JOB DESCRIPTION

OPEN UNTIL FILLED 

Job Title:               GRANTS ADMINISTRATOR / GRANTS PROGRAM MANAGER

Department:          PLANNING DIVISION of the COMMERCE DEPARTMENT        

Reports To:           DIRECTOR OF COMMERCE/PLANNING/COMPLIANCE         

Prepared By:         Human Resources

Prepared Date:      May 2026

Approved By:        Gregg Anderson, Director of Human Resources

Approved Date:     May 13th 2026

Classification:       Division Head / Appointed Officers

FLSA Status:         Exempt

Salary Range:        $75,000 - $90,000

*** Highly qualified candidates will be considered for the high end of the salary range ****

SUMMARY

The City is seeking an experienced, highly organized, and results-oriented professional to serve as the Grants Administrator / Grants Program Manager. This position is responsible for identifying, writing, and administering Federal, State, regional, and local grant opportunities that support City infrastructure, community development, capital projects, and strategic initiatives.

The successful candidate will manage the full lifecycle of grant activities including research, application development, compliance monitoring, reporting, reimbursement requests, interdepartmental coordination, and post-award administration. This position will also oversee and coordinate outside consultants and grant-writing professionals retained by the City.

The ideal candidate possesses strong technical writing skills, knowledge of governmental grant processes, experience managing multiple funding sources simultaneously, and the ability to work collaboratively with City departments, elected officials, consultants, and external agencies.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The following duties are representative of the work performed and are not intended to be all-inclusive:

Grant Research and Funding Development

• Research and identify Federal, State, regional, and local grant opportunities aligned with City priorities and capital improvement needs.
• Maintain current knowledge of available public funding programs, legislative changes, and emerging grant opportunities.
• Develop and maintain a centralized grants calendar and tracking system for application deadlines, reporting requirements, and compliance milestones.
• Coordinate with City departments to identify funding needs and prioritize grant pursuits.

Grant Writing and Application Management

• Prepare, write, edit, and submit competitive grant applications and supporting documentation.
• Coordinate the collection of technical data, financial information, project narratives, budgets, schedules, maps, and supporting materials required for applications.
• Collaborate with internal departments, consultants, engineers, and partner agencies in the development of grant proposals.
• Ensure applications comply with all applicable guidelines, regulations, and submission requirements.

Grant Administration and Compliance

• Administer awarded grants throughout the grant lifecycle from award acceptance through closeout.
• Monitor grant compliance requirements, deadlines, deliverables, reimbursement requests, procurement requirements, and reporting obligations.
• Prepare financial and performance reports required by granting agencies.
• Maintain complete and accurate grant records and documentation in accordance with Federal, State, and local regulations.
• Coordinate audits and respond to requests from funding agencies and auditors.

Consultant and Project Coordination

• Manage and coordinate outside grant consultants and professional service providers assisting the City with grant writing and administration.
• Review consultant work products for quality, completeness, compliance, and alignment with City priorities.
• Serve as liaison between consultants, City staff, funding agencies, and project stakeholders.
• Assist departments in coordinating grant-funded capital projects and implementation schedules.

Strategic and Administrative Support

• Assist in developing long-term funding strategies for City infrastructure and capital improvement initiatives.
• Prepare presentations, agenda items, and reports for City Council, boards, commissions, and executive leadership.
• Track grant performance metrics and prepare periodic status updates for management.
• Attend meetings, workshops, and training related to grants administration and funding opportunities.
• Perform related duties as assigned.

QUALIFICATIONS

Knowledge of:

• Federal and State grant regulations, compliance requirements, and reimbursement procedures.
• Government budgeting and financial reporting practices.
• Public sector procurement and contracting processes.
• Principles of project management and records administration.

Skill in:

• Technical and persuasive grant writing.
• Research, data analysis, and project coordination.
• Managing multiple projects and deadlines simultaneously.
• Developing and maintaining collaborative working relationships.
• Using Microsoft Office Suite and grants management software systems.

Ability to:

• Interpret and apply complex grant regulations and funding guidelines.
• Communicate effectively both orally and in writing.
• Work independently with limited supervision.
• Analyze funding opportunities and determine project eligibility.
• Coordinate efforts among multiple departments and external stakeholders.
• Exercise sound judgment and maintain attention to detail.

EDUCATION and EXPERIENCE

• Bachelor’s degree in Public Administration, Business Administration, Finance, Planning, Political Science, Communications, or a related field; Master’s degree preferred.

• Three (3) to five (5) years of progressively responsible experience in governmental grant writing, grants administration, public funding development, or related work.

• Experience working in municipal or other governmental environments.

• Experience administering Federal grants including compliance with Uniform Guidance and related regulations.

• Experience with capital improvement projects, infrastructure funding, transportation, utilities, housing, community development, or economic development grants.

• Certified Grant Writer, Grants Management certification, Certified Grants Management Specialist (NGMA), Grant Professional Certified (GPCI), or similar credential preferred.

BENEFITS

Blue Cross, Dental, Flextime