Manager of Grants and Procurement

General Function:

Ensures agency-wide compliance with federal and state grant agreements and applicable regulations and codes ensuring fare and open competition, good stewardship of public funding and timely close-out of GBT grants. Provides information to the Chief financial Officer, Chief Operations Officer and CEO concerning the status of all grant projects. Functions as the GBT grant liaison to the Federal Transit Administration (FTA) and Connecticut Department of Transportation (CDOT). Analyzes the funding needs of GBT and monitors the spending and contract management of capital projects undertaken by GBT. Monitors grants to ensure proper utilization of available funds. The Manager of Grants and Procurement is responsible for all phases of the procurement process including solicitation, award and contract administration as well as fixed asset management. Performs other duties of a similar nature as may be required. Responsible for ensuring that all procurements are conducted in accordance with FTA Circular 4220.1F as amended from time to time and master agreements between GBT and CDOT and FTA.

Accountability:

This position reports to the Director of Finance and does not supervise any other staff.

Position Requirements:

1. Bottom-line responsibility for ensuring agency-wide compliance with Federal and State Grant agreements and applicable regulations codes and circulars.

2. Determines and continuously monitors internal control of grant activities (financial, accounting, purchases). Provides assurance that safeguards are present to prevent violation of Federal or State grant management requirements.

3. Ensures accuracy in grant related activities by utilizing the General Ledger as the source to maintain accurate balances of all grant related eligible costs.

4. Prepares draw-down schedules for the CFO.

5. Presents at Board of Commissioner meetings for the purpose of acquiring necessary Board authorizations for grant related activities.

6. Bottom-line responsibility for the processing of purchase requests for all grant and operating activities to ensure grant scope compliance is maintained relative to GBT policies, procedures and budgets.

1. Responsible for performing the FTA Quarterly Progress and Milestone Report utilizing the FTA Team Grant reporting system.

2. Responsible for maintaining FTA grants closeout schedule.

3. Responsible for preparing grant-related correspondence for the behalf of GBT and ensures timely response to FTA and CDOT.

4. Bottom-line responsibility for administering GBTs DBE and SBE program.

5. Responsible for identifying funding sources and strategies for capital program activities.

6. Monitors grants to ensure proper utilization of available grant funds;

7. Reviews and analyzes project budget to actual reports, financial status reports; reviews request vs. approved obligation to date.

8. Responsible for capital and operational purchases to support GBTs initiatives.

9. Maintains a thorough understanding of FTA Circular 4220.1F (as amended) and GBTs Procurement Policies and Procedures.

10.Ensures that staff are regularly trained in proper procurement procedures and advises staff involved in procurements regarding proper procedures.

11.Tracks and maintains a good faith effort in utilizing DBE/MBE and report on goal achievement.

12.Maintain complete hard copy and electronic files and detailed backup for all purchases.

13.Conducts complete reviews of grant related procurements and completes solicitation, award and contract administration check lists.

14.Maintains a complete list of all FTA grant related procurements and the characteristics of each.

15.Participates in GBTs Annual Financial Statement Audit as required.

16.Provides support and participates in cognizant agency audits such as the FTA Triennial Review, Financial Management Oversight Review and other reviews.

17.Works in conjunction with GBT project managers and the requisitioners of various on-going projects to ensure compliance with procurement policies and procedures and ensure timely grant close-out.

18.Maintains Books and Records for Fixed Asset Acquisition and Disposal.

19.Bottom-line responsibility for the preparation and maintenance of GBTs Transit Asset Management Plan (TAMP)

20.Assists in asset tracking including GBTs bi-annual asset inventory.

21.Conducts sale of retired tangible assets and ensures disposition in accordance with federal and state requirements

22.Conducts other duties as assigned by the CFO.

Requirements:

Bachelor's degree Business Administration and Accounting, Public Administration or other related field from an accredited college or university;

Five years' executive-level experience in public transit finance and accounting or related field;

Demonstrated commitment to public transportation;

Experience with state, federal and municipal government entities/processes;

Thorough understanding of FTA Circular 4220.1F

Strong analytical skills along with superb, written and oral communication skills;

Attendance at evening and early morning meetings and travel required;

Knowledge of theories, principles and practices of public finance, accounting, auditing, investing, procurement and risk management;

Government procurement, risk control practices and funding sources;

State procurement regulations and requirements;

Administrative principles and methods, including goal setting, program and budget development and implementation; public administration; capital and operating budgets;

Numerical literacy, from arithmetic to statistical analysis;

Understanding of FTA regulations pertaining to bus transit operations and grant management;

Knowledge of preparation and management of capital and operating budgets;

Knowledge of applicable local, state, and federal laws, rules, and regulations.

Ability to direct the overall activities of major grant management and procurement functions;

Ability to determine strategies to achieve goals;

Ability to work collaboratively with others, at all levels of the organization, for the purposes of collecting and disseminating essential information;

Complete work tasks with minimal supervision, to comply with established deadlines;

Ability to establish and implement policies and procedures;

Ability to understand, interpret, and apply laws, rules, regulations, policies, procedures, contracts, budgets, and labor/management agreements;

Exercise sound judgment and creativity in making decisions;

Analyze and identify problems, implement solutions, and evaluate outcomes;

Prepare comprehensive reports and correspondence;

Interact professionally with all levels of GBT employees;

Represent the Authority before the Board of Commissioners, outside representatives, and public officials;

Establish and maintain cooperative working relationships;

Develop and implement objectives, policies, procedures, and internal controls;

Valid Connecticut drivers license;

Oher Duties:

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by incumbents of this position. This position may be required to perform job related tasks other than those specifically presented in this description. The description is not a contract or guarantee of any kind, can be changed or eliminated at any time and does not alter the at-will status of all non-contractual employees.