Salary: $25.74 - $41.08 Hourly
Location: Ft. Lauderdale
Job Type: Full Time
Department: Cultural Division
Job Number: 1404858
Closing: Continuous
REQUIREMENTS AND PREFERENCES
The Broward County Board of County Commissioners is seeking qualified candidates for the position of Grants Specialist with the Broward County Cultural Division.
The position involves complex professional arts management work, coordinating specifically assigned programs or projects in the Broward Cultural Division. Management of County cultural grant funding programs; reviewing grant applications and developing grant agreements; coordinating payments; managing grant panel peer review process; and grant contract administration including but not limited to the final reporting and close out stage.
Core functions include:
Management of services to grantee organizations and artists, including capacity-building and technical training, workshops relating to specific grant programs; oversee review of financial statements of cultural organizations applying for and receiving grants. Work may involve supervising of staff and initiating and maintaining community contacts, is a must. The position reports to the Grants Administrator (GA).
Summary of Duties and Responsibilities:
Manage County grant programs, guiding the process from the application proposal to the final reporting and closeout stage.
Work externally with cultural organizations and artists through eligibility, proposal draft review, and one-on-one coaching.
Facilitate trainings and workshops for the general public for ongoing and prospective applicants.
Coordinate peer panelists with online application review process and grantee interviews.
Provide quality customer service and technical assistance via telephone, e-mail and in-person meetings.
Represent the Cultural Division in the community and participate in activities, as assigned.
Work effectively with County agencies to ensure integrity, accuracy, and timeliness.
Assist GA with other grant department duties as assigned.
Key Functional Areas with Percentage of Work Time
Application Management: 15%
Convene public workshops for ongoing and prospective applicants.
Work with Grants Section's online grant program system.
Guide applicants with online proposal process (on-boarding and submission).
Review applications for completeness and eligibility.
Provide financial and technical staff review of applicants' proposals for compliance.
Coordinate peer panelists and assign online applications for their review process.
Compile panelists' scores for funding formula for award recommendations.
Oversee three fiscal years of information (closeout, current, prospective funding cycles).
Editing, Writing, marketing planning: 10%
Modify and update program guidelines, instructions and forms.
Edit and update online application templates and reporting forms.
Provide text for scheduled marketing and promotional materials, when needed.
The position requires an understanding of how to make documents Americans with Disabilities Act compliant in order to publish on the Division's Website. Modify and update annual program guidelines, instructions and forms to meet these new publication standards.
Contract Process: 20%
Negotiate and draft funding agreement documents with awardee input.
Coordinate workflow and contract development process with Risk Management Division and County Attorney's office.
Process grantees' contracts for execution.
Develop, edit, and manage contract change requests and amendments.
The position's work requires a basic understanding of legal documents. Paralegal background is helpful as the work involves preparing detailed contracts, and editing for submission to County Attorneys' Office. Crafting scopes of agreements, and at times, in large volume in a tighter time lines.
Reimbursement Process and Compliance Monitoring: 35%
Monitor contract compliance prior to reimbursement; review invoice documentation, and process payment requests.
Monitor Certificates of Insurance renewal and Risk Management requirements; track deadlines.
Coordinate with Risk Analyst and Risk Management Division to prepare Requests for Insurance Requirements forms and Request for Insurance Certificate (COI) Review.
Review grantee financial statements for continued compliance annually.
Participate in site visits.
Reporting: 20%
Coordinate and publish, online, interim and final reports using online grants system.
Compile interim and final report data.
Update funding histories and track contract and compliance requirements in database.
Prepare funding motions for monthly advisory board meetings.
Generate reports as requested.
Skills and Abilities:
• Ability to handle multiple responsibilities, prioritize effectively and meet deadlines.
• Strong math, editing, and analytic skills.
• High comfort level interacting with the public.
• Ability to provide excellent customer service.
• Effective written and oral communications skills.
• Strong Microsoft Office skills; Word, Excel, Outlook, Power Point.
• Knowledge of Blackbaud Grantmaking software, a plus.
• Database management, basic search and query building skills.
• Contract management, negotiation, execution, performance monitoring, modification of contracts.
• Knowledge of a foreign language, such as Spanish, a plus.
General Description
Assists in initiating, coordinating and/or administering assigned programs or projects involving public sector procurements and/or contract, grant, or lease administration.
Works under general supervision, independently developing work methods and sequences.
Minimum Education and Experience Requirements:
Requires a Bachelor's degree from an accredited college or university with major coursework in public or business administration or closely related field. (Or any equivalent combination of relevant experience and training.)
Requires two (2) years in procuring, managing and/or monitoring contracts, grants and/or leases or closely related experience.
Special Certifications and Licenses:
Depending upon area of assignment, incumbents may be required to possess a valid Florida driver's license.
Preferences:
DUTIES AND RESPONSIBILITIES:
The functions listed below are those that represent the majority of the time spent working in this class. Management may assign additional functions related to the type of work of the job as necessary.
Maintains an assignment of contracts for administration, monitoring and/or evaluation activities.
May conduct agency site visits to determine contractual compliance and efficacy of contracted programs in performing required activities and achieving outcomes.
Generates detailed contract related reports based on site visits and/or desk audits of the programs using computer software applications.
Maintains contract related data in hard copy and electronic formats.
Initiates and/or coordinates and manages all activities of a contract, grant and/or lease project which has operational responsibility of limited scope, a small-sized budget, and which may provide a supplemental county service.
Assumes project responsibility for administering, monitoring and/or evaluating the activities and operations of a contract, grant and/or lease project.
Assists in the development of projects, programs, contracts, and grants and in the development of monitoring and/or evaluation policies, procedures and schedules; may assist in developing procurement or solicitation documents as well as in the review of solicitation or procurement responses.
Assists in researching and writing new grants.
Performs analysis of grants, contracts, and/or leases; prepares statistical reports, project reports, monitoring/ evaluation reports and related data using computer software applications.
Monitors/evaluates grants, contracts and/or leases.
Provides staff assistance to an administrative superior, division or department head in specially assigned areas of operation; assists and advises on matters pertaining to contract, grant and/or lease project assigned.
Facilitates the accomplishment of work through providing, obtaining and coordinating a variety of services.
Provides administrative liaison among various county operational and administrative functions related to an assigned contract grant and/or lease; interprets and explains policy regulations and operating procedures.
Performs related work as assigned.
WORK ENVIRONMENT:
Physical Demands
Physical demands refer to the requirements for physical exertion and coordination of limb and body movement.
Performs sedentary work that involves walking or standing some of the time and involves exerting up to 10 pounds of force on a regular and recurring basis or sustained keyboard operations.
Unavoidable Hazards (Work Environment)
Unavoidable hazards refer to the job conditions that may lead to injury or health hazards even though precautions have been taken.
None.
SPECIAL INFORMATION:
Americans with Disabilities Act (ADA) Compliance:
Broward County is an Equal Opportunity Employer. The ADA requires Broward County to provide reasonable accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with management.
Emergency Management Responsibilities :
Note: During emergency conditions, all County employees are automatically considered emergency service workers. County employees are subject to being called to work in the event of a disaster, such as a hurricane, or other emergency situation and are expected to perform emergency service duties, as assigned.
County-wide Employee Responsibilities:
All Broward County employees must serve the public and fellow employees with honesty and integrity in full accord with the letter and spirit of Broward County's Employee Code of Ethics, gift, and conflict of interest policies.
All Broward County employees must establish and maintain effective working relationships with the general public, co-workers, elected and appointed officials and members of diverse cultural and linguistic backgrounds, regardless of race, color, religion, sex, national origin, age, disability, marital status, political affiliation, familial status, sexual orientation, pregnancy, or gender identity and expression.
BROWARD COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER AND PROVIDER OF SERVICES
APPLICATIONS MAY BE FILED ONLINE AT:
http://www.broward.org/careers
115 S. Andrews Ave.
Fort Lauderdale, FL 33301-4800
(954) 831-4000
Position #1404858
GRANTS SPECIALIST
JC
Grants Specialist Supplemental Questionnaire
* 1. Please describe your previous work, or skills with contract management, negotiation, execution, performance monitoring, modification of contracts, or fundamentals of grants management.
* 2. Please describe your previous work or knowledge of not-for-profit management (basics of Finance - financial knowledge nonprofit world, terminology, concepts, tasks, and processes).
* 3. Please describe your previous work, or knowledge, or skills, with editing, and writing.
* 4. Please describe your previous work, or knowledge, or skills with database management, or using online forms.
* 5. Please describe your previous work with making presentations, working the community, basics of planning and executing meetings and events.
* Required Question