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Human Resources
FLSA Designation: Exempt
May, 2005


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.

  1. 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.
  2. 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 Available (NOFA’s).
  3. 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.
  4. 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 federal agencies.
  5. Resolves conflicts regarding grant requirements to maximize successful grant applications outcome; negotiates resolution of eligibility and compliance issues.
  6. Coordinates with federal, state and local elected officials to obtain support for various proposals, projects, and legislative actions.
  7. Coordinates grant administration with other City divisions and departments, other governmental agencies, and consultants.
  8. 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 met.
  9. Prepares and oversees the preparation of budget and financing plan documents for grant applications and operations and grant status reports including audit reconciliation.
  10. 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.
  11. 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 required.
  12. 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.
  13. 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.
  14. 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.
  15. Compiles, interprets, and applies demographic and statistical information necessary for grant applications.
  16. Advises City departments of requirements necessary for adherence to grant regulations and administrative procedures.
  17. 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 organizations.
  18. 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.
  19. Assures that other City departments, outside agencies and the public are involved and kept apprised of department activities that affect their operation.
  20. Performs related duties as required.
QUALIFICATIONS,BR> 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.

Knowledge of:
Principles and practices of writing, researching, administering, and monitoring grants. Grant accounting principles and practices. Local, county, state, and federal government legislation and regulations as well as general administrative structure and processes. Grant funding sources, principles, and practices. Grant regulations and requirements including financial reporting requirements. 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 preparation. Methods and techniques of statistical and financial analysis. Principles and applications of critical thinking and analysis. Basic principles of supervision, training, and performance evaluation. 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.

Ability to:
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 compliance. 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 sources. Analyze complex issues, evaluate alternatives, and reach sound conclusions. Conduct research and analysis and provide appropriate recommendations based on findings. Prepare clear and concise analytical, administrative, and financial reports. Provide information and organize material in compliance with laws, regulations, and policies. Participate in the development and administration of policies and procedures. 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 ways. Understand the organization, operation, and services of the City and of outside agencies as necessary to assume assigned responsibilities. 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 outside agencies. 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 oversight.

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.

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 functions.

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 meetings.

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 correction.

Hearing: Hear in the normal audio range with or without correction.

Human Resources Division   
   (925) 516-5191
150 City Park Way   
   (925) 516-5409
Brentwood, CA 94513  
  (925) 516-5446