|FLSA Designation: Exempt
GRANTS PROGRAM MANAGER
Class specifications are intended to present a descriptive list of
the range of duties performed by employees in the class.
Specifications are not intended to reflect all duties performed
within the job.
Under general direction of the Chief Finance Officer, plans,
organizes, implements, manages, and directs the City’s grant
program; provides professional and technical assistance to all City
departments in prioritizing, developing, and writing grant proposals
for City projects including research, analysis, application,
implementation, reporting, monitoring, invoicing, and contract
close-out; serves as technical authority on grants administration;
and negotiates with grantor agencies and resolves issues of grant
eligibility, audit exceptions, and disallowed costs.
The Grants Program Manager is a single position class and is
considered a senior level professional in which the incumbent is
expected to independently perform the full scope of duties
associated with needs identification, grant application, and grant
administration. This classification is distinguished from other City
classifications by the performance of specialized responsibilities
focused on identifying, analyzing, securing, administering, and
monitoring of grant funding activities.
The following duties are typical for this classification. Incumbents
may not perform all of the listed duties and/or may be required to
perform additional or different duties from those set forth below to
address business needs and changing business practices.
The following generally describes the knowledge and ability required
to enter the job and/or be learned within a short period of time in
order to successfully perform the assigned duties.
- Performs a full range of professional administrative,
analytical, and community relations related duties of considerable
difficulty involved in planning, organizing, managing, and directing
the activities and operations of the City’s comprehensive grants
management and development program.
- Reviews new grant opportunities for benefit of the City;
performs cost/benefit analysis of each; identifies and makes
recommendations regarding potential grant sources to City
departments based on funding needs of Capital Improvement Program
and other projects as needed; continually updates information
regarding funding sources and issuance of Notices of Funding
- Organizes, writes, and supervises the writing of City grant
applications in coordination with City departments; coordinates the
submission of grant applications, tracking of applications, and
receipt of grants; prepares grant monitoring reports for submission
to grantors and/or other regulatory agencies.
- Prepares and/or oversees the preparation of grant applications
and supporting documentation to maximize competitiveness and
compliance with grant requirements; prepares and/or oversees the
preparation of public hearing notices, staff reports, and
resolutions for grant applications and project activities; ensures
timely preparation of required grant monitoring reports to state and
- Resolves conflicts regarding grant requirements to maximize
successful grant applications outcome; negotiates resolution of
eligibility and compliance issues.
- Coordinates with federal, state and local elected officials to
obtain support for various proposals, projects, and legislative
- Coordinates grant administration with other City divisions and
departments, other governmental agencies, and consultants.
- Ensures proper administration of grant funds and develops grant
reporting and evaluation systems; coordinates execution of contracts
between City and grantor; monitors progress of project and adherence
to terms and conditions of grant award; provides guidance to project
manager regarding specific program requirements that must be
- Prepares and oversees the preparation of budget and financing
plan documents for grant applications and operations and grant
status reports including audit reconciliation.
- Prepares invoices for processing and reimbursement from outside
agencies; assumes responsibility for following-up on activities
relative to grant compliance requirements to avoid audit exceptions
and loss of grant funds; initiates and monitors audit process for
grants; maintains records for compliance with applicable regulations
and policies including financial reporting, budgeting, and financial
management to ensure retention of grant funds received and
eligibility for future grants.
- Identifies, interprets, and applies provisions of federal,
state, and local legislation and regulations pertinent to grant
proposals, funding, and reporting requirements; monitors legal,
funding agency, technology, and procedural changes related to grant
activities and implements policy and procedures modifications as
- Develops and maintains effective relationships with public
legislative representatives including state legislators and members
of Congress for positive line of communications concerning issues
impacting the City; functions as the City’s Disadvantaged Business
Enterprise Liaison Officer with Caltrans; sets annual DBE goal for
federally funded transportation projects.
- Provides consultation, technical assistance, and information to
other City departments, governmental and public agencies, and
private organizations in grant writing and administration; assesses
potential grant sources and advises City staff and/or private
individuals and organizations of required criteria, timelines, and
amount of effort required to organize, write, and submit proposal
and monitor grant.
- Prepares reports detailing the status of all grant applications
and availability of additional funding sources; prepares statements
regarding financial impact that grant funding has on the City.
- Compiles, interprets, and applies demographic and statistical
information necessary for grant applications.
- Advises City departments of requirements necessary for adherence
to grant regulations and administrative procedures.
- Represents the City on local, multi-agency, and regional
committees to increase coordination and effectiveness and to utilize
available resources in the most effective manner; establishes
positive working relationships with representatives of other public
agencies, philanthropic organizations, and community
- Directs, assigns, and monitors the work of assigned staff
members; provides clear, concise, and consistent direction;
maintains a positive and productive work environment; evaluates work
performance according to City standards and recommend and implement
appropriate corrective actions as necessary.
- Assures that other City departments, outside agencies and the
public are involved and kept apprised of department activities that
affect their operation.
- Performs related duties as required.
Principles and practices of writing, researching, administering, and
Grant accounting principles and practices.
Local, county, state, and federal government legislation and
regulations as well as general administrative structure and
Grant funding sources, principles, and practices.
Grant regulations and requirements including financial reporting
Principles and practices of budget development and implementation.
General principles, practices, and procedures of business
administration and public administration.
Principles, structure, and organization of public sector agencies.
Principles and practices of project management.
Methods and techniques of data collection, research, and report
Methods and techniques of statistical and financial analysis.
Principles and applications of critical thinking and analysis.
Basic principles of supervision, training, and performance
Principles and procedures of record keeping.
Principles of business letter writing and report preparation.
Office procedures, methods, and equipment including computers and
applicable software applications such as word processing,
spreadsheets, and databases.
Pertinent federal, state, and local laws, codes, and regulations.
Perform a full range of professional administrative, analytical, and
community relations related duties of considerable difficulty
involved in planning, organizing, managing, and directing the
activities and operations of the City’s comprehensive grants
management and development.
Analyze and interpret the potential impact of grant requirements on
City policies and departmental programs and services and coordinate
Effectively represent the City to outside individuals and agencies
to accomplish the goals and objectives of the grant program.
Identify private, state, and federal funding sources.
Prepare complex funding applications, financial reports,
evaluations, and narrative reports.
Develop complex funding proposals.
Perform administrative review to monitor grants for compliance
through completion and closeout.
Provide effective leadership to and coordinate a variety of grant
program applications and administration with support staff with
varied levels of training and knowledge.
Collect, evaluate, and interpret information and data from multiple
Analyze complex issues, evaluate alternatives, and reach sound
Conduct research and analysis and provide appropriate
recommendations based on findings.
Prepare clear and concise analytical, administrative, and financial
Provide information and organize material in compliance with laws,
regulations, and policies.
Participate in the development and administration of policies and
Direct, coordinate, and review the work of assigned support staff.
Supervise, train, and evaluate assigned personnel.
Understand and use technical and/or industry concepts and directions
to solve problems and manage projects in creative and effective
Understand the organization, operation, and services of the City and
of outside agencies as necessary to assume assigned
Understand, interpret, and apply general and specific administrative
and departmental policies and procedures as well as applicable
federal, state, and local policies, laws, and regulations.
Manage multiple projects simultaneously and be sensitive to changing
priorities and deadlines.
Plan and organize work to meet changing priorities and deadlines.
Work cooperatively with other departments, City officials, and
Respond tactfully, clearly, concisely, and appropriately to
inquiries from the public, City staff, or other agencies on
sensitive issues in area of responsibility.
Effectively represent the City to outside individuals and agencies
to accomplish the goals and objectives of assigned area.
Operate office equipment including computers and supporting word
processing, spreadsheet, and database applications.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those
contacted in the course of work.
Education and Experience Guidelines - Any combination of
education and experience that would likely provide the required
knowledge and abilities is qualifying. A typical way to obtain the
knowledge and abilities would be:
A Bachelor’s degree from an accredited college or university with
major course work in public administration, business administration,
liberal arts, political science, or a related field.
Four years of increasingly responsible public sector administration
including at least two years at the level of Grants Administrator.
Must have demonstrated skill in successfully generating significant
grant funding resources and maintaining adequate financial
License or Certificate:
Completion of professional courses with certification and ongoing
education in Grants Management for Recipients track is desirable.
Possession of an appropriate driver’s license.
PHYSICAL DEMANDS AND WORKING ENVIRONMENT
The conditions herein are representative of those that must be met
by an employee to successfully perform the essential functions of
this job. Reasonable accommodations may be made to enable
individuals with disabilities to perform the essential job
Environment: Work is performed primarily in a standard office
environment with some travel to different sites; incumbents may be
required to work extended hours including evenings and weekends and
may be required to travel outside City boundaries to attend
Physical: Primary functions require sufficient physical
ability and mobility to work in an office setting; ; to stand or sit
for prolonged periods of time; to occasionally stoop, bend, kneel,
crouch, reach, and twist; to lift, carry, push, and/or pull light to
moderate amounts of weight; to operate office equipment requiring
repetitive hand movement and fine coordination including use of a
computer keyboard; to travel to other locations using various modes
of private and commercial transportation; and to verbally
communicate to exchange information.
Vision: See in the normal visual range with or without
Hearing: Hear in the normal audio range with or without