Grants Manager

Position: Grants Manager

Reports to: Finance Director

Emergency Classification: Essential

FLSA Classification: Exempt

Pay Grade: 113

The Town of Fort Myers Beach is seeking an organized detail-driven Grants Manager to administer the Towns portfolio of federal state and county grant-funded projects. Under the direction of the Finance Director this role manages grants across the full lifecycle from identifying funding opportunities through implementation reimbursement and closeout and partners with department directors to keep capital resilience and disaster recovery projects compliant and funded. The ideal candidate brings working knowledge of the Uniform Guidance (2 CFR Part 200) HUD CDBG and CDBG-DR and FEMA programs along with the project management skills to keep multiple awards on schedule and audit-ready.

If you enjoy turning complex regulations into clear workable processes and want to help secure the funding that rebuilds and strengthens our island we encourage you to apply.

The Town of FMB Offers a Competitive Benefits Package!

• Health & Wellness: Comprehensive health insurance with low deductibles and annual maximums. The Town covers 100% of employee premiums and 50% of dependent premiums. Benefits include employer-paid life insurance short- and long-term disability coverage gym membership reimbursement and more.
• Work/Life Balance: Employees accrue paid leave monthly plus sick leave and a birthday benefit annually. The Town observes 14 paid holidays and offers a supportive team-oriented environment.
• Retirement Planning: Immediate vesting in a 401(a)/457(b) pension plan with generous employer contributions.

And More! Join a team that values your well-being growth and future.

Position Summary

Under the general direction of the Finance Director the Grants Project Manager plans coordinates administers and oversees municipal projects funded in whole or in part through federal state county and other grant sources across the full grant lifecycle from identification of funding opportunities and award acceptance through implementation reimbursement closeout and post-closeout compliance. Projects may include capital improvements infrastructure facility renovations resilience and hazard mitigation initiatives disaster recovery and community development activities administered under programs such as the Community Development Block Grant (CDBG) CDBG-Disaster Recovery (CDBG-DR) Federal Emergency Management Agency (FEMA) programs other U.S. Department of Housing and Urban Development (HUD) programs and state and county funding sources such as the Lee County Tourist Development Council (TDC).

This position is responsible for coordinating project scope schedules budgets procurement contracts consultants and contractors; ensuring consistent and timely reporting to the Finance Director Grants Accountant and funding agencies; and administering grant compliance requirements including the federal Uniform Guidance (2 CFR Part 200) from project inception through closeout and reimbursement.

The Grants Project Manager works in partnership with the Towns department directors who serve as the project managers for grant-funded projects within their departments. Department directors are responsible for the technical delivery of their projects (design construction and operations); the Grants Project Manager is responsible for ensuring those projects are administered in compliance with grant requirements and that the documentation reporting and reimbursement needed to secure and retain funding are completed.

The ideal candidate will have experience managing public-sector or grant-funded projects and a working knowledge of federal grant requirements HUD regulations environmental review procurement labor standards income eligibility civil rights compliance and project closeout requirements. Experience researching funding opportunities and supporting grant applications is a plus.

Responsibilities and Reporting During an Emergency Situation

If assigned employees in this classification will be required to report and carry out duties as directed immediately before during and after a severe weather event or other emergency and for the duration of the emergency. Depending on the nature of the emergency this may require irregular schedules and extended hours including around the clock for several days on short notice.

EXAMPLES OF ESSENTIAL DUTIES

Funding Identification and Pre-Award

• Researches and monitors federal state county corporate and private foundation funding opportunities including Notices of Funding Opportunity (NOFOs) that align with Town capital resilience and recovery priorities; disseminates opportunities to departments and evaluates eligibility match requirements and administrative capacity before the Town commits to pursue an award.
• Assists in preparing grant applications including narratives project budgets cost estimates and supporting documentation; coordinates with departments and Town-procured grant consultants on complex or technical applications.
• Prepares or assists with Town Council agenda items resolutions ordinances budget amendments and agreements required to apply for accept appropriate and execute grant awards.

Project Implementation and Contract Management

• Serves as the primary grants liaison to department directors acting as project managers for grant-funded projects; meets regularly with each to review scope schedule budget and compliance status and coordinates all implementation aspects of assigned grants with Town Administration Finance funding agencies and other Town staff involved in grant administration.
• Prepares compliant scopes of work timelines schedules of deliverables and budgets for written agreements based on grant applications award terms and regulations; monitors these throughout program execution.
• Prepares and maintains detailed workplans for each agreement with key deadlines and requirements; meets regularly with department directors and assigned partners to ensure program objectives are met; provides technical assistance during program execution.
• Coordinates with the Towns procurement function to ensure solicitations contracts and purchases for grant-funded work comply with 2 CFR 200.317200.327 funding-agency requirements and Town purchasing policy including required federal contract provisions.
• Works with contractors and consultants to ensure contract terms project timelines and grant reporting deadlines are met; conducts field visits to verify that work performed is accurate eligible and progressing on established deadlines.
• Provides contract oversight including review of pay applications invoices change orders and compliance with contract terms.
• Monitors award terms conditions budgets and periods of performance; identifies the need for scope changes budget modifications or time extensions in coordination with department directors and prepares amendment and extension requests to funding agencies.

Compliance Monitoring and Financial Coordination

• Administers federal cross-cutting requirements applicable to assigned awards which may include environmental review (NEPA/24 CFR Part 58) Davis-Bacon and Related Acts Section 3 Build America Buy America (BABA) the Uniform Relocation Act fair housing and civil rights requirements and duplication-of-benefits requirements for disaster funds.
• Acts as project lead in monitoring subrecipients and partners ensuring all elements of program compliance are met and overseeing completion of monitoring-related corrective action plans.
• Establishes and maintains compliant master grant files and a Town-wide grant tracking system (award amounts status deadlines expenditures and reporting dates) to support audit monitoring budgeting and statistical reporting.
• Works closely with the Grants Accountant on common grant requirements to ensure timely compliant completion including executive summary development match requirements program income or other revenue tracking and usage and review of expenditures for allowability allocability and reasonableness.
• Coordinates the collection of documentation from departments to support drawdowns and reimbursement requests; prepares and submits complete reimbursement packages to the Finance Director and/or Grants Accountant for approval and submittal.
• Assists with year-end grant reconciliation preparation of the Schedule of Expenditures of Federal Awards and State Financial Assistance (SEFA/SESFA) Single Audit requests and funding-agency monitoring visits.
• Develops and recommends grant administration policies procedures checklists and internal controls that promote compliance and consistency across Town departments; maintains a resource library of funding sources templates and past applications.

Reporting and Closeout

• Submits quarterly and other required progress financial and performance reports to funding agencies the Finance Director and other stakeholders ensuring consistent and timely reporting.
• Oversees the timely and compliant conclusion of grant programs by working closely with subrecipients developers vendors or partners to provide guidance on program completion review of compliant pay requests and completion of all deliverables identified in the agreement.
• Assures each program meets its final objective and participates in compliant grant closeout by reviewing final records pay requests regulations and grant agreement documents; prepares post-closeout compliance plans for partners such as program income tracking Section 3 Davis-Bacon or long-term use and maintenance requirements.
• Assists with the preparation of HUD planning documents such as the Consolidated Plan annual Action Plan and CDBG-DR Action Plan amendments or the Towns input into County and State plans as applicable.

Emergency Management and Disaster Recovery

• Supports emergency preparedness disaster recovery and post-disaster grant administration activities including FEMA Public Assistance and Hazard Mitigation Grant Program documentation cost tracking and coordination with state and federal agencies.

General

• Provides assistance advice support and guidance to Town departments applicants and recipients of grants during the program operation and closeout phases.
• Reads professional journals federal and state regulations notices of funding and correspondence and attends conferences and training as needed to stay abreast of industry standards trends and regulatory changes.
• Operates a computer copier scanner telephone and other standard office and field equipment including word processing spreadsheet database and grant-management software to complete essential functions.
• Builds and maintains effective working relationships with Town departments funding agencies contractors consultants and the public.
• Maintains regular and reliable attendance; attends assigned meetings training and events which may include evening Town Council meetings.
• Performs other duties as assigned.

(These essential job functions are not to be construed as a complete statement of all duties performed. The omission of a specific duty does not exclude it from the position if the work is similar related or a logical assignment for this classification. Employees will be required to perform other job-related duties as required.)

SUPERVISORY RESPONSIBILITIES

None. Provides guidance on grant compliance requirements to department directors and their staff and functional direction to consultants contractors and subrecipients on assigned projects.

REQUIREMENTS:

Education Certification and Experience:

• Bachelors degree from an accredited college or university in Business Administration Public Administration Finance Accounting Economics Construction Management or a closely related field required.
• Minimum of three (3) years of progressively responsible experience working with grant agencies and/or implementing federal state and local grant programs subject to numerous regulations required preferably in a governmental environment; experience with HUD Community Development Block Grant (CDBG) CDBG-DR or FEMA-funded programs strongly preferred.
• Any equivalent combination of education training and experience that provides the requisite knowledge skills and abilities for this job may be considered.
• Project Management Professional (PMP) Certified Grants Management Specialist (CGMS) Grant Professional Certified (GPC) or HUD-related program certification preferred.
• Must possess and maintain a valid Florida Driver License with any applicable endorsements or obtain one within thirty (30) days of hire or promotion.

Knowledge Skills and Abilities:

Knowledge:

• Federal state and local grant administration requirements including the Uniform Guidance (2 CFR Part 200) cost principles and Single Audit requirements.
• HUD CDBG and CDBG-DR regulations environmental review procurement standards labor standards (e.g. Davis-Bacon/Section 3) Build America Buy America (BABA) income eligibility and civil rights compliance.
• FEMA Public Assistance Hazard Mitigation and other post-disaster recovery funding programs as applicable.
• Funding sources and research methods for federal state county corporate and foundation grants.
• Program income match requirements and other revenue tracking and usage rules applicable to federal and state grant programs.
• Consolidated Plan and annual Action Plan preparation and community needs assessment processes.
• Project management principles and practices including scope schedule budget and risk management.
• Public procurement and contract administration procedures and basic legal principles of contracts and agreements.
• Governmental budgeting and accounting fundamentals as they relate to grant revenues expenditures and reimbursement.
• Subrecipient and partner monitoring practices including compliance review and corrective action plan development.
• Florida public-records law (Chapter 119 F.S.) and documentation and records-retention standards applicable to grant-funded projects.

Skills:

• Managing multiple concurrent grant agreements projects budgets and deadlines.
• Preparing and presenting clear accurate reports executive summaries workplans Council agenda items and grant documentation.
• Making accurate arithmetic financial and statistical computations and preparing budget analyses.
• Negotiating and administering agreements with subrecipients contractors and consultants.
• Communicating effectively orally and in writing with Town leadership funding agencies partners and the public.
• Using Microsoft Office (particularly Excel) project management financial and grant-tracking software and systems such as HUDs Integrated Disbursement and Information System (IDIS) Disaster Recovery Grant Reporting (DRGR) system and FEMA Grants Portal.
• Monitoring grant partners for compliance and developing corrective action plans.

Abilities:

• Interpret apply and explain complex federal state and local grant regulations and municipal policies consistently and accurately including to staff without grant experience.
• Exercise sound judgment and independent decision-making in managing project risk timelines and budgets.
• Coordinate effectively across departments and influence outcomes without direct supervisory authority.
• Organize own work set priorities and meet critical deadlines while adapting to competing demands frequent change delays or unexpected events.
• Review and verify the accuracy of financial and project documentation.
• Build and maintain effective working relationships with Town staff funding agencies contractors consultants and the public.
• Conduct field inspections and site visits in varied conditions.
• Maintain accurate organized and confidential records in accordance with public-records requirements.
• Work flexible and irregular hours including during emergency activations or disaster-recovery periods when required.

Physical Requirements:

• Frequent sitting standing and walking between office and field or project-site environments; frequent use of hands to handle feel and operate a keyboard.
• Ability to walk construction and project sites including on uneven or unfinished terrain.
• Regular lifting and carrying of materials equipment or documents up to 25 pounds and occasionally up to 50 pounds.
• Ability to operate a Town or personal vehicle to travel between project sites meetings and Town facilities.

Environmental Requirements:

• Work is performed in both an office setting and outdoor or field environments including active construction sites in varied weather conditions.
• May involve exposure to construction-related hazards noise dust uneven surfaces and post-disaster field conditions.

Sensory Requirements:

• Task requires sound perception and discrimination.
• Task requires visual perception and discrimination.
• Task requires color and depth perception and discrimination (e.g. reviewing plans and inspecting field work).
• Task requires oral communications ability.

The Town of FMB is an Equal Opportunity Employer and a Drugfree Workplace

Reasonable Accommodations:

Applicants who need a reasonable accommodation during the application testing or interview process may contact Human Resources at .

Veterans Preference

The Town of Fort Myers Beach provides Veterans Preference in employment for eligible veterans spouses of veterans and qualifying family members in accordance with the Florida Department of Veterans Affairs guidelines.

How to Claim Veterans Preference:

1. Notify Human Resources at to request Veterans Preference at the time of application.
2. Obtain the Veterans Preference Form which will be provided by Human Resources and indicate your eligibility.
3. Submit the required documentation (e.g. DD-214 form VA disability letter or applicable spouse documentation) along with your completed application.

If you require assistance or have questions about this process please contact Human Resources at or

Employment at the Town of Fort Myers Beach is contingent upon your successful completion of the following:

1. Pre-employment drug screening pursuant to the Drug-Free /Alcohol-Free Employment Policy as outlined in the Towns Employee Handbook adopted by Council effective January 2022 .

1. General background verification.

Required Experience:

Manager