Grant Coordinator

Grant Coordinator

The City of Trinidad is seeking a self-driven and detail-oriented professional to join the City Administration Department. Under general direction, the Grant Coordinator plans, writes, develops, and coordinates activities related to grant proposals, grant implementation, and grant management; conducts research of potential funding sources; provides analytical and technical assistance in the strategic planning, coordination, and implementation activities to build and sustain programs and services; and performs other duties as assigned.

Distinguishing Characteristics: This classification is distinguished from other professional classes by the incumbent's specialization in the coordination of local, state, and federally funded grants. Positions in this classification perform a broad range of complex administrative support activities with minimal supervision, requiring attention to detail, tact, discretion, diplomacy, initiative, and independent judgment, as well as knowledge of city activities.

Supervision Received and Exercised: Reports to and receives direct supervision from the Special Projects Manager, or designee. Exercises no supervision over other staff.

Examples of Duties:

• Conducts research, monitors federal and state funding source notices and publications, and maintains contact with local agencies to identify potential sources of funding relevant to the city's strategic and long-range plans.
• Drafts grant proposals and budget estimates for review by senior management.
• Tracks grant deadlines, budgets, and expenditures, ensuring compliance with grant requirements, and preparing reports for funders.
• Monitors the status of grants through the approval process.
• Maintains accurate, complete, and up-to-date records and files in accordance with grant agreements and requirements.
• Assists with the review and processing of grant expenses, including payroll, consultant, and contractor project invoices; tracks tasks, schedules, and deliverables; drafts reimbursement requests/invoices.
• Provides support in the development and administration of budgets related to areas of assignment.
• Coordinates work with various staff to gather necessary information, provide guidance, and facilitate effective communications.
• Coordinates audits and compliance reviews by funding agency auditors; responds to questions and coordinates work with staff to resolve areas of concern.
• Attends a variety of meetings and represents the city to external entities.
• Presents information to elected and appointed officials, external entities, and the general public as required.
• Provides primary administrative support to Town Hall staff and the public in the absence of the Administrative Assistant and/or as needed.
• Performs other related duties as required.

Minimum Qualifications: Education and Experience The knowledge, skills, and abilities listed above may be acquired through various types of training, education, and experience. A typical way to acquire the required knowledge and abilities would be:

• Education Equivalent to a bachelor's degree from an accredited four-year college or university in business or public administration, communications, environmental science, urban studies, or a closely related field.
• Experience One (1) year of experience performing administrative, budgetary, operations, grant funding, or similar analyses and studies.

Licenses and Certificates For specific positions, possession and maintenance of a valid California driver's license and the ability to meet automobile insurability requirements of the City or the ability to provide suitable transportation needs as a condition of continued employment.

Knowledge of:

• Methods, practices and techniques in developing, writing, and submitting local, state and federally funded grants.
• Typical sources of state and federal grant funding applicable to city projects and programs and associated grant requirements.
• General provisions governing the audit of governmental grant awards.
• Grant management principles and practices.
• Research methodology, data collection, analysis and reporting.
• Trends, regulations and developments in assigned program areas.
• Principles of effective time management.
• Applicable federal, state, and local laws, codes, regulations, and standards.
• Modern office procedures, methods, computer software and hardware.
• Principles and practices of sound business communication; correct English usage, including spelling, grammar, and punctuation.

Ability to:

• Coordinate and participate in the development of grant applications.
• Coordinate and participate in the preparation of grant compliance reports.
• Administer program budgets and monitor budget accounts.
• Perform responsible and complex administrative and technical support work involving the use of independent judgment, and personal initiative.
• Draft reports, correspondence, and resolutions to support grant applications.
• Maintain integrity of work by taking responsibility and accountability for completion of work.
• Create, organize, and maintain accurate and complete records, notes, and other documents related to areas of assignment.
• Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.
• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
• Effectively represent the City in meetings with individuals; governmental agencies; community groups; and various business, professional, and regulatory organizations.
• Communicate clearly and concisely, both orally and in writing.
• Operate a computer and standard business software programs and databases related to the area of assignment.
• Establish and maintain effective working relationships with those contacted in the course of the work.

Physical, Environmental, and Working Conditions:

Physical Demands Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; and to attend meetings and to visit various sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups, and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.

Environmental Elements Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

Working Conditions May be required to work a varied schedule of hours, which may include evenings, weekends, and holidays.