Grants Coordinator

Job description

Salary Range: $45,874.14 - $94,988.66 DISTINGUISHING CHARACTERISTICS OF WORK This is a complex and technical position responsible for supporting the full lifecycle of the City's grant portfolio, from opportunity research and application development through award implementation, financial monitoring, reporting, reimbursement, compliance, and closeout. The position works under the direction of the Grants Administrator and coordinates with City departments, Finance, Budget, Procurement, Legal, external partners, and funding agencies. The position maintains accurate grant records and systems, monitors deadlines and deliverables, and provides technical assistance to help ensure that grant-funded programs and projects are implemented in a timely manner and in accordance with applicable federal, state, local, and award-specific requirements. ESSENTIAL EXAMPLES OF DUTIES The following illustrates examples of some of the essential duties and responsibilities of the Grants Coordinator. There may be other essential functions, not listed below, necessary to accomplish assignments presented by the Grants Administrator. Researches and evaluates federal, state, county, foundation, corporate, and other grant opportunities aligned with City priorities and departmental needs. Maintains a citywide grant opportunity pipeline and calendar of application deadlines, award milestones, reporting requirements, renewals, and closeout dates. Reviews notices of funding opportunity, program guidelines, statutes, rules, and grant agreements to determine eligibility, competitiveness, allowable costs, match requirements, and application conditions. Coordinates with City departments to develop project concepts, scopes of work, implementation schedules, performance measures, budgets, and supporting documentation. Drafts and assembles grant applications, narratives, forms, budgets, budget justifications, certifications, letters of support, resolutions, and other required submission materials. Reviews application packages for completeness, accuracy, consistency, responsiveness, and timely submission through required electronic portals. Tracks submitted applications and coordinates responses to agency requests for clarification, supplemental information, revisions, or other follow-up documentation. Serves as a grant-related point of contact and provides technical assistance to City departments, consultants, partners, and funding agencies, as assigned by the Grants Administrator. Coordinates the review and routing of grant agreements, resolutions, agenda items, certifications, amendments, extensions, and other documents requiring approval by Finance, Budget, Legal, Procurement, the Mayor, City Council, or other authorized officials. Assists with award acceptance and grant kick-off activities and documents award requirements, roles, deliverables, procurement needs, financial controls, reporting schedules, and compliance responsibilities. Establishes and maintains grant records, identifiers, budgets, project information, and supporting documentation in the City's financial management system and other applicable grant or agency systems. Monitors grant expenditures, revenues, encumbrances, balances, indirect costs, and period-of-performance deadlines and maintains documentation of required cash match, in-kind contributions, leveraged resources, and partner commitments. Prepares, reviews, reconciles, and tracks reimbursement requests, advances, invoices, financial reports, and supporting documentation in coordination with Finance and administering departments. Prepares and coordinates periodic performance, financial, status, and closeout reports required by funding agencies and City management. Maintains a current citywide grant status report showing award amounts, expenditures, reimbursements, receivables, balances, match, deliverables, deadlines, and material risks. Monitors requisitions, purchase orders, contracts, change orders, invoices, budget adjustments, and other transactions affecting grant-funded programs and projects. Reviews grant-funded activities for compliance with award conditions, approved scope and budget, procurement requirements, cost principles, records retention, and applicable federal, state, local, and award-specific requirements. Tracks special compliance requirements, as applicable, including labor standards, domestic preference, environmental conditions, civil rights, and subrecipient requirements. Supports departments in documenting performance outcomes, project progress, procurement status, corrective actions, and changes that may require prior approval or an award amendment. Assists with disaster-recovery and other grant programs, monitoring visits, desk reviews, audits, and agency requests for information by compiling records, coordinating responses, and tracking corrective actions. Supports preparation of federal and state expenditure schedules, grant confirmations, and other grant-related audit documentation. Maintains complete electronic grant files; assists with grant procedures, templates, training, and regulatory updates; identifies risks; and performs other grant-related duties under the direction of the Grants Administrator. Develops financial analyses, automated reports, dashboards, and other data-driven tools to improve grant monitoring, management visibility, and decision-making. Reviews grant administration and financial processes, identifies opportunities to improve efficiency or strengthen controls, and recommends practical process improvements to the Grants Administrator. KNOWLEDGE, SKILLS, AND ABILITIES Knowledge of laws, rules, regulations, policies, and procedures governing federal, state, local, and private grant programs, including 2 CFR Part 200. Knowledge of grant research, proposal development, award administration, financial management, reporting, compliance, and closeout practices. Knowledge of the principles and practices of governmental accounting, budgeting, procurement, contract administration, and internal control as they relate to grants. Knowledge of grant application and management systems, financial management systems, electronic records, spreadsheets, databases, and document-management tools. Ability to interpret notices of funding opportunity, grant agreements, regulations, policies, and technical guidance and translate them into clear action requirements. Ability to prepare persuasive and technically accurate narratives, scopes of work, budgets, reports, correspondence, and supporting documentation. Ability to monitor deadlines, deliverables, expenditures, revenues, reimbursements, match, and grant balances across multiple awards and departments. Ability to reconcile financial information, identify discrepancies and compliance risks, and coordinate timely corrective action. Ability to organize complex records, manage competing priorities, exercise sound judgment, and perform detailed work with limited supervision. Ability to communicate effectively, provide responsive technical assistance, and present grant information clearly to employees, management, partners, auditors, and funding agencies. Ability to maintain confidentiality, exercise discretion, and work independently and collaboratively in a deadline-driven environment. Ability to establish and maintain effective working relationships with co-workers, City administrators, departments, consultants, partner organizations, and representatives of funding agencies. Knowledge of financial data analysis, business process improvement, internal controls, and automated reporting practices. Ability to analyze complex financial and programmatic data, identify trends and discrepancies, and present findings through reports, dashboards, and other data visualizations. Ability to learn and effectively use multiple financial, grant-management, procurement, reporting, and agency systems. PHYSICAL REQUIREMENTS The following are some of the physical requirements associated with this position. Reasonable accommodation may be made by the City to enable an individual to perform the essential duties/functions of the position. Must be able to communicate effectively with employees, agency representatives, partners, and the public by telephone, electronically, and in person, and to read and prepare written materials in English. Must be able to effectively use a personal computer and other standard office equipment required to perform the duties of the position. Work is performed indoors within a quiet to moderately noisy environment. Must be able to lift, carry, and/or push articles weighing up to 20 lbs. MINIMUM TRAINING AND EXPERIENCE A Bachelor's Degree from an accredited college or university in Public Administration, Business Administration, Finance, Accounting, Communications, or a closely related field. Minimum of three (3) years of progressively responsible experience in grant research, proposal development, grant administration, financial monitoring, compliance, or a closely related governmental or nonprofit function. Experience with governmental grants, federal grant requirements, electronic grant-management platforms, financial management systems, advanced spreadsheet functions, data visualization, or automated reporting tools is preferred. A valid Florida Driver's License is required. A combination of relevant education, training, and experience that provides the required knowledge, skills, and abilities may be considered. Range: Confidential Created: 08/2026 | Revised: 08/2026 Personnel Board Approval: _________ The City of Hialeah Human Resources Department is committed to providing employees an exceptional work environment where through hard work, dedication, and equal opportunity for learning and personal development, employees are able to grow, flourish, and make a difference in our community. The Human Resources Department ensures compliance with Federal, State, and local laws, collective bargaining agreements, and City policies, rules and regulations. The City of Hialeah is an equal opportunity employer. There will not be any discrimination or harassment of any kind on account of age, color, race, religion, sexual orientation, national origin, disability, genetic information, marital or familial status, military service or any of the protected categories. The City of Hialeah is a drug and alcohol free employer.