The Police Department is recruiting for a Senior Analyst within the Fiscal Division to oversee Grants Management. The Senior Analyst for Grants Management will oversee the following functions: grant research, application processes, fund oversight, financial and programmatic reporting, auditing functions and grant compliance for all federal, state, and local grants. This position will also supervise staff, and will report to the Police Department’s Administrative Officer.
Typical duties of a Senior Analyst in the Fiscal Division include, but are not limited to:
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Compliance: ensures adherence to applicable policies and procedures such as the City’s Administrative Policy Manual; grant rules and regulations; municipal code requirements; collective bargaining agreements; Council Policy Manual; and Department orders.
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Confers with Department managers on the more difficult management and/or administrative issues, supervises or leads in gathering facts and data for problem solving and resolution; evaluates, prepares reports and recommendations for improved Departmental operations, services, systems or organizational methods.
Conducts research for new grant funding opportunities. Provides timely advice and information on grant funding solicitations, and requirements.
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Negotiates, executes, and administers contracts and agreements with agencies and contractors in compliance with City procedures.
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Responsible for preparing council memos to approve and accept grant awards and execute the grants award agreements.
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Prepares and submits grant applications, including critical components such as program design and implementation , budget narratives, performance measures and project timeline.
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Monitors, and tracks grants performance and expenditure data to ensure compliance with grantor requirements; maintain reporting schedules; and monitor grant balances.
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Administers the program budget, including development, implementation, expenditure tracking, and revenue monitoring and payment drawdowns.
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Coordinate the development and maintenance of the Citywide grants inventory listing, and support the preparation of audits, including collaboration with departments and external auditors.
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Coordinates procurements with City buyers, ensuring compliance with grant terms, conditions and timeframes.
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Supervises and provides technical support to grants analysts.
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Written Communication: responsible for preparing and editing various documents, reports, charts, data tables, presentations, and budget and personnel action requests using common office computer applications.
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Query and Reports: runs various queries and reports in Excel, PeopleSoft, and FMS as needed; present information in various formats; make recommendations as needed based on gathered/analyzed data for management decision making process.
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Consults with administrative, supervisory and line personnel in determining training needs; establishes and monitors in-service training programs; conducts regular training programs for supervisory or line personnel; monitors programs’ progress; and participates in educational opportunities.
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Special Projects: leads projects as assigned, which may include (but are not limited to) expenditure and data analysis, process/workflow analysis, strategic planning, and project analysis and development.
Minimum Qualifications
Education and Experience
A Bachelor’s Degree from an accredited college or university and four (4) years of increasingly responsible experience in general management/administrative analytic work in the areas of budget, finance, grant administration, organizational analysis, general administration, human resources, or related field in general analytical work.
Acceptable Substitution
One (1) year of additional education above the Bachelor’s Degree level may be substituted for one (1) year of the required management/administrative analytic work.
Required Licensing (such as driver’s license, certifications, etc.)
Background: Submit to a personal background investigation as required by the Police Department
The ideal candidate will possess the following competencies, as demonstrated in past and current employment history. Desirable competencies for this position include:
Job Expertise - demonstrates knowledge of and experience with applicable professional/technical principles and practices, Citywide and departmental procedures/policies and federal and state rules and regulations.
Analytical Thinking - approaches a situation or problem by defining the problem or issue; identifies a set of features, parameters, or considerations to take into account, collects and analyzes data, uses logic and intuition to arrive at conclusions and recommendations.
Fiscal Management – Understands the relationship of the budget and resources to the strategic plan; complies with administrative controls over funds, contracts, and procurements.
Initiative – Exhibits resourceful behaviors toward meeting job objectives; anticipates problems, is proactive, and avoids difficulties by planning ahead; displays willingness to assume extra responsibility and challenges; pursues continuing education opportunities that promote job performance.
Customer Service – demonstrates the ability to anticipate customers’ needs and deliver services effectively and efficiently in a timely, accurate, respectful and friendly manner.
Planning – Acts to align own unit’s goals with the strategic direction of the organization; defines tasks and milestones to achieve objectives, while ensuring the optimal use of resources to meet those objectives.
Problem Solving - approaches a situation or problem by defining the problem or issue; determines the significance of problem(s); collects information; uses logic and intuition to arrive at decisions or solutions to problems that achieve the desired outcome.
Supervision - sets effective long and short-term goals based on a good understanding of management practices; establishes realistic priorities within available resources; leads by example; demonstrates high ethical standards; remains visible and approachable and interacts with others on a regular basis; promotes a cooperative work environment, encourages and rewards risk-taking, allowing others to learn from mistakes.
Teamwork & Interpersonal Skills - demonstrates a positive attitude and flexibility along with the ability to develop effective relationships with co-workers and supervisors by helping others accomplish tasks and using collaboration and conflict resolution skills.
Computer Skills - experienced with common business computer applications including but not limited to: MS Office 365, MS Word, MS PowerPoint, MS Access, and MS Excel. Experience using database applications, PeopleSoft, and FMS. Ability to learn new applications as changing technology and procedures require.
Communication Skills - communicates and listens effectively and responds in a timely, effective, positive and respectful manner, displaying openness to other people’s ideas and thoughts; written reports and correspondence are accurate, complete, current; well-organized, legible, concise, neat, and in proper grammatical form.
Selection Process
The selection process will consist of an evaluation of the applicant's training and experience based on the application and responses to the job specific questions. You must answer all job specific questions in order to be considered for this vacancy or your application will be deemed incomplete and withheld from further consideration.
This recruitment may be used to fill multiple positions in this, or other divisions or departments. If you are interested in employment in this classification, you should apply to ensure you are considered for additional opportunities that may utilize the applicants from this recruitment.
Only the candidates whose backgrounds best match the position will be invited to proceed in the selection process. Additional phases of the selection process will consist of one or more interviews and a background investigation.
You will be prompted to answer the following job specific questions during the online application process. Please note that there is a 4,000-character limit, including spaces, for each text response.
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Please describe in detail your relevant skills and work experience in Grants Management within a municipality, local government, or equivalent organization. Include years of experience, your title, and specific responsibilities.
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Please describe your supervision style.
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Please describe your approach to problem-solving and provide an example of a time when you resolved a problem within a municipality, local government, or equivalent. List the process/steps you took to solve the problem.
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Please describe in detail your approach to customer service. Provide an example of a time when you provided good customer service in a challenging situation.
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Please describe your proficiency in the usage of various computer software applications such as FMS or MS Office 365 in relation to your experience as well your ability to create memos, correspondences, spreadsheets, databases, etc.
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Please describe your experience in fiscal management, including but not limited to Grants Management, Budget and Accounting.
If you have questions about the duties of this position, please contact Joanna Zywno at [email protected].
If you have questions regarding the selection or hiring processes, please contact Alexandria Rodriguez at [email protected].
