Specifications Writer jobs in Kentucky

CITY OF HENDERSON, KENTUCKY

                             CLASSIFICATION SPECIFICATION

PURPOSE OF CLASSIFICATION

The purpose of this classification is to oversee all City grants and grant documentation; monitor compliance with applicable guidelines and regulations for grants; including compliance monitoring, coordinating grant activity and proposal preparation; funding source research, administration of funded projects within various City departments, and administering programs of responsibility. 

ESSENTIAL FUNCTIONS

The following duties are normal for this position.  These are not to be construed as exclusive or all-inclusive.  Other duties may be required and assigned.

·         Coordinates development, submission and/or acceptance of all City grants.

·         Prepares grant application and all related documents including municipal orders, following grant processes through completion.

·         Ensures compliance with all applicable federal, state and locally regulations and grant file audits.

·         Manages all grant records and reports and maintains files for City audit review including all contracts, reimbursement requests and amendments.

·         Assists the Finance department and city auditors with all grant-related reporting and entries.

·         Prepares statistical and analytical reports efficiently.

·         Searches grant budgets and tracks drawdown.

·         Responsible for preparation of periodic financial statements, reports, or projects.

·         Assists departments and agencies in identifying, preparing, submitting, and administering grant proposals to various federal, state, and local agencies.

·         Assists in the development of financial and regulatory policies and procedures.

·         Reviews proposals and applications; meets with department staff for evaluation of proposals and applications.

·         Monitors programs for compliance with regulations, notices, guidelines, plans, and city priorities.

·         Processes a variety of documentation associated with departmental operations, per established procedures and within designated timeframes; distributes documentation or retains records as appropriate.

·         Prepares financial reports, budgetary documentation, and financial records in compliance with federal guidelines for monitoring and audits.

·         Generates manual and/or computerized reports; balances reports; analyzes data and identifies trends; submits reports to appropriate individuals or agencies; forwards or retains reports as appropriate.

·         Prepares or completes various forms, reports, correspondence, financial reports, action plans, vouchers, bids, contracts, construction documents, draw requests, or other documents manually or via computer.

·         Operates a computer to enter, retrieve, review or modify data; verifies accuracy of entered data and makes corrections as appropriate; utilizes word processing, spreadsheet, loan calculation, communications, or other software programs.

·         Answers the telephone; provides information; takes and relays messages or directs calls to appropriate personnel; returns calls as necessary.

·         Communicates with supervisor, employees, other departments, government officials, inspectors, appraisers, surveyors, engineers, attorneys, contractors, clients, the public, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.

·         Maintains a comprehensive, current knowledge and awareness of applicable laws/regulations; attends workshops and training sessions as appropriate.

·         Demonstrates knowledge of Microsoft Office products and/or ability to learn database, spreadsheet, and analytical applications.

·         Demonstrates knowledge of basic accounting theory, principles and practices and management.

·         Demonstrates knowledge of grant application principles and management, and business math, English and spelling.

·         Researches new insights and innovative solutions to grants management and apply findings to formulate and implement as appropriate.

·         Demonstrates proficient analytical skills, attention to detail, professional written and verbal communication skills, and organizational skills.

·         Efficiently prioritizes, plans, and organizes own work activities to complete multiple projects/tasks simultaneously while complying with all applicable policies, procedures, and standards.

·         Establishes and maintains effective working relationships with City officials, employees, professional colleagues, representatives of federal, state, and local agencies, and the public.

·         Conveys clear and accurate information in an appropriate and tactful manner via business correspondence, reports, conversations, and presentations to City officials, employees, professional colleagues, and the public.

·         Maintains regular and predictable in-person attendance during regular business hours of the City of Henderson is required.

·         Must undergo and successfully complete drug test and alcohol screening prior to employment and undergo and successfully complete future drug test and/or alcohol screening pursuant to the City’s Drug and Alcohol policy.

ADDITIONAL FUNCTIONS

·         Prepares departmental files; sorts/organizes documents to be filed; files documents in designated order; locates/removes files; maintains file system of departmental records.

·         Provides assistance to other employees as needed.

·         Performs other related duties as required.

MINIMUM QUALIFICATIONS

Bachelor degree with course work emphasis in Public Administration, Business Administration, Urban Planning, Grants Administration or related field required (Master degree in Public Administration is preferred); supplemented by three (3) years previous administrative experience and/or training that includes experience developing and overseeing grant proposals and identifying various funding sources (or related) and one-year experience with administering Community Development Block Grant (CDBG); or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. Must possess and maintain a valid driver’s license.

Must obtain CDBG Administrator certification within one year of employment.

PERFORMANCE APTITUDES

Data Utilization:  Requires the ability to review, classify, categorize, prioritize, and/or analyze data.  Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.  

Human Interaction:  Requires the ability to provide guidance, assistance, and/or interpretation to others regarding the application of procedures and standards to specific situations.

Equipment, Machinery, Tools, and Materials Utilization:  Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions. 

Verbal Aptitude:  Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.

Mathematical Aptitude:  Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.

Functional Reasoning:  Requires the ability to apply principles of rational systems; to interpret instructions furnished in written, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.

Situational Reasoning:  Requires the ability to exercise judgment, decisiveness and creativity in situations involving evaluation of information against measurable or verifiable criteria.

ADA COMPLIANCE

Physical Ability:  Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or workstation.

Sensory Requirements: Some tasks require the ability to perceive and discriminate sounds and visual cues or signals.   Some tasks require the ability to communicate orally.

Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions.

This job description does not constitute a contract of employment.  Any oral or written statements or promises to the contrary are hereby expressly disavowed and should not be relied upon by any prospective or existing employees.   This job description is subject to change by the employer (the City of Henderson) at the discretion of the employer, or as the needs of the employer and/or requirements of the job change.  The City of Henderson explicitly reserves the right to modify any of the provisions of this job description at any time and without notice.  The duties listed above are intended only as illustrations of the various types of work that may be performed.  The omission of specific statements of duties or essential functions does not exclude them from the position if the work is similar, related, or a logical assignment to the position.