Home Careers Job Descriptions Grant Management Specialist
Home Careers Job Descriptions Grant Management Specialist
Grant Management Specialist Job Description

Job Series:  Grant Management Specialist
FLSA status: Exempt
OCC Group: Professional Services
Job code: R43353
Original signature of State Court Administrator approval available in the Human Resources Division, signed 11/9/09.

GENERAL STATEMENT OF DUTIES
Manages and administers statewide and/or multi-jurisdictional grant oversight program for the Colorado Judicial Branch.  The primary responsibilities of the Grants Oversight Coordinator position is to develop, implement and give ongoing oversight to grants management operations in the Judicial Department.  The Grants Oversight Coordinator will work closely with statewide personnel involved with grants in initiating and facilitating grant activities and will offer guidance and training on the writing and submission of proposals for external funding.
 
DISTINGUISHING FACTORS
This position is distinguished from other classifications due to the responsibility for leading an ongoing statewide and/or multi-jurisdictional program.  Leading program includes extensive work planning, assigning tasks, monitoring progress and workflow, checking the product, scheduling work, and establishing work standards organizing, coordinating, and monitoring the activities.  Provides indirect supervision of field staff and may directly supervise 2 or more staff.  Supervision is received from the Budget Manager.
 
ESSENTIAL FUNCTIONS OF THE POSITION
  • In collaboration with other stakeholders, will develop and implement a grant management/oversight process.  Establish and manage a grant oversight program to oversee individual districts as they seek and administer grants.
  • Disseminate information regarding the grant oversight program and encourages use of the resource. 
  • Act as primary contact with federal grant sources and be familiar with various grant sources.  Review grant funding sources and facilitate communication with districts regarding available grant resources.
  • Act as point of contact for all parties wishing to request grant funding and provide assistance in identifying grant resources, requesting grant funding, ensuring all required costs/sections of the grant request are included.  Facilitate necessary communication between requesting party and granting party.
  • Act as primary point of contact for all parties receiving grant funding to ensure appropriate reports are filed, monitoring/tracking requirements are being met, extensions are filed, and established controls are in place to ensure all grant requirements are being met.
  • Review all requests for grant funding to ensure all requirements are met.  Facilitate program review and communicate approval or not with the requesting party.
  • Monitor grants, resolve accounting and reporting issues as necessary; prepare budget-versus-actual status reports for use by grant managers as requested, identify issues, concerns and problems and communicate with grant manager. 
  • Provide guidance regarding the allowability of costs to be charged to grants.  Review all reimbursement requests for appropriateness and ensure that awardees are in compliance with established administrative and financial policies, procedures, and sound business practices.  Following awards, you will monitor all phases of award and closing, including assessment of technical progress and performance
  • Review appropriateness of transactions and budget reallocations against funding source guidelines.  Assure compliance with federal purchase and contract requirements.
  • Is responsible for all accounting functions related to setting up the grant in COFRS and communicating all financial coding information to requesting party. 
  • Work with budget, accounting, and audit functions to ensure proper financial controls and systems are in place to support the grant function.  This includes ensuring proper spending authority exists on the Long Bill, proper accounting controls and coding are in place and that proper implementation controls are in place to ensure grant compliance.
  • As necessary, coordinate with other state agencies on grant procedures, processes and grant funding issues.
  • Establish and implement appropriate tracking controls for all grants to ensure compliance with grant guidelines exist.
  • Oversee, review and/or prepare quarterly grant reports for all grant funds.
  • Prepare annual federal indirect cost rate and manage all communication related to requesting, receiving and implementing the federally approved rate.
  • Serves as an active member of the financial services team.
  • May write and manage grants; plans and prepares budgetary estimates and justifications.
  • Develop, maintain and conduct grant-related training for field staff.  Generate, maintain and update procedure manuals.
  • Attends meetings and training as required.
  • Performs other duties as assigned.
SUPERVISORY RESPONSIBILITIES
Responsible for one's own work product and may provide guidance, assistance, or mentorship to less knowledgeable or experienced coworkers, volunteers, or interns.  This may include scheduling of work, instructing in work methods, and reviewing work products.  May provide supervision of subordinate employees and input into the hiring and discipline/termination processes.  May conduct and/or have input into performance evaluation process.
 
QUALIFICATIONS  
This position will require exceptional analytical and organizational skills and the flexibility to handle multiple tasks and deadline pressures.  Other important skills:
  • Strong analytical and problem solving skills.
  • Ability to make decisions quickly and independently.
  • Excellent interpersonal/communications skills.
  • Be able to communicate orally and in writing in a clear and concise manner
  • Demonstrated proficiency in Microsoft Office, Word, Excel, Access and Internet applications. 
  • Demonstrated ability to be organized and flexible in an environment, which requires continuous monitoring of priorities.
  • Highly goal oriented, self-motivated, and able to work independently
  • Willingness to take on new challenges and openness to change.
To perform this job successfully, an individual must be able to perform each of the above essential functions satisfactorily.  The requirements listed below are representative of the knowledge, skill, ability, physical and environmental conditions required of the employee on the job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 
EDUCATION and EXPERIENCE
Graduation from an accredited college or university with a bachelor's degree in business or related field and five years of experience in financial analysis, budgeting, accounting, auditing or other related fields.  Master’s degree preferred.  Additional work experience in these or other related fields may be substituted on a year for year basis for the required formal education.
 or
Five years experience as a Management Analyst III or equivalent in the Colorado Judicial Department. 
 
The ideal candidates will have competencies and experience in the following areas:
  • Financial Management
  • Grants Administration
  • Procedural and Regulatory Compliance Management
  • Process Management
  • Qualitative Analysis
  • Project Management
PHYSICAL DEMANDS
While performing the duties of this job, the employee is regularly required to talk or hear.  The employee frequently is required to use hands and fingers and reach with hands and arms.  The employee is occasionally required to stand and reach with hands and arms.  The employee must occasionally lift and/or move up to 10 pounds.  Specific vision abilities required by this job include close vision, distance vision, peripheral vision, and ability to adjust focus.
 
WORK ENVIRONMENT
The noise level in the work environment is usually quiet.  This position is subject to varying and unpredictable situations; may handle emergency or crisis situations; is subject to many interruptions; may handle multiple calls and inquiries simultaneously; and may occasionally handle absentee replacement on short notice.
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