GRANTS COORDINATOR

Department: 511 – Community Development

EEO Class: Professional

FLSA Status: Non-Exempt

The Grants Coordinator will be heavily involved with the administrative of U.S. Housing and Urban Development programs for the City, and will the involved with monitoring all applicable state and federal programs and special projects for compliance with federal, state, and local regulations, policies and procedures. Provides technical assistance to clients, contractors, and sub-recipients in the areas of housing/ capital projects. Performs field inspection activities, and coordinates the work of others related to the City's housing / capital project programs. In accordance with sound business practice, and policies and procedures approved by the City of Gulfport and local, state and federal agencies, the Grants Coordinator is responsible for the design and implementation of compliance systems as required by the execution of program activities of each grant contract. This position will answer to the Grants Administrator position.

Essential Job Functions

Essential duties and functions, pursuant to the Americans with Disabilities Act, may include the following. Other related duties may be assigned.

• Review and develop, when necessary, updates to the internal procedures to maintain a good internal control structure and applicable systems to assure compliance with grant terms and conditions.

• Maintain and monitor all federal and state grants for compliance.

• Reports grant expenditures to the various agencies and prepare drawdown / reimbursement requests according to procedure outlined by grantor.

• Prepare detailed and complex schedules and supporting data for the comprehensive annual audit the annual audit process.

• Complete environmental review for all projects.

• Assist the Grants Administrator in developing and updating program policies and guidelines for all eligible projects.

• Provides technical assistance to grant recipients by answering inquiries and overseeing general project implementation for compliance with local, state, and federal policies and procedures related to grants management.

• Maintain documentation and work with the Grants Accounting Specialist to support accounting records that permit the tracing of grant revenues and expenditures.

• Perform month-end and year-end closeout of the Community Development records.

• Develop and update grants management documentation as necessary, including training staff and partners on relevant policies and procedures.

• Conduct periodic audits of program documentation for compliance with rules, regulations, policies, and procedures (local, state, and federal).

• Monitor program performance including contracts management activities (activities may include but are not limited to ensuring that reports are completed on time, are reflective of contractual outcomes, and including all necessary data.)

• Utilization of grant information system, providing grant tracing as part of on-line grants system and grants analysis.

• Participate in pre-bid conferences and pre-construction conferences; interview employees of contractors and subcontractors; monitor contractor compliance with all laws, guidelines and regulations imposed under grant contract to the City of Gulfport.

• Provides oversight and management of contracted services; ensuring that construction is initiated and completed in a timely manner.

• Prepare reports, complete forms and seek wage decisions as required by grant terms and conditions for the various state/federal programs.

• Assist in processing funding applications as assigned.

• Keep abreast of rules and regulations of current and proposed grants.

• Secure bids, and provide information for submission of purchase orders.

• Conduct on-site auditing and monitoring of agencies as required.

• Analyzes and makes recommendations regarding proposed housing programs, considering factors such as program criteria, feasibility, cost and benefit.

• Performs inspections of residential properties to determine needed repairs; supervises work write-up and lead base paint technicians, and cost estimates

or housing rehabilitation work. Identifies hazardous conditions and code violations.

• Work closely with applicants/contractors in preparing construction plans and work specifications; assist in obtaining bids from contractors, evaluates and prepares a written recommendation on bids to program clients; develops contract documents.

• Monitors construction work progress; inspects work completion and ensures compliance with work specifications and plans.

• Develops systems for housing program implementation.

• Makes presentations regarding programs and issues to citizen groups, committees, commission, boards and the City Council.

• Coordinates review and processing of loan/grant documents and loan payoffs.

• Assists and acts on behalf of the Grants Administrator regarding compliance of programs, issues to citizens and citizen groups, committees, commissions, boards and the City Council.

• Uses electronic spreadsheets and other office tools such as calculator, word processing, etc.

Knowledge, Skills and Abilities

Must possess required knowledge, skills, abilities and experience and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.

• Knowledge of governmental accounting principles, theory, and procedures; financial systems applications and methods, spreadsheet and word processing programs.

• Strong interpersonal skills, with the ability to interact effectively with citizens, vendors and staff from other city departments.

• Ability to communicate effectively with and elicit cooperation of others.

• Ability to prepare clear, comprehensive and accurate reports.

• Strong analytical and problem-solving skills.

• Ability to analyze and systematically compile technical and statistical information and prepare reports and correspondence; comprehend and make inferences from written material; interpret federal, state and local government laws and regulations regarding grant contracts and administration.

• Ability to review the work products of others to ensure conformance to standards.

• Strong writing skills, as it relates to grants, monthly reports, press releases, etc.

• Ability to review the work products of others to ensure conformance to standards

Education and Experience

Degree in Business Administration, Public Administration, Accounting or equivalent graduate study preferred. Three years progressively responsible experience in grants administration/management, including but not limited to; assisting in project implementation for compliance, performing periodic audits of program compliance and monitoring/managing contractor compliance. Applicant must have knowledge of grants and grant administration systems, processes and budgeting. 10 years of progressive experience in grants administration/ management may be substituted for educational requirement.

Required Licenses or Certificate

Must possess a valid Mississippi driver's license.

Physical Demands and Working Conditions

The physical demands described here 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 functions.

Physical requirements include occasional lifting/carrying of 10+ pounds; visual acuity, speech and hearing; hand and eye coordination and manual dexterity