Under the general supervision of the Director - Grants Management, performs a variety of complex accounting, project tracking, reporting and funding contract development/review/administration for the grants to 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. The Grants Administrator will work closely with the Capital Programming Department and Grants, project managers, funding agencies and their consultants from the start of a project through completion and closeout of grants.
Essential Function(s):
Contract Administration:
- Works with projects and awards budgets in Oracle 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, review contract conditions and obligations to ensure accurate payment, reconciling contract encumbrances with the Oracle database system
- Monitor contract encumbrance for contracts, supplemental agreements, and change orders
- Works to ensure Oracle projects and awards details are accurate and current
- Assists with ensuring Federal, State and Local concurrence on required third party contracts and agreements
- Interaction with Third Parties:
- Serve 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
- Serve as primary contact and 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 inconjunction 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, 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 goal, metrics and objectives of the Grants Management Team and the Financial Services and Procurement Department
- Coordinates with the Assistant Manager – Capital Programming and Grants and assists with Oracle systems application questions, including requisitions coding questions and requisition submission questions and works with user department staff and the Oracle IT help desk for resolution
- Assist and provide grants training as requested to Planning and Grant Accounting personnel and other user departments to ensure proper tracking of grant planning projects
- Review of Mass Transit, CTC, Skyway, and Ferry grant project encumbrances and expenditures in compliance with financial identification codes, in preparation for requisition or disbursement processing
Assists the Assistant Manager – Capital Programming and Grants with the reviews grant staff charges monthly to ensure grant eligibility
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Grant Management:
- Assist Director - Grants Management with specialized transportation grant projects which will include special tracking process and interface with senior managers on an ongoing process, including working closely with project managers
- Assists the Assistant Manager – Capital Programming and Grants 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 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
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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 setup and review new grant and local capital and operating projects and award budgets in Oracle
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Reporting:
- Prepares and submits quarterly reports to FTA and work closely with staff accountants, project managers and grantors to ensure accuracy and compliance with Federal, State and Local regulations
- Assist 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
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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
- Assists 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
Assist the Director - Grants Management with the FTA Triennial Audit Review process
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Grant Submissions:
- Prepare, apply for and submit applications to the FTA as a Developer on behalf of the Authority
- Prepare and submit budget revisions to the FTA as a Developer on behalf of the Authority
- Assist the Assistant Manager – Capital Programming and Grants with the final review for completeness, inclusion of budget and schedules, check list for required elements and integration of exhibits
Assist Director - Grants Management with producing a JTA summary chart of new grant submission and results and report to Department Directors and CEO at year-end or as requested
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Financial Analysis:
- Monitors grant project encumbrances and expenditures on a monthly basis
Analyze, research, investigate, and resolve grant project accounting variances
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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.
- Assists the Assistant Manager – Capital Programming and Grants and the Fixed Asset Department on overseeing the Biennial fixed asset inventory to fulfill federal requirements
- Assists Fixed Asset Department with all Oracle project issues and provides resolution
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
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Minimum Qualifications:
- A minimum of an Associate Degree in business administration, public administration, city or regional planning, accounting, or related field and (3) three years of grant development and administration experience, including experience with public transportation grant requirements and processes or an equivalent combination of education and experience.
Or
A 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 with public transportation grant requirements and processes within Federal Transit Administration grants.
Knowledge, Skills and Abilities:
- 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
- Establishing and maintaining effective working relationships with User department staff, management, outside agencies, community groups and the general public
- 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. Responding to general inquiries with clear and effective oral and written communication. Operating knowledge of FederalReporting.gov and Grants.gov.
- Operating knowledge of other federal reporting systems. Substantial knowledge of the federal Circulars
- Familiar with federal grant platforms including FederalReporting.gov and Grants.gov.
- Familiar with other federal and state reporting systems as required such as the FTA Transportation Award Management System (TrAMS); the Federal Highway (FHWA) Local Agency Program (LAP) System and the FDOT Transportation System (TransCIP).
- Acquire and demonstrate substantial knowledge of the requirements of 0MB Circulars A-87 (2 CFR Part 225), A-102 (2 CFR Part 215) and A-133.
Maintain a current understanding of federal enabling legislation for grant funding and implementation
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Work Environment/Physical Demands:
The Grants Administrator works within an office environment where the noise level is generally quiet. This role may be required to work nights, weekends, and/or holidays depending on the circumstance(s).
Physical demands may include:
- Sitting and/or standing for prolonged periods.
Performing repetitive motion.
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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 JTA/JTM 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.
The Jacksonville Transportation Authority is an Equal Opportunity/Affirmative Action Employer and does not tolerate discrimination or violence in the workplace. Employees who require a reasonable accommodation as defined by the Americans with Disabilities Act (ADA) must notify JTA in advance to allow sufficient time for JTA to provide the accommodation.
