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Title: Grants Program Specialist
Company: Jacksonville Transportation Authority
Location: Jacksonville, Florida
Job Status: Full-time
Job ID: 118681
Summary of Job:
Under the general supervision of the Manager of Capital Programming and Grants Management, performs a variety of complex accounting, project tracking, reporting and contract administration for the Grants, Finance, Capital and Construction and the 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 employees for project management and award management oversight of grants, and will work closely with project managers, funding agencies and their consultants from the start of a project until completion and closeout of grants.

Essential Job Functions:

Contract Administration:
  • Updates projects and awards budgets in Oracle for project managers and senior management in Oracle, and prepares detailed project reconciliation on a daily basis as requested by managers

  • Moves funds within Oracle budgets as needed and as requested by management

  • Create and maintain spreadsheets for new 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

  • Monitors Oracle projects and prepares payment requests to ensure accurate payment

  • Assists with ensuring Federal, State and Local concurrence on required third party contracts
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 to ensure that all projects are completed in a timely fashion

  • Responsible for being the secondary point of contact within grants management with the Federal Transportation Authority (FTA) and the Florida Department of Transportation (FDOT)

  • Coordinates day to day functions of grants management and Oracle project accounting and monitoring

  • Addresses JTA staff needs and issues related to grant funding, finance monitoring, encumbrances, supplemental agreements and change orders

  • Work closely with staff accountants, project managers, grant planning, all other JTA departments and grantors to ensure accuracy and compliance with Federal, State and Local regulations

  • Facilitates, conducts and/or attends meetings on behalf of the Grants Manager
Grant Accounting/Planning:
  • Assists with managing monthly, quarterly, and annual goal and objectives of the Accounting and Finance Department

  • Responds to Oracle systems application questions, including requisitions coding questions and requisition submission questions and works with staff and the IT help desk for resolution

  • Assist and provide training as requested to grants planning and grant accounting personnel with the proper tracking of grant planning projects

  • Determine or verifies Mass Transit, CTC, Skyway, Ferry and Highway grant project encumbrances and expenditures in compliance with financial identification codes, in preparation for requisition or disbursement processing

  • Prepare journal entries for grant accounting staff and assist with other journal entries as needed for Highway, CTC and Skyway capital and planning projects subject to review

  • Assists with the reviews grant staff charges monthly to ensure grant eligibility
Grant Management:
  • Assist Grants Manager with other non-traditional transportation grant projects which will include special tracking process and interface with senior managers on an ongoing process, including working closely with many of the grant project managers

  • Assists Grants Manager with closeouts of federal grants, budget preparation, monitoring and evaluation, budget revisions and obtaining contract extensions to prevent funding loss

  • Assists with tracking all grant projects through the entire grant life cycle from notice of award through close-out
  • Assists Grants Manager in the budget preparation, monitoring and evaluation for eligibility of grant capital and operating projects

  • Sets up all new grant and local capital and operating projects and award budgets in Oracle
  • Prepares and submits quarterly reports to FTA FDOT 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

  • Assist in month end and year-end account closing process

  • Assists with reconciliation of grants reports to general ledger

  • Completes special projects, ad hoc assignments, and other duties as assigned
Audit Assistance:
  • Assists the Grants Manager in preparation of documentation relative to the year-end audit, as well as with all State and Federal 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 Grants Manager with the FTA Triennial Review process, including distribution of agenda / focus issues and preparation of full submissions to federal agency
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 Grants Manager with the final review for completeness, inclusion of budget and schedules, check list for required elements and integration of exhibits

  • Assist 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 Grants Manager and the Asset Department on overseeing the annual fixed asset inventory to fulfill state requirements.

  • Assists the Grants Manager and the Asset Department on overseeing the Bi-ennial fixed asset inventory to fulfill federal requirements

  • Assists Asset Department with all Oracle project issues and provides resolution

  • Works closely with the Grants Manager to coordinate Asset Management grant related issues between all other Departments in accordance with Federal, State and Local regulations
Supervisory & Operational Authority:
  • No direct reports.
  • Responsible for completing all mandatory training classes.

  • Responsible for reviewing and complying with all JTA policies, procedures and directives.

Position Profile:

Required/ Preferred Experience:
A minimum of an Associate’s Degree in business administration, public administration, 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 in accounting or a related field

Other combinations of experience and education that meet the minimum requirements may be accepted as substitution

Must become familiar with 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 substantial knowledge of the requirements of OMB Circulars A-87 (2 CFR Part 225), A-102 (2 CFR Part 215) and A-133

Knowledge, Skills & Abilities:
  • Prefer Grants Certification, but 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 other department staff, management, vendors, 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 and in effective oral and written communication

  • Operating knowledge of and

  • Operating knowledge of other federal reporting systems as required such as the FTA Transportation Electronic Management System (TEAM); Substantial knowledge of the requirements of OMB Circulars A-87, A-102 and A-133.

Physical Demands:
  • Sit for prolonged periods.

  • Perform repetitive motion.

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