Office Operations

  • In conjunction with the Division of Planning, establish an annual Consolidated Plan, identifying the City’s needs and establishing priorities.
  • Set grants development and management policies and procedures
  • Coordinate proposal development
  • Review proposals to ensure technical merit and budgetary accuracy, as well as compliance with City policies and grantor regulations
  • Coordinate details of proposal submissions with other offices/units of the municipal government
  • Discuss award amounts, project and budget revisions with grantees
  • Receive official notification of awards and review terms and conditions
  • Coordinate administrative details of funded projects, including billing, budgets and agreements with subrecipients
  • Monitor project budgets to ensure that all projects expend funds in accordance with grantors policies and regulations
  • Monitor the completion and submission of progress and financial reports on funded projects
  • Receive, review and evaluate all progress and financial reports
  • Maintain records on funded projects
  • Close out completed projects
  • Provide in-service training to City staff in grants development and management
  • Provide technical assistance on grant application review
  • Review and approve subcontracting/subrecipient agreements
  • Maintain centralized grant files in office
  • Receive, review and recommend submissions of request for continuations, extensions and revisions
  • Responsible for budget revisions; prepare revision guidelines for project manager according to funding source guidelines; develop budget revisions with project manager, and forward to finance department for review and approval.
  • Review grant budget expenditures (review Finance Department’s expenditure reports monitoring expenditures and excess cash; communicate with project manager regarding budget concerns; follow up and provide support to ensure full and proper budget expenditures)
  • Notify administrators, personnel office, finance department and project managers of expected expiration dates
  • Perform grant monitoring (review project audit reports and monitoring site-visit reports; meet with project director regarding results)
  • Intergovernmental Agreements (review and coordinate approval of agreements with legal counsel and submit to Finance Department)
  • Prepare annual grant reports (prepare annual report of all external funds obtained and submit to Finance Department for verification)