Grants Administration Coordinator

Salary : $55,681.60 - $57,824.00 Annually

Location : 75 King Street, St. Augustine

Job Type : Full-Time

Job Number : 202400083

Department : General Services

Division : General Services Administration

Opening Date : 01 / 22 / 2025

Description

Provides advanced administrative work in the area of Federal Emergency Management Agency (FEMA), Florida Department of Commerce (FDOC), Florida Inland Navigation District (FIND), Florida Department of Transportation (FDOT), Federal Transit Administration (FTA) grants and other Local, State, or Federal grant funders. Provides City-wide management and oversight for grant sources, application submittals and administration of successful applications. Position serves as the City's Citizen Participation Plan (CPP) Coordinator for FDOC Community Development Block Grants (CDBG) when established. This position also performs a range of purchasing duties including processing purchase orders for invoicing; developing requests for bids, proposals, and qualifications; negotiating contracts and purchasing agreements. Employee must provide independent judgment and considerable discretion in assignments. Technical and administrative work is performed under the direction and supervision of the Director, General Services, who outlines broad areas of direction for assigned projects and tasks.

Examples of Duties

• Assists in grant project development and writing. Responsible for oversight of grant projects, accurate and timely reconciling and processing of all related Local, State and Federal documents and reports. Ensures compliance with grant funded procurement requirements.
• Responsible for acquiring accurate documentation from City Divisions on Work In Progress (WIP) and work completed. Maintains accurate calendar of reporting periods for various regulatory reports, grants, permits, responses, and renewal applications.
• Meets regularly with Grant Project Managers or Department Directors for program compliance with city projects.
• Attends or assists with City Commission, St. Augustine Port Waterway and Beach District, FIND, or other public meetings / hearings as required.
• Searches and analyzes grant possibilities for all aspects of City operations and assists other departments in preparing, executing, and facilitating grant applications. Coordinates and monitors grant programs for compliance with regulations.
• Maintains complete files on all State, Federal, and other grants or agreements including, but not limited to, grant applications, grant contract agreements, amendments, required reporting, reimbursement or receipt of grant funds, and closeout documentation. Monitors the progress of agreements to ensure compliance with terms and conditions.
• Develops and maintains database of disadvantaged business enterprises (DBE), small business enterprises (SBE), women-owned business enterprises (WBE), and minority business enterprises (MBE) and their concerns. Notifies DBE / SBE / WBE / MBE firms of grant funded contracts. Ensures Purchasing Division has updated list of DBE / SBE / WBE / MBE firms for solicitations and to make available to prime contractors for solicitation of subcontractors. Updates DBE / SBE / WBE / MBE goalsetting methodology and programs as needed for grant funded projects.
• Prepare solicitations, contract agreements, amendments, change orders, and all solicitation actions for the procurement of services and commodities. Organizes and facilitates meetings, correspondence, documentation, and contract files consistent with applicable local, state, and federal policies, guidelines, and regulations. Monitors the progress of contracts ensuring compliance with terms and conditions.
• Responsible for disseminating information and status of current projects throughout the community development process as part of the grant and the Citizen Participation Plan (CPP). Educates City residents on individual funding opportunities. Serves as the Citizen Participation Coordinator (CPC) for the CPP.
• Serves as primary point of contact with St. Johns County for projects funded by HUD, FEMA, and CDBG-Disaster Recovery. Responsible for ensuring the City receives the matching funds allocated to these projects.
• Responsible for oversight of the City's Derelict Vessel Program.
• Does other related work as required.

Typical Qualifications

Associates degree with an emphasis in Finance, Business Administration, or Public Administration from an accredited college required, Bachelors' degree preferred. Three years' experience in grant writing, grant administration, and / or procurement in local government or other related organizations. In lieu of required degree, a combination of six years' experience in grant writing, grant administration, contract management, and procurement experience, certifications, and / or training maybe considered. Must have experience using personal computers and an understanding of software designed for tracking systems, spreadsheets, and similar applications. Excellent written and verbal skills, required.

Driver's License requirement : Valid Florida Driver's License Classification E

Supplemental Information

The physical demands representative of those that must be met to perform the essential functions of this job. This position is mostly sedentary, but does require standing, walking, bending, and crouching throughout the day and occasionally working outdoors in all weather conditions. Requires the frequent use of hands and arms to operate computer including keyboard and mouse and perform filing duties. The employee is regularly required to communicate and exchange information courteously, effectively, and promptly with the public and City staff. This position requires the ability to occasionally lift and move files and office supplies up to 25 pounds.

We offer a complete benefits package to full-time employees including paid health care, dental, vision, retirement, deferred compensation plans, life insurance, long-term disability, and up to 13 paid holidays. The City offers 2 weeks of vacation and 2 weeks of sick leave, which accrues bi-weekly from your first day of work. In addition, the City provides 24 hours of time off for wellness and family, plus $300 per quarter in wellness or childcare reimbursements for non-probationary, full-time employees.

Furthermore, the City pays out accrued leave at 100% for non-probationary employees who leave in good standing and provide a minimum of 2 weeks notice. While there are limits on the vacation leave paid, it is at a minimum of 480 hours and there is no limit on the sick leave paid out. The City also offers an option for employees to cash out up to 2 weeks of sick leave, twice per year (per policy).

Supplemental insurance such as accident, cancer, hospital, etc. is also available.

To learn more details, visit our benefits page.

Do you have three years of experience in grant writing, grant administration and / or procurement in local government or other related organizations?

Required Question

Salary : $55,682 - $57,824