Capital Improvement Fiscal Program Manager

Department: Public Works & Utilities • FLSA Status: Exempt • Essential classification

About the role

The purpose of this position is to perform a variety of administrative fiscal responsibilities for grant application, management, coordination, and closeout. The incumbent is responsible for fiscal and budget planning, monitoring, management, and execution of capital projects, including coordination of fiscal procurement, accounting, reporting, and budget monitoring across seven Divisions and seventeen subordinate sections of Public Works & Utilities. This role administers fiscal aspects of grants and other funding sources, assists in coordinating capital improvement projects, and maintains project and operational budgets.

Responsibilities

• Develops and maintains statistical information relative to awards and the construction of capital improvement projects.
• Establishes grants and account setup in ERP financial system for effective expenditure tracking and reporting.
• Approves and reconciles grant and budget expenditures as well as project completion, intermittent, and final budget reconciliation status.
• Develops, amends, reviews, and manages grant and other capital budget financial sources.
• Ensures reports and invoices are submitted in a timely manner to meet fund budget and payment draw-down requirements.
• Prepares monthly, quarterly, and annual financial reports, statements, and special cost reports; analyzes weekly and monthly expenditures.
• Monitors grant expenditures and ensures proper documentation in compliance with federal and state regulations.
• Responsible for financial reporting as defined by each grant, including annual reports and periodic billing.
• Coordinates all Capital Project planning, including internal and external funding sources, financial management reporting, and administration with the City’s finance, budget, and administration.
• Keeps abreast of all regulatory compliance and other related requirements; maintains strong documentation for all reporting and reconciles reports/billing to the General Ledger.
• Develops grant applications to meet deadlines and coordinates the fiscal/administrative implementation of funded grants.
• Meets with federal, state, and county representatives to discuss and resolve inter-governmental programs.
• Understands allowable expenses in each grant and applicable restrictions.
• Oversees the grant and budget administration and reimbursement process for approved grants involving CIP projects.
• Prepares and maintains records and reports of varied monthly, special, and annual reports; follows up on assignments to determine progress and completion dates.
• Assists with grant/project contracts proposals and applications, including providing fiscal and budget support to ensure timelines are met.
• Analyzes financial data to identify and resolve inconsistencies in a timely manner.
• Performs general ledger account analysis.
• Assists with developing and maintaining accounting controls, policies, and procedures.
• Ensures compliance with grants/budget administration and finance-related laws and all applicable regulations.
• Maintains the structure and integrity of the City's accounting system.
• Develops, reviews, and prepares recommendations for implementation of accounting policies, procedures, and internal controls.

Requirements

• Bachelor’s degree from an accredited four-year college with major coursework in Accounting, Finance, Business Administration, or related field.
• Five years of experience in finance or accounting grants administration and intergovernmental agreements, preferably in the capital projects area.
• At the discretion of the City Administrator, an equivalent combination of education and experience may be considered.

Skills

• Knowledge of applicable federal/state/local regulations, interagency governmental agreements, grants management, and basic fund accounting.
• Considerable knowledge of government fund accounting principles, techniques, and procedures as applied to municipal, intergovernmental, grant, and cost accounting.
• Knowledge of the principles and practices of the City organization and assigned department’s programs, objectives, procedures, and policies.
• Knowledge of the design and construction industry, specifically financial aspects of procurement pursuant to City purchasing guidelines.
• Knowledge of budgetary practices and purchasing systems.
• Ability to analyze financial data for trends or variances and document information for financial, budget, and grant reporting.
• Ability to monitor and understand Florida Department of Transportation, Department of Environmental Protection State Revolving Fund, and other regulating agency rules.
• Ability to apply accounting principles to the preparation and maintenance of fiscal and accounting records.
• Ability to perform detail work involving written or numeric data calculations rapidly and accurately.
• Ability to work independently on complex assignments, keep accurate records, and submit clear, concise, and factual reports.
• Excellent written communication skills for preparing detailed reports and policy recommendations.
• Ability to present oral and written comments and recommendations clearly and concisely.
• Ability to establish and maintain effective working relationships with City Officials, employees, interlocal government agencies, contractors, and the general public.
• Ability to write grant proposals and applications tailored to specific funding opportunities.
• Ability to develop and analyze detailed budgets and resolve complex budgeting issues.
• Ability to analyze complex accounting processes and problems and make effective recommendations.
• Ability to understand, follow, and carry out complex oral and written directions.
• Experience with personal computers and software packages such as Word, Excel, and Microsoft Office.
• Basic knowledge of MUNIS ERP systems and/or asset management module software is preferred.

Environmental Conditions

• Primarily office work requiring limited physical effort.
• Visual acuity required for reviewing, checking, preparing, and maintaining computer and manual files.
• Sufficient hearing to accurately perceive information at normal spoken word levels.
• Manual dexterity to operate standard office, data entry, and word processing equipment.
• Excellent oral communication skills for working with multi-agency personnel, residents, and public officials.

Pay

$86,155 - $146,464/yr (DOQ)

Schedule

Full-time, regular weekday daytime shift. This position is classified as essential and may require reporting to duty before, during, and after a hurricane or emergency.