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Grants Administrator

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Grants Administrator

Salary

$70,000.00 - $84,317.00 Annually

Location

Boca Raton, FL

Job Type

Full-Time

Job Number

04363

Department

Financial Services

Division

Administration 12/05001

Opening Date

07/31/2025

Closing Date

8/8/2025 11:59 PM Eastern

FLSA

Exempt

Bargaining Unit

+ Description

+ Benefits

+ Questions

General Statement of Job

The Grant Administrator is responsible for overseeing the full lifecycle of grant management, including researching funding opportunities, preparing applications, ensuring compliance, and tracking performance metrics. This role requires the ability to analyze, interpret, and apply federal, state, and local regulations, while working closely with City departments to secure funding and support City projects.

This position reports to the Process & Compliance Review Manager and requires strong attention to detail, high-level organizational skills, and the ability to work independently with minimal supervision while ensuring effective collaboration across departments.

Essential Functions

+ Research grant opportunities for City programs and projects in support of the City’s strategic priorities.

+ Coordinate with City Project Managers to determine programs which could be funded through private, federal, state and local funding opportunities.

+ Interpret federal, state, and county regulations and guidelines on grant programs.

+ Evaluate factors of the grant and authorize the submittal of grant applications based on the likelihood of award; consistency with City objectives and priorities; City cash match or in-kind requirements, if any; and the ability of the City to both prepare an application, implement a program and meet compliance requirements should funding be received.

+ Prepare and/or assist with completing grant applications according to format required, and maintain grant funding resource materials and publications.

+ Discuss program requirements and sources of funding available with management.

+ Provide administrative and technical support for the City’s grant programs.

+ Review and/or prepare ordinances, resolutions, agendas, agreements, and other grant related documents.

+ Review grant contracts and meet with the City Project Managers to understand the specific requirements and expectations of the grantor to assure compliance with the grant program’s policies and guidelines.

+ Review and answer correspondence, emails, or other inquiries from grant funding agencies and city departments and provide satisfactory and effective responses.

+ Establish and maintain a tracking system for available grants, completed grant applications, and the drawdown of the grant in the City’s grant management tool.

+ Maintain a repository of awarded grants including all supporting documentation connected with the grant-funded programs.

+ Assist with the collection of data for the review and preparation of reimbursement requests to grant funding agencies.

+ Prepare periodic reports on the fiscal status of grants and other resource programs.

+ Coordinate with City departments on grant reporting and request updates to ensure they are complying with the terms and conditions of the grant and grant funds are being used for the purposes for which they were intended.

+ Assist in the reconciliation of grant financial reports to the general ledger.

+ Prepare and/or assist with the preparation of the Schedule of Expenditures of Federal Awards and State Financial Assistance (SEFA).

+ Coordinate and distribute the single audit report to each granting agency and City Project Managers.

Knowledge, Skills and Abilities

Knowledge of:

+ Grant funding policies, procedures, and administration practices.

+ Federal and state grant programs and the fiscal procedure required in this specialized area.

+ The principles, practices and methods of grant acquisitions.

+ National, state, and local grant acquisition related laws, rules, ordinances, codes, and regulations.

+ Basic accounting principles and procedures.

Skilled in:

+ Microsoft Office Suite products to include Word, Excel, and Outlook, at an intermediate level.

+ Collecting and analyzing complex data.

+ Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.

+ Communicating effectively in writing as appropriate for the needs of the audience.

Ability to:

+ Exercise a high degree of independent judgment in resolving problems.

+ Work independently with high initiative while also being comfortable working as a team member.

+ Accurately prepare and maintain detailed documentation and files for easy access and retrieval.

+ Plan and execute a grant management program.

+ Establish and maintain effective working relationships with managers and City staff.

+ Operate a computer and related word processing, spreadsheet and database programs.

+ Compile, organize, interpret, and communicate grant data and results concisely.

+ Exercise sound judgment in analyzing facts and arriving at conclusions.

Minimum and Preferred Qualifications

+ Bachelor’s degree from an accredited college or university with major course work in Finance, Accounting, Business, Public Administration or a related field

+ Three (3) years of progressively responsible experience in grant writing and grant administration, preferably in a government environment

PREFERRED QUALIFICATIONS:

+ Grant Professional Certification

+ Experience in the local government of the State of Florida

Additional experience is accepted as a minimum requirement in lieu of the postsecondary degree on the following basis: additional four (4) years in lieu of the bachelor’s degree, and additional two (2) years in lieu of an associate degree.

POST OFFER PRE-EMPLOYMENT SCREENING REQUIREMENTS:

Final offer and employment are contingent upon successful completion of the following post-offer, pre-employment screening items:

+ Criminal Background Check

+ Employment Verification

The City of Boca Raton is an Equal Opportunity (https://www.myboca.us/1226/Equal-Employment-Opportunity) , Inclusive, Veteran's Preference Employer and Drug Free Workplace. It is the policy of the City of Boca Raton to prohibit discrimination on the basis of race, color, religion, gender, gender identity or expression, marital status, age, national origin, disability, pregnancy, familial status, sexual orientation, genetic information, or any other status or condition protected by applicable federal, state or local laws.

BENEFITS SUMMARY

Full-Time Non-Bargaining Employees

ANNUAL LEAVE: Shall accrue prior to an employee attaining permanent status in the classified service, and may be used after six (6) months of employment at the sole discretion of the Department Head, but it shall not be paid out upon resignation or termination unless the employee has attained permanent status (one full year). The maximum accrual is 360 hours.

Year of ServiceAccrual

0 to 5 full years8 hours per month

5 to 10 full years10 hours per month

10 to 15 full years12 hours per month

15 full years and over14 hours per month

CASH OUT OF ANNUAL LEAVE: Employees who have attained permanent status shall be permitted to cash out up to forty (40) hours of accrued and unused Annual Leave, either in a single lump sum payment or two or more partial payments, each fiscal year.

SICK LEAVE: 8 hours per month. Any hours in excess of 960 will be paid off annually at 50%. Upon retirement, employees with a minimum of 5 years continuous service will receive 50% of sick leave balance. Termination for reasons other than retirement shall be entitled to payment for accrued, but unused sick leave, as follows:

Years of servicePercentage

Less than 2 full years0%

2 to 5 full years10%

5 to 10 full years20%

10 full years or more30%

Retirement (normal, early or disability)50%

HEALTH INSURANCE (Premiums): Employee Medical (Base Plan) - Paid 100% by City. Employee contributions are required for the buy up employee coverage plans. Employee Dental (DHMO or Basic PPO Plan) & Vision (Basic Plan) paid 100% by City. Employee contributions are required for the Employee + Dependent(s) for the Medical, Dental, & Vision Plan.

CONTINUOUS SERVICE BENEFIT: As of December 1 each year - Paid during the month of December.

Year of ServiceBenefit

5 to 10 full years$600 annually

10 to 15 full years$800 annually

15 full years and over$1,100 annually

RETIREMENT PLANS: The two pension/retirement options are listed below:

+ An option to enroll in a Defined Contribution Retirement Plan. The Defined Contribution Retirement Plan will not require a mandatory contribution. The City will contribute seven (7%) percent of the annual base wages annually. The vesting period for this plan shall be one (1) year from date of hire in the classified service, which coincides with your one-year probationary period.

+ An option to enroll in a Defined Benefit Retirement Plan option is available. There is a ten (10) year vesting period with a multiplier of 2.00% at normal retirement and a mandatory seven and three-quarters (7.75%) percent employee contribution.

+ The two (2) options will be fully explained prior to an irrevocable selection.

Optional: 457 Deferred Compensation Savings Plan is available.

HOLIDAYS: 15 per year: 12 recognized holidays and 3 floating days which are allocated for the fiscal year beginning October 1, to all 8 hour per day employees. Employees hired between October 1 and March 31 shall receive 3 floating holidays. Employees hired between April 1 and September 30 shall receive 1.5 floating holidays. Floating holidays must be used within the fiscal year. Non-task employees working 10-hour days receive 10, 10-hour paid holidays but do not receive floating holidays.

FUNERAL LEAVE: Up to 3 workdays - In State; Up to 5 workdays - Out of State

TUITION REIMBURSEMENT: Full-time employees are eligible for tuition reimbursement as outlined in the City’s Tuition Reimbursement Policy which is available in Human Resources and subject to the availability of departmental funds.

MILITARY LEAVE: Members in military reserve units who attend annual training are entitled to paid leave not to exceed 30 days each calendar year.

EAP: Employees, spouses, and eligible dependents have access to five (5) face-to-face sessions with a counselor through Cigna's Employee Assistance Program (EAP). Services include assistance with legal, financial, parenting, elder care, pet care, and identity theft.