Grants Administrator

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Job Description

The Grant Administrator is responsible for overseeing the full lifecycle of grant management, including researching funding opportunities, preparing applications, ensuring compliance, and tracking performance metrics. This role requires the ability to analyze, interpret, and apply federal, state, and local regulations, while working closely with City departments to secure funding and support City projects.

This position reports to the Process & Compliance Review Manager and requires strong attention to detail, high-level organizational skills, and the ability to work independently with minimal supervision while ensuring effective collaboration across departments.

Essential Functions

• Research grant opportunities for City programs and projects in support of the City’s strategic priorities.
• Coordinate with City Project Managers to determine programs which could be funded through private, federal, state and local funding opportunities.
• Interpret federal, state, and county regulations and guidelines on grant programs.
• Evaluate factors of the grant and authorize the submittal of grant applications based on the likelihood of award; consistency with City objectives and priorities; City cash match or in-kind requirements, if any; and the ability of the City to both prepare an application, implement a program and meet compliance requirements should funding be received.
• Prepare and/or assist with completing grant applications according to format required, and maintain grant funding resource materials and publications.
• Discuss program requirements and sources of funding available with management.
• Provide administrative and technical support for the City’s grant programs.
• Review and/or prepare ordinances, resolutions, agendas, agreements, and other grant related documents.
• Review grant contracts and meet with the City Project Managers to understand the specific requirements and expectations of the grantor to assure compliance with the grant program’s policies and guidelines.
• Review and answer correspondence, emails, or other inquiries from grant funding agencies and city departments and provide satisfactory and effective responses.
• Establish and maintain a tracking system for available grants, completed grant applications, and the drawdown of the grant in the City’s grant management tool.
• Maintain a repository of awarded grants including all supporting documentation connected with the grant-funded programs.
• Assist with the collection of data for the review and preparation of reimbursement requests to grant funding agencies.
• Prepare periodic reports on the fiscal status of grants and other resource programs.
• Coordinate with City departments on grant reporting and request updates to ensure they are complying with the terms and conditions of the grant and grant funds are being used for the purposes for which they were intended.
• Assist in the reconciliation of grant financial reports to the general ledger.
• Prepare and/or assist with the preparation of the Schedule of Expenditures of Federal Awards and State Financial Assistance (SEFA).
• Coordinate and distribute the single audit report to each granting agency and City Project Managers.

Knowledge, Skills and Abilities

Knowledge of:

• Grant funding policies, procedures, and administration practices.
• Federal and state grant programs and the fiscal procedure required in this specialized area.
• The principles, practices and methods of grant acquisitions.
• National, state, and local grant acquisition related laws, rules, ordinances, codes, and regulations.
• Basic accounting principles and procedures.

Skilled in:

• Microsoft Office Suite products to include Word, Excel, and Outlook, at an intermediate level.
• Collecting and analyzing complex data.
• Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
• Communicating effectively in writing as appropriate for the needs of the audience.

Ability to:

• Exercise a high degree of independent judgment in resolving problems.
• Work independently with high initiative while also being comfortable working as a team member.
• Accurately prepare and maintain detailed documentation and files for easy access and retrieval.
• Plan and execute a grant management program.
• Establish and maintain effective working relationships with managers and City staff.
• Operate a computer and related word processing, spreadsheet and database programs.
• Compile, organize, interpret, and communicate grant data and results concisely.
• Exercise sound judgment in analyzing facts and arriving at conclusions.

Minimum and Preferred Qualifications

• Bachelor’s degree from an accredited college or university with major course work in Finance, Accounting, Business, Public Administration or a related field
• Three (3) years of progressively responsible experience in grant writing and grant administration, preferably in a government environment

PREFERRED QUALIFICATIONS:

• Grant Professional Certification
• Experience in the local government of the State of Florida

Additional experience is accepted as a minimum requirement in lieu of the postsecondary degree on the following basis: additional four (4) years in lieu of the bachelor’s degree, and additional two (2) years in lieu of an associate degree.

POST OFFER PRE-EMPLOYMENT SCREENING REQUIREMENTS:

Final offer and employment are contingent upon successful completion of the following post-offer, pre-employment screening items:

• Criminal Background Check
• Employment Verification

The City of Boca Raton is an Equal Opportunity, Inclusive, Veteran's Preference Employer and Drug Free Workplace. It is the policy of the City of Boca Raton to prohibit discrimination on the basis of race, color, religion, gender, gender identity or expression, marital status, age, national origin, disability, pregnancy, familial status, sexual orientation, genetic information, or any other status or condition protected by applicable federal, state or local laws.