of 12/15/2005 the City will require all newly hired employees to sign an affidavit affirming non-usage of tobacco or tobacco products within the last yearprior to submission of application and will continue to be a non-user of tobacco products throughout employment with the City of Hollywood. REASONABLE ACCOMMODATION: The Employment Office will make reasonable efforts in the examination and workplace to accommodate persons with disabilities. Please advise Human Resources of special needs by calling [phone].

All applicants receive consideration for employment regardless of race, color, religion, gender, national origin, age, abilities, marital status, political affiliation, familial status, sexual orientation, pregnancy, or gender identity and expression (except as limited by law, Personnel Rules, Collective Bargaining Agreements, or bona fide occupational disqualifications).

The City of Hollywood is an Equal Opportunity / Equal Access Employer.

Veteran's Preference: The City values the service that veterans and their family members have given to our country, and as such, proactively recruits and hires veterans and qualified spouses to the greatest extent possible. Certain servicemembers and veterans, and the spouses and family members of such servicemembers and veterans, receive preference and priority, and certain servicemembers may be eligible to receive waivers for postsecondary educational requirements. To obtain veteran's preference, candidates MUST submit a copy of separation papers (DD214) and meet eligibility requirements as stipulated by the Florida Statutes. For additional information, please refer to the Florida Department of Veterans' Affairs.