Grants Administrator

Brief Description

Under the general supervision of the Director - Grants Management, the Grants Administrator performs a variety of complex accounting, project tracking, reporting, funding, and contract development/review/administration for grants, to the Finance, Systems Development, Capital, Construction, Short- and Long-Range Planning Departments. This position will serve as the secondary contact within grants management with external funding agencies and will be the primary contact with internal team members for project management and award management oversight of grants.

Essential Function(s)

• Contract Administration: Works with projects and awards budgets for project managers and senior management in Oracle, and prepares detailed project reconciliation as requested by managers

• Moves funds within Oracle budgets as needed and as requested by management

• Creates and maintains Excel spreadsheets for new projects, awards, contracts, monitoring payments, reviewing contract conditions and obligations to ensure accurate payment, and reconciling contract encumbrances with the Oracle database system

• Maintains contract encumbrance for contracts, supplemental agreements, and change orders

• Ensures accuracy and current status of Oracle projects and awards details

• Serves as primary point of contact with project managers and works closely on a daily basis to assist them with their project budgets, requisition submissions, and provides project troubleshooting and resolution

• Works closely with project managers to obtain quarterly or monthly grant performance reports and aids project managers in completing assignments in a timely manner

• Responsible for being the secondary point of contact within Grants Management with the Federal Transit Administration (FTA) and the Florida Department of Transportation (FDOT)

• Coordinates daily functions with the Assistant Manager - Capital Programming and Grants for grants management assignments in conjunction with the Oracle Financial System, project accounting and monitoring

• Addresses JTA staff needs on issues related to grant funding, finance monitoring, encumbrances, supplemental agreements, budget revisions and change orders

• Works closely with staff accountants, project managers, project planners, and all other JTA departments to ensure accuracy and compliance with Federal, State and Local regulations

• Facilitates, conducts and/or attends meetings with the Assistant Manager - Capital Programming and Grants and on behalf of the Director - Grants Management

• Grant Accounting/Planning: Assists with managing monthly, quarterly, and annual goals, metrics and objectives of the Grants Management Team and the Financial Services and Procurement Department

• Coordinates with the Assistant Manager- Capital Programming and Grants to assist with Oracle systems application questions, requisition coding questions and requisition submission questions and works with user department staff and the Oracle IT help desk for resolution

• Aids and provides grants training as requested to Planning, Grant Accounting personnel and other user departments to ensure proper tracking of grant planning projects

• Reviews Mass Transit, CTC, Skyway, and Ferry grant project encumbrances and expenditures in compliance with financial identification codes, in preparation for requisition or disbursement processing

• Aids the Assistant Manager - Capital Programming and Grants with the reviews of grant staff charges monthly, to ensure grant eligibility

• Aids the Assistant Manager - Capital Programming and Grants with closeouts of federal grants, budget preparation, budget revisions, budget amendments, monitoring and evaluation of grant documents ensuring contract time extensions are pursued to prevent funding loss

• Aids the Assistant Manager - Capital Programming and Grants with tracking all grant projects through the entire grant life cycle from notice of award through close-out

• Budgeting: Assists Director - Grants Management with budget preparation, monitoring and evaluation for eligibility of grant capital and operating projects

• Works with various Finance team members to set up and review new grant and local capital and operating projects and award budgets in Oracle

• Prepares and submits quarterly reports to FTA and works closely with staff accountants, project managers and granters to ensure accuracy and compliance with Federal, State and Local regulations

• Aids in the preparation of a variety of grant and Oracle project related monthly, quarterly and annual reports

• Completes special projects, ad hoc assignments, and other duties as assigned

• Audit Assistance: Assists the Assistant Manager - Capital Programming and Grants in preparation of documentation related to the year-end audit, as well as with all State and Federal desktop, pop-up and triennial audits

• Aids the Assistant Manager - Capital Programming and Grants with the maintenance of the Grants Management Document system that is used for each audit year and includes all grant awards, budget revisions, contract extensions and scope changes

• Serves as secondary audit interface for client prepared schedules and resolution of issues

• Aid the Director - Grants Management with the FTA Triennial Audit Review process

• Grant Submissions: Prepare, apply for and submit applications and budget revisions to the FTA as a Developer on behalf of the Authority

• Aid Director - Grants Management with producing a JTA summary chart of new grant submission and results and report information to Department Directors and CEO at year-end or as requested

• Financial Analysis: Monitors grant project encumbrances and expenditures on a monthly basis, analyzes, researches, investigates, and resolves grant project accounting variances

• Asset Management Planning: Assists the Assistant Manager - Capital Programming and Grants and the Fixed Asset Department on overseeing the annual fixed asset inventory to fulfill state requirements and the Biennial fixed asset inventory to fulfill federal requirements

• Works closely with the Assistant Manager - Capital Programming and Grants to coordinate asset management grant related issues between User Departments and the Procurement Department in accordance with Federal, State and Local regulations

Minimum Qualifications

• Associate Degree in business administration, public administration, city or regional planning, accounting or related field and three years of grant development and administration experience, including experience with public transportation grant requirements and processes

• Or Bachelor Degree in city or regional planning, accounting or a related field will substantiate the proper combinations of experience and education to meet the minimum requirements for this position

Preferred Qualifications

• Advanced Degree

• Experience in Federal Transit Administration grants