Finance Grants Program Specialist

ESSENTIAL JOB FUNCTIONS

This is professional work analyzing and evaluating financial and program activities.

Positions allocated to this classification report to a designated supervisor and perform work with considerable latitude for discretion and the exercise of professional judgment, working under limited supervision. Work in this class is distinguished from other classes by its emphasis on analysis and evaluation of financial and accounting activities of the Department.

Document all Pre-Award grants via the Grant Taskforce Committee and track grant awards for signature in the Crowe System. Once fully signed, notify Accounting and Budget for setting up in Workday. If procurement is associated with the award, track and monitor all post-award processes in the Workday Grant Module System. Upon grant closure, assess the need for renewal or final closure.

Review all Notice of Award materials and applicable legal terms to ensure alignment with City goals and agenda items. Finalized agreements are documented via Escribe and the Crowe System.

Examine grant documentation before application preparation via the Grant Taskforce Meeting, securing approval from Committee Members (Legislative Director, OMB Director, and Finance Director). Maintain grant applications tracking for Public Safety Gun Violence initiatives and City Commissioner inquiries.

Seek grant opportunities based on departmental needs, develop and submit applications, and secure necessary supporting documentation.

Serve as the primary resource for Accounting, Purchasing, Contracts, Payroll, Billing and Collections, Budget Legislative Affairs, and other City departments in preparing and submitting grant proposals and applications.

Assist City departments in coordinating grant-related agenda items, including grant award acceptance via Escribe and agenda item tracking.

Monitor grant budgets, progress reporting dates, and renewal deadlines to ensure compliance via Workday and the Crowe System. Coordinate pending grant applications requiring budget resolutions.

Assist Budget, Finance, and Accounting teams by organizing monthly team meetings, quarterly Pre-Award and Post-Award grant trainings, monthly Grant Taskforce meetings, and individual department meetings to review deadlines, budget requirements, and allowable costs.

Prepare, collect, interpret, record, and distribute financial records and reports. Examine financial documents for completeness, accuracy, and compliance with Federal, State, and local regulations.

Correspond with FEMA, FDOT, DOJ, and other sponsors as a liaison to confirm allowable and eligible costs for the City of Gainesville.

Implement, coordinate, and maintain financial tracking software and systems. Maintain Workday grant tracking and Excel spreadsheets for timely executive reporting, including updates for Gun Violence Grant Preparation Applications and overall City of Gainesville Grant Preapplication statuses.

Regularly communicate with Department Directors and the City Managers Office on grant status throughout the lifecycle and provide audit responses to FEMA, DOJ, DOT, and other sponsors as needed.

Coordinate departmental audit outcomes and risk assessment surveys from grant sponsors across all City departments.

Act as the business process owner, assisting departments with Grant Administration functions, Sponsor Correspondence, and input into federal grant systems (e.g., FEMA grants, Climate Control, and Housing functions).

Monitor grant portfolios for expirations, renewals, and funding levels, collaborating with the Budget & Finance Department on expenditures, draws, and audits. Analyze financial activities for compliance and implement corrective actions as needed.

Maintain documentation consistent with OMB federal standards and CFR 200 updates, ensuring City-wide training and compliance updates.

Review potential contracts with the Crowe System for Grants, addressing non-compliance contract specifications as identified.

Develop and facilitate teams for financial project and program implementation. Establish grant-related policies, internal procedures, and administrative consistency.

Act as a liaison with external financial groups and granting agencies, recommend modifications to accounting policies for increased efficiency, and assist in the annual budgeting process and agreement negotiations.

Prepare and reconcile financial activity reports, release funds, and coordinate external audits.

EDUCATION AND EXPERIENCE

Masters degree in public administration, accounting or finance, or related field; and four (4) years of professional experience in financial management or grant accounting, or an equivalent combination of education, training and experience which provide the required knowledge, skills and abilities.

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