Brief Description Of Work

Under the general supervision of the Director - Grants Management, performs a variety of complex accounting tasks, project tracking, reporting and contract administration for the Grants, Finance, and other departments within the agency. This position will serve as a primary contact for grant research, exploration and details at the microscopic level for (1) preparation of grants management spending plan, (2) grants management tracking and oversight, and (3) the closing of grants. The Senior Grants Analyst will work closely with the Director - Grants Management, the Financial Controls & Projects Manager, Assistant Manager of Capital Programming & Grants along with other Grants Management staff and multi-level project managers including operating and capital projects, fixed assets, asset management, funding project agencies and their consultants. This position is expected to possess and maintain a comprehensive understanding of the Grant lifecycle as well as federal, state and local governance standards, guidance and compliance from the start of a project until completion and closeout of grants.

Essential Function(s)

Contract Administration:

Creates and maintains Excel spreadsheets for new projects, awards, contracts, monitoring payments, review contract conditions and obligations to ensure accurate payment, reconciling contract encumbrances with the Oracle database system.
Analyzes project controls for contracts, supplemental agreements, and change orders.
Works with the Grants team to ensure Oracle projects and awards details are accurate and current and data is able to be extracted for analysis of grant funded projects.
Assists with Federal, State and Local concurrence reviews on required third party contracts and agreements.
Reviews work program and grant closeout spending plans for compliance between the executed grant award and the Procurement contract and the project timeline included on the Grant Closeout Schedule.

Interaction With Third Parties

Works with project managers on a daily basis to ensure grant closeout details are being reviewed, measured and remain current with project budgets in preparation for grant closeout.
Assists with the review of performance data for meeting monthly and quarterly grant performance reporting.
Shows project managers how to review budgets, data and controls to complete projects 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).
Hands-on with all data for grants management in conjunction with the Oracle Financial System, project accounting and monitoring.
Works closely with staff accountants, project managers, project planners, all other agency departments to ensure accuracy and compliance with Federal, State and Local regulations.
Facilitates, conducts and/or attends meetings with and on behalf of the Director - Grants Management.

Grant Management

Assists Director - Grants Management with specialized transportation grant projects which will include special tracking and working with senior managers on an ongoing basis, including working closely with project managers.
Assists Director - Grants Management with closeouts of federal grants, budget preparation, budget revisions, budget amendments, monitoring and evaluation of grant documents to ensure contract time extensions are pursued to prevent funding loss.
Assists with tracking all grant projects through the entire grant life cycle from notice of award through close-out.
Assists with managing monthly, quarterly, and annual goals, metrics and objectives of the Grants Management Team.
Assists with the reviews grant staff charges monthly to ensure grant eligibility.
Ensures optimal integration of projects into the capital plan to achieve the agency’s goals and utilizing available funding and other resources.
Works in partnership with the Director - Grants Management and the Financial Controls & Projects Manager to implement strategic grant closeout plans.

Budgeting

Assists Director - Grants Management with budget preparation, monitoring and evaluation for eligibility of grant capital and operating projects.
Reviews the setup of new grant and local capital and operating projects to ensure that the proper data will be extracted in grant reporting.
Develops budgets, schedules and forecasts in conjunction with Directors, project management, planners and others that accurately represent logical, rational processes and outcomes.
Monitors, reviews and analyzes programs and the achievement of milestones and stated goals.
Participates in the education of department managers and project managers on financial issues regarding their grant budgets.

Reporting

Assists in the preparation and review of a variety of grant reports related to monthly, quarterly and annual outcomes.
Completes special projects, ad hoc assignments, and other duties as assigned.

Audit Assistance

Assists the Director - Grants Management in preparation of documentation related to the year-end audit, as well as with all State and Federal desktop, pop-up and triennial audits.
Assists 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.
Assists the Director - Grants Management with the FTA Triennial Audit Review process.

Grant Submissions

Prepare, apply for and submit applications to the FTA as a Developer (role) on behalf of the Authority.
Prepare and submit budget revisions to the FTA as a Developer (role) on behalf of the Authority.
Assists Director - Grants Management with the final review for completeness, inclusion of scope, schedule and budget for required elements and integration of exhibits.
Assists Director - Grants Management with producing the Authority summary chart of new grant submission and results for report out to various departments within the organization and to the CEO at year-end or as requested.

Financial Analysis

Reviews and generates reports and forecasts on grant project encumbrances and expenditures on a monthly basis.
Analyze, research, investigate, and resolve grant project accounting variances.

Asset Management Planning

Assists the Director - Grants Management and the Fixed Asset Department on review of the annual fixed asset inventory to fulfill state requirements.
Assists the Director - Grants Management and the Fixed Asset Department on review of the Biennial fixed asset inventory to fulfill federal requirements.
Assists Fixed Asset Department with research and review of details in finding solutions to project issues.
Works closely with the Director - Grants Management to review asset management grant related issues between User Departments and the Procurement Department in accordance with Federal, State and Local regulations.

Minimum Qualifications

Bachelor’s Degree in business administration, public administration, city or regional planning, accounting, or related field and four years of grant development and administration experience, including experience with public transportation grant

requirements and processes; an equivalent combination of education and experience may substitute for higher degree.

Preferred Qualifications

Federal Transit Administration and USDOT grants knowledge

Knowledge, Skills And Abilities

Strong working knowledge of grants programs, requirements and administration.
Must have strong analytical and problem-solving abilities.
Knowledge of basic accounting and bookkeeping methods.
Knowledge of fiscal planning, budget preparation, cost benefit analysis and present value theory.
Skill in establishing and maintaining effective working relationships.
Operating automated management and financial systems as well as word processing, spreadsheet, and database applications.
Understanding accounting, grant, and industry concepts and directions and perform professional grant related functions.
Evaluating and analyzing technical grant activities.
Preparing a variety of complex financial and administrative reports.
Planning and organizing work to meet changing priorities and deadlines.
Identifying and resolving general problems in a timely manner using sound judgment.
Make decisions and exercise resourcefulness in problem solving.
Proficient with Microsoft Office Suite, including advanced functions in Microsoft
Excel & Word including look-ups and pivot tables.
Excellent time management, administrative and organization skills.
Experience in Oracle V. 12 or similarly based system.
Operating knowledge of FederalReporting.gov and Grants.gov.
Operating knowledge of other federal reporting systems as required such as the
Federal Transit Administration (FTA) Transit Award Management System (TrAMS); Substantial knowledge of the requirements of OMB Circulars A-87, A-102 and A-33.

Acknowledgements

This position description in no way states or implies that these are the only duties to be performed. Employees are responsible for completing all mandatory training classes. Employees must also review and comply with all agency policies, procedures, and directives. This document does not create an employment contract, implied or otherwise, other than an “at will” employment relationship. All employment offers are contingent upon pre-employment drug testing.

Positions marked as ‘Safety Sensitive’ will be subject to random testing for drug and alcohol use and if any testing is positive, the application for employment will be rejected, or if hired, employment may be terminated. Positions marked as “COOP Essential” may be required to work whenever the Continuity of Operations Plan is activated.

Driver’s License – The position description will specify whether a driver’s license is required and the acceptable class of license. Unless an exception under Florida law exists, a nonresident must obtain a Florida driver’s license within 30 days

of hire. If a driver’s license has a corrective lens restriction, the employee must wear corrective lenses when operating any vehicle for work purposes. Suspended or revoked licenses, work permits, and certain restricted licenses are not acceptable.

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