Grants Coordinator

Grants Coordinator

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.

Essential Job Functions:

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
• Facilitates communication between departments to ensure effective coordination of multi-departmental grant projects
• Prepares briefings and presentations for City Council, City Manager, and department heads on grant activities and opportunities
• Maintains current knowledge of grant regulations, best practices, and industry trends through professional development activities

Special Projects and Analysis (5%)

• Conducts feasibility studies and needs assessments to identify potential grant opportunities that align with City strategic priorities
• Prepares cost-benefit analysis for potential grant applications including match requirements, indirect cost implications, and long-term commitments
• Develops grant-related policies and procedures to ensure consistent and compliant grant management practices
• Participates in strategic planning activities to align grant opportunities with City goals and priorities
• Coordinates with other municipalities and organizations on collaborative grant opportunities and shared funding initiatives

Education and Experience:

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, Skills and Abilities:

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.

The City of Farmers Branch is proud to offer a competitive benefit package to all our full-time employees. Benefits begin on your first day. Benefits offered include: Medical, Dental, Vision, Life Insurance, Long Term Disability, TMRS Pension, Empower Retirement, Vacation, Sick and Paid Holidays, 4-Day Work-Week (For most city positions. Ask your hiring manager for more information!), Tuition Reimbursement.