Grants and Procurement Coordinator

Job Title: Grants and Procurement Coordinator

Department: Finance

Reports to: Finance Director

FLSA Classification: Non-Exempt

Salary: Depends on Qualifications

Benefits Information

The City of Converse offers a competitive compensation and benefit package, including:

• Medical, vision, and dental coverage options for employees and their family
• Paid Holidays (established by City Council)
• Vacation leave accrues from the date of hire
• Sick leave accrues from the date of hire
• Retirement through the Texas Municipal Retirement System (TMRS) requires 7% employee contribution with the City of Converse matching 2-to-1 of the employee contribution
• Voluntary supplemental retirement plans
• Voluntary flexible spending account (FSA) for health and dependent care
• Employer-sponsored long-term disability
• Employer-sponsored life insurance for the employee, their spouse, and child(ren)
• Voluntary life insurance for the employee, their spouse, and child(ren)
• Voluntary short-term disability
• Tuition reimbursement
• Certification pay

General Description

The Grants and Procurement Coordinator develops and implements programmatic activities related to requests for proposals, contracts, purchasing, and grants. Produces grant applications and progress reports and participates in requests for proposals to obtain federal funding and contracts for city goods and services. The Coordinator plays a crucial role in securing funding for municipal projects, managing procurement processes, and ensuring compliance with applicable regulations. Here are the essential job functions for this role: This position will be work closely with internal and external groups to complete essential job functions. Candidates must have excellent verbal and written communication skills, including the ability to produce information in an understandable format, project management skills, problem-solving skills, critical thinking skills, time-management skills to organize, prioritize, and effectively manage multiple projects and deadlines, and collaborate effectively with a variety of stakeholders.

Essential Job Duties

In addition to following City policies and procedures and the instructions and guidance of supervisor(s), the Coordinator must be able to perform the following essential job duties with or without reasonable accommodation. Other duties may be assigned.

• Communicates effectively with supervisors, co-workers, and others (internally and externally) to provide, exchange, or verify information, answer inquiries, address issues, or resolve and/or report problems or complaints.
• Uses good judgment in all decision-making and in carrying out all job duties.
• Operates a PC and standard office equipment, knowledgeable of Microsoft Office Suite including Outlook, Word, Excel, Project Coordinator, and the Internet.
• Is helpful, cooperative, and courteous and demonstrates a good attitude in all dealings with the public, co-workers, and others.
• Is punctual and in attendance regularly onsite.
• Demonstrates initiative and diligence in promptly and properly completing all job duties, whether or not listed in this Job Description.
• Safeguard city property and recognize and report needed repairs.
• Works safely, follows safety rules and training and maintains a clean, safe, and healthful work environment.
• Maintains confidentiality about all City business.

Grant Management

• Identify Funding Opportunities: Research and identify federal, state, and private grant opportunities to support city projects and initiatives.
• Grant Writing and Submission: Prepare, write, and submit grant proposals, ensuring all required documents and information are included.
• Compliance Monitoring: Ensure that all grant-related activities comply with federal, state, and local regulations, including financial and reporting requirements.
• Grant Administration: Manage awarded grants by overseeing budget allocation, expenditures, and reporting requirements.
• Liaison with Agencies: Act as a point of contact between the city and grant-making agencies to ensure smooth communication and adherence to requirements.
• Oversees approved grants, tracking program progress and expenditures, and ensures compliance with deadlines and applicable rules and regulations of governing agencies.
• Prepare routine and recurring reports such as reimbursement and progress reports, and special reports as required.
• Maintains grant documentation at all times as required by regulations and governing agencies.

Procurement Management

• Develop Procurement Strategies: Create procurement plans and strategies to acquire goods and services in alignment with the city’s needs and budgetary constraints.
• Vendor Sourcing and Selection: Identify, evaluate, and select vendors through competitive bidding processes like Requests for Proposals (RFPs) and Requests for Quotations (RFQs).
• Contract Negotiation: Negotiate terms, conditions, and pricing with vendors to ensure favorable and compliant agreements.
• Contract Compliance: Monitor and ensure vendors and service providers meet contractual obligations and performance standards.
• Vendor Relationship Management: Maintain effective working relationships with vendors and contractors to ensure the timely delivery of services and goods.

Financial and Budget Oversight

• Budget Management: Oversee and manage grant and procurement budgets, ensuring funds are allocated properly and spent in compliance with regulations.
• Financial Reporting: Prepare and submit financial reports related to grants and procurement activities, ensuring accuracy and transparency.
• Cost Control: Implement cost-saving measures in procurement processes to ensure efficient use of city resources.

Policy Development and Compliance

• Policy Creation: Develop and enforce policies, guidelines, and procedures related to grants and procurement in compliance with city regulations and best practices.
• Risk Management: Identify potential risks in grant and procurement activities and develop strategies to mitigate them.
• Audit and Monitoring: Conduct regular audits of procurement processes and grant-funded programs to ensure adherence to applicable regulations.

Cross Department Collaboration

• Internal Coordination: Collaborate with various city departments, including legal, finance, and project management teams, to ensure grants and procurement align with overall city goals.
• Training and Support: Provide training and guidance to city staff on procurement procedures and grant management processes.

Data Management and Reporting

• Record Keeping: Maintain accurate records of all grant applications, awards, procurement contracts, and related documents.
• Performance Reporting: Track and report the performance of procurement processes and grant-funded projects to city leadership and external agencies.

Education and Basic Requirements

The Coordinator must meet the following minimum requirements.

• A Bachelor’s Degree from an institution accredited by an agency approved by the U.S. Department of Education in Finance, Public Administration, Business Administration or a related field, or high school diploma or equivalent with and five (5) or more years of experience in writing, developing or administering contracts or grants including preparation of grant applications, contracts or similar documents or equivalent combination of experience and training which provides the required knowledge, skills and abilities as shown below.
• Have and maintain a clear and valid Texas Class C driver’s license and satisfactory driving record.
• Satisfactory results of background, and pre-employment screening checks including physical exam.

Other Requirements

The Coordinator must have significant knowledge, skills and/or abilities in:

• Considerable knowledge of grant planning and writing principles and practices.
• Significant knowledge of private, local, state and federal funding sources; grant program coordination methods or techniques; budget preparation and control.
• Skill in researching and applying for grants.
• Ability to plan, develop and coordinate grant programs.
• Considerable knowledge of governmental accounting and budgeting principles and practices.
• Ability to create and maintain records and to prepare reports.
• Ability to communicate clearly and concisely, both orally and in writing, in order to prepare and deliver presentations to individuals and groups and to complete grant applications.
• Knowledge of personal computer, copiers, printers and MS Office software.
• Ability to establish and maintain an effective working relationship with co-workers, employees in other City departments, outside agencies and the general public with a courteous and professional demeanor.
• Ability to understand (and request clarification when needed) and follow written and oral instructions, City and Departmental policies, rules, regulations and laws.
• Be available after normal working hours when required.

Physical and Mental Requirements

In order to successfully achieve the goals of the City, the Coordinator must meet the following physical and mental requirements with or without reasonable accommodation.

• The ability to understand, learn, remember and communicate information about the job.
• The ability to understand the meaning of and use and speak words understandably and effectively in the English language.
• Good hearing and listening abilities, that is, the Coordinator must be able to hear spoken words from co-workers, supervisors and others.
• Good motor coordination skills, that is, the Coordinator must be able to coordinate his or her eyes, hands and fingers rapidly and accurately in order to handle precise movements such as typing and in response to visual, auditory and other stimuli.
• Make/use repetitive hand motions over an extended period, as when typing.
• Ability to type 45 words per minute and use a 10-key by touch.
• Work efficiently and effectively under pressure in order to meet deadlines.
• Sit, stand, move around, bend, reach, stretch, push and pull and remain upright for extended periods of time in one room. Must be able to lift or move objects weighing as much as twenty-five (25) pounds. The activities and the approximate amounts of time required per day for each are shown below.
• Sitting - 75%
• Bending - 25%
• Standing - 25%
• Lifting and moving objects up to 25 pounds - 5%
• Pushing or pulling - 10%
• Reaching - 10%
• Moving within and without the office environment - 25%