Grants Administrator

Job Title
Grants Administrator
Job Order ID
Begin Date
Direct Hire
Jacksonville,  FL 32204
Other Location
Idea Recruitment has partnered with a public transit service provider in Jacksonville, FL in their search for a 3 Grants Administrators.

This is a Direct Hire position - requires On Site

Position Summary

Under the general supervision of the Manager of Captial Programming and Grants Management, performs a variety of complex accounting, project tracking, reporting and funding contract development/review/administration for the grants to Finance, Systems Development, Capital, Construction, Short and Long Range Planning Departments. This position will serve as the secondary contact within grants management with external funding agencies, and will be the primary contact with internal team members for project management and award management oversight of grants. The Grants Administrator will work closely with project managers, funding agencies and their consultants from the start of a project through completion and closeout of grants.

Essential Job Functions
Contract Administration:
  • Works with projects and awards budgets in Oracle for project managers and senior management in Oracle, and prepares detailed project reconciliation as requested by managers
  • Moves funds within Oracle budgets as needed and as requested by management
  • Creates and maintains Excel spreadsheets for new projects, awards, contracts, monitoring payments, review contract conditions and obligations to ensure accurate payment, reconciling contract encumbrances with the Oracle database system
  • Monitor contract encumbrance for contracts, supplemental agreements, and change orders
  • Works to ensure Oracle projects and awards details are accurate and current
  • Assists with ensuring Federal, State and Local concurrence on required third party contracts and agreements

Interaction with Third Parties:
  • Serve as primary point of contact with project managers and works closely on a daily basis to assist them with their project budgets, requisition submissions, and provides project troubleshooting and resolution
  • Serve as primary contact and works closely with project managers to obtain quarterly or monthly grant performance reports and aids project managers in  completing assisgnments in a timely manner
  • Responsible for being the secondary point of contact within Grants Management with the Federal Transit Administration (FTA) and the Florida Department of Transportation (FDOT)
  • Coordinates daily functions for grants management inconjunction with the Oracle Financial System, project accounting and monitoring
  • Addresses JTA staff needs on issues related to grant funding, finance monitoring, encumbrances, supplemental agreements, budget revisions and change orders
  • Works closely with staff accountants, project managers, project planners, all other JTA departments to ensure accuracy and compliance with Federal, State and Local regulations
  • Facilitates, conducts and/or attends meetings on behalf of the Capital Programming and Grants Manager

Grant Accounting/Planning:
  • Assists with managing monthly, quarterly, and annual goal, metrics and objectives of the Grants Management Team and the Finance Department
  • Coordinates and assists with Oracle systems application questions, including requisitions coding questions and requisition submission questions and works with user department staff and the Oracle IT help desk for resolution
  • Assist and provide grants training as requested to Planning and Grant Accounting personnel and other user departments to ensure proper tracking of grant planning projects
  • Review of Mass Transit, CTC, Skyway, and Ferry grant project encumbrances and expenditures in compliance with financial identification codes, in preparation for requisition or disbursement processing
  • Assists with the reviews grant staff charges monthly to ensure grant eligibility

Grant Management:
  • Assist Capital Programming and Grants Manager with specialized transportation grant projects which will include special tracking process and interface with senior managers on an ongoing process, including working closely with project managers
  • Assists Capital Programming and Grants Manager with closeouts of federal grants, budget preparation, budget revisions, budget amendments, monitoring and evaluation  of grant documents to ensure contract time extensions are pursued to prevent funding loss
  • Assists with tracking all grant projects through the entire grant life cycle from notice of award through close-out

  • Assists Capital Programming and Grants Manager with budget preparation, monitoring and evaluation for eligibility of grant capital and operating projects
  • Works with various Finance team members to setup and review new grant and local capital and operating projects and award budgets in Oracle

  • Prepares and submits quarterly reports to FTA and work closely with staff accountants, project managers and grantors to ensure accuracy and compliance with Federal, State and Local regulations
  • Assist in the preparation of a variety of grant and Oracle project related monthly, quarterly and annual reports
  • Completes special projects, ad hoc assignments, and other duties as assigned

Audit Assistance:
  • Assists the Capital Programming and Grants Manager in preparation of documentation related to the year-end audit, as well as with all State and Federal desktop, pop-up and triennial audits
  • Assists with the maintenance of the Grants Management Document system that is used for each audit year and includes all grant awards, budget revisions, contract extensions and scope changes
  • Serves as secondary audit interface for client prepared schedules and resolution of issues
  • Assist the Capital Programming and Grants Manager with the FTA Triennial Audit Review process

Grant Submissions:
  • Prepare, apply for and submit applications to the FTA as a Developer on behalf of the Authority
  • Prepare and submit budget revisions to the FTA as a Developer on behalf of the Authority
  • Assist Capital Programming and Grants Manager with the final review for completeness, inclusion of budget and schedules, check list for required elements and integration of exhibits
  • Assist Capital Programming and Grants Manager with producing a JTA summary chart of new grant submission and results and report to Department Directors and CEO at year-end or as requested

Financial Analysis:
  • Monitors grant project encumbrances and expenditures on a monthly basis
  • Analyze, research, investigate, and resolve grant project accounting variances

Asset Management Planning:
  • Assists the Capital Programming and Grants Manager and the Fixed Asset Department on overseeing the annual fixed asset inventory to fulfill state requirements.
  • Assists the Capital Programming and Grants Manager and the Fixed Asset Department on overseeing the Biennial fixed asset inventory to fulfill federal requirements
  • Assists Fixed Asset Department with all Oracle project issues and provides resolution 
  • Works closely with the Capital Programming and Grants Manager to coordinate asset management grant related issues between User Departments and the Procurement Department in accordance with Federal, State and Local regulations
Required Skills

A minimum of an Associate Degree in business administration, public administration, city or regional planning, accounting, or related field and three years of grant development and administration experience, including experience with public transportation grant requirements and processes (preferably Federal Transit Administration grants); or an equivalent combination of education and experience.

A Bachelor Degree in city or regional planning, accounting or a related field will substantiate the proper combinations of experience and education to meet the minimum requirements for this position.

Must become familiar with federal grant platforms including and

Must become familiar with other federal and state reporting systems as required such as the FTA Transportation Award Management System (TrAMS); the Federal Highway (FHWA) Local Agency Program (LAP-it) System and the FDOT Transportation System (TransCIP).

Must acquire and demonstrate substantial knowledge of the requirements of OMB Circulars A-87 (2 CFR Part 225), A-102 (2 CFR Part 215) and A-133.

Must maintain a current understanding of federal enabling legislation for grant funding and implementation.
Optional Skills

Knowledge Skills and Abilities

• Must be willing to travel and obtain Grants Management certification within three years of entering the certificate program
• Operating automated management and financial systems as well as word processing, spreadsheet, and database applications
• Understanding accounting, grant, and industry concepts and directions and perform professional grant related functions
• Establishing and maintaining effective working relationships with User department staff, management, outside agencies, community groups and the general public
• Evaluating and analyzing technical grant activities
• Preparing a variety of complex financial and administrative reports
• Planning and organizing work to meet changing priorities and deadlines
• Identifying and resolving general problems in a timely manner using sound judgment
• Responding to general inquiries with clear and effective oral and written communication
• Operating knowledge of and
• Operating knowledge of other federal reporting systems. Knowledge of the FTA Transportation Electronic Management (TEAM) system.
• Substantial knowledge of the requirements of OMB Circulars A-87, A-102 and A-133.
Pay Range
$40,000.00   Annually to $62,500.00   Annually

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