Grants and Contracts Manager

The City of Flagstaff is looking for team members who are passionate about community, innovation, and quality of life. Come be a part of this amazing community and see why the City of Flagstaff is Northern Arizona's employer of choice! 

Actively supports and upholds the City’s stated mission and values. Under direct supervision of the Grants, Contracts & Emergency Management Director, employees of this classification perform professional-level grant management including researching, monitoring, and applying for available municipal related grants, and monitoring, implementing, evaluating, and assuring compliance with established guidelines, policies, and local, state, and federal laws and regulations.  Perform contract management including administering, managing and monitoring all city-wide contracts including ensuring that contract deliverables and critical milestones are achieved. The Administrator will develop strategies to optimize the Grants and Contracts program in order to support the organization’s evolving needs.

ADMINISTRATIVE DUTIES

• Supervisory: This job has responsibility for employee supervision (hires, directs, schedules, transfers, promotes, rewards, disciplines, and terminates).
• Budgetary: This job has partial responsibility for budgeting, including managing and coordinating grant and contract portfolios and ensuring division grants are budgeted each fiscal year for city appropriations.
• Strategic Planning: This job has partial responsibility for strategic planning (develops, implements, interprets, and manages long and short-term goals), including serving as the city expert for planning, implementing, and evaluating grant proposals and for the contract management program.
• Policies/Procedures: This job has partial responsibility for policies and procedures (develops, implements, and interprets).
• Compliance: This job has responsibility (follows, ensures compliance with, enforces, and interprets) for compliance with Federal, State, and Local laws, rules, and regulations as well as City policies and procedures for grants and contracts management.
• Council Communications: This job has partial responsibility for Council communication and assists with making recommendations and presentations, writing staff summaries, ensuring Performance Measures are met, and balancing needs with Council’s adopted priorities and direction.
• Reporting: This job has responsibility for reporting to Federal/State/Local agencies (ensures reporting requirements are met, trains others on reporting requirements and methods, and addresses discrepancies in reporting) for grants and contracts management.

• Provides excellent customer service to both internal and external customers.
• Manages large, complex, high risk, high impact, confidential, and politically sensitive city-wide grant funded projects.
• Conducts organizational and pre-award planning which further the goals of the City (including needs assessment and division/section capacity to manage a grant and comply with the program requirements).
• Promotes an atmosphere conductive to developing and sustaining interest and involvement in grant proposal preparation.
• Serves as secondary point of contact for grant agency application submission.
• Responsible for compliance and management of Federal, State, and Local funds in a manner consistent with underlying agreements, program objectives, and the terms and conditions of the award.
• Responsible for establishing and maintaining effective internal controls over compliance for city-wide grants and contracts
• Responsible for monitoring and recognizing grant Fraud, Waste and Abuse
• Writes and presents staff summaries for grant funded projects.
• Assists in directing employees on staff summary preparation including review, revision, and recommendations.
• Assist in the management of agency required programmatic/financial/performance measurement reporting.
• Serves as liaison to federal, state, local, private funding sources, and community partners for the protection and enhancement of the integrity and image of the City through management and monitoring of communication with funders.
• Assists in coordinating with Federal and State agencies in disaster recovery efforts following an emergency event.
• Understanding of the pre- and post-disaster recovery functions, guiding principles and core capabilities for public assistance and individual assistance
• Oversees the contract management program for professional services, consulting, construction, personal and real property leases, licenses, and intergovernmental agreements.
• Oversees the administration and management of all ongoing term contracts, leases, and agreements renewal dates, deliverables and critical milestones.
• Reviews professional services, consulting, construction, personal and real property leases, licenses, real estate purchase/sale agreements, development agreements and intergovernmental agreements, which includes review of all monetary deliverables associated with these agreements. 
• Supervises the coordination for changes in contracts, changes in billings related to billable contracts, implementing billing for new contracts and discontinuance of billing for expiration of contracts.
• Prepares compliance letters to City staff, contracted vendors, lessees, and other relevant parties when necessary.
• Works closely with Finance, Revenue, Purchasing and other Division/Section staff on project goals, activities, outcomes, and deliverables.
• Assists in annual audit process related to federal awards and Single Audit.
• Assist in preparation of written reports for Council communication and to Department/Division/Section Heads on the Grants and Contracts programs.
• Attends council meetings and extended leadership meetings as needed.
• Supervises, provides work direction, and evaluates staff
• Performs related duties, as assigned.

MINIMUM REQUIREMENTS

• Bachelor’s Degree in Public Administration, Business Management, or a related field.
• Four years of experience with grants administration and/or contracts administration.
• Three years of supervisory experience.
• Or any combination of education, experience, and training equivalent to the above Minimum Requirements.

DESIRED EXPERIENCE AND TRAINING

• Master’s Degree in Public Administration or Business.
• Grants Professional Certification from the National Grants Professional Association
• Training in Incident Management System
• Experience managing federal awards including Federal Emergency Management Agency
• Experience related to accounting and working with a database application.
• Experience related to municipal finance.

OTHER REQUIREMENTS

• Must possess, or obtain upon employment, a valid Arizona driver’s license.
• Regular attendance is an essential function of this job to ensure continuity.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES (ILLUSTRATIVE ONLY)

• Ability to assist in the development and implement effective operational processes and practices
• Demonstrated ability to act ethically and to encourage/support honest and ethical behavior by others
• Ability to direct, supervise, evaluate and train personnel, ensuring high level of service standards are maintained for both internal and external customers.
• Demonstrated ability to maintain a high degree of confidentiality, organization, accuracy and attention to detail.
• Ability to review, update, and administer contracts, grants, and agreements of all types and for a variety of purposes in a workable and concise manner.
• Ability to establish and maintain effective working relationships with City of Flagstaff employees, contractors, consultants, auditors, and the general public.
• Ability to coordinate with all parties involved in the grants, contracts, and payment processes of a large number of on-going projects and grants. 
• Advanced knowledge of Federal, State, and Local contact and grant regulations, including considerable knowledge of grant programs, application procedures, and administrative requirements. 
• Ability to read, interpret, and write complex grant and contract applications, proposals, agreements, and other written reports; may conduct presentations to internal and external parties as required.
• Ability to track a large number of varied grants and contracts projects and assure completion of appropriate paperwork, authorizations, signatures, licensing, bonding, sureties, insurance, payments, and regulatory compliance. 
• Considerable knowledge of grant programs, application procedures, and administrative requirements.
• Advanced knowledge of current financial and accounting practices, and ability to apply them consistently in accordance with Federal, State, and local regulations.
• Language Skills: Ability to read, analyze, and interpret common scientific and technical journals, financial reports, and legal documents. Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community.  Ability to write speeches and articles for publication that conform to prescribed style and format. Ability to effectively present information to top management, public groups, and/or boards of directors.
• Mathematical Skills: Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.
• Reasoning Ability: Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables. 
• Ability to operate a motor vehicle and drive to various locations which receive local, state or federal funding. 

PHYSICAL REQUIREMENTS AND WORKING ENVIRONMENT

• While performing the duties of this job, the employee is regularly required to stand, walk, sit, Use hands to finger/handle/feel, Reach with hands and arms, Climb or balance, Stoop, kneel, crouch, or crawl and Talk or hear.
• The employee must occasionally lift and/or move up to 25 pounds.
• There are no special vision requirements for this position. 
• There are no special working conditions for this position. 
• The noise level in the work environment is usually moderate noise (examples: business office with computers and printers, light traffic).