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Municipal Technical Advisory Service (MTAS)

Original Author: MTAS
Date of Material: 08/18/2017


Grant Coordinator

Reviewed Date: 05/12/2021
Job description for the position of Grant Coordinator.

Job Title: Grants Coordinator Employee Name:
Job Family: Administration Job Class: 3
FLSA Status Non-Exempt Pay Grade:
Reports To: City Administrator Prepared/Revised: May, 2012

Under general supervision of the City Administrator, the Grants Coordinator is responsible for research, preparation, writing and submissions of all grant documentation and preparation for all audits. The Grants Coordinator may participate in the inspection of project sites to ensure eligibility assistance or compliance with federal and state guidelines.

The Grants Coordinator acts, from time to time, the capacity of Special Projects Coordinator and in that capacity she works during holiday times and provides support for various events which are presented; additionally, this position is required to coordinate fund raising pageant related efforts. There are additional sponsored events throughout the year that the Special Projects Coordinator manages.

Supervision Exercised or Received
The Grants Coordinator receives supervision from the City Administrator

1. Responsible for all grant documentation and preparation for audits
2. Responsible for any and all policies and/or training required by grants
3. Assesses federal rules and regulations pertaining to community development; serves as liaison between the City and representatives of Housing and Urban Development; coordinates monitoring and visits and prepares formal responses to monitoring reports
4. Prepares and submits annual entitlement grant proposals and related information for all city departments; prepares and submits accountability reports on the progress of various programs
5. Develop full-scale project plans and associated communication documents
6. Drafts and submits grant and project budget proposals and recommends subsequent budget changes, when necessary
7. Completes grant reimbursements; coordinates with Finance Director, contractors and engineers for accounts payables and receivables
8. Maintain regulatory compliance with federal, state and local agencies
9. Provides technical assistance to agency staff, local, state and federal agency representatives and the general public; develops, implements and assesses program progress for various third-part activities
10. Advises stakeholders of allowable transaction costs to be charged and budget allocations for grants;
11. Responsible for identification and prevention of project overruns
12. Completes all grant related paperwork from inception to completion of grant process with approved audit from granting agencies
13. Organize and direct planning, environmental, design and preparation of construction drawings, specifications, financial analysis, schedules and estimates for grants and projects
14. Coordinate with consultant and contract; responsible for oversight of contracts
15. Compiles statistical and informational data for use in reports

Employee is responsible for the cleanliness of his/her work area. Performs other related work, as required

1. Principles and practices of organization management
2. City policies, relevant City codes, regulations and/or policies and state laws relating to the duties of a Grants Coordinator
3. Methods and procedures used in review, rate and evaluate grant applications
4. Legislation regulating grant administration
5. Principles and procedures for providing internal and external customer service; this includes assessing the needs of both to meet quality standards for services and to meet evaluation of customer satisfaction
6. City codes, regulations and/or policies
7. Mathematics
8. Proper structure and content of the English language including the meaning and spelling of words, rules of composition and correct grammar

1. Meeting and dealing tactfully with other professionals and to communicate clearly and effectively
2. Listening, speaking and report writing
3. Emotional Intelligence, e.g. possesses self-awareness, self-regulation, self-motivation, social skills and empathic skills
4. Conflict management/problem solving/team building
5. Strong work ethic
6. High ethical behavior

1. Prepare and maintain administrative files on projects and technical reports of progress
2. Communicate orally and to write effectively and persuasively
3. Research grant opportunities at the federal and state levels, as well as from private agencies
4. Research applicable rules and regulations and apply them to specific programs
5. Prepare and review complex planning reports
6. Social Perceptiveness - be aware of others’ reactions and understanding why they react as they do
7. Problem Sensitivity - identify when something is wrong or is likely to go wrong
8. Goal Setting – set and achieve goals/articulate a vision or overall objective
9. Relationship Building - establish and maintain cooperative working relationships with governmental agencies and City of Winchester department heads and employees contacted in the course of work
10. Time Management - manage time, especially during times of stress or when deadlines are involved; ability to complete projects within a required time


Bachelor’s Degree required

Work Experience
Minimum of five (5) years of work experience

Computer Skills
Able to use Microsoft Office, e-mail and other relevant office equipment

As Title VI Coordinator, must attend a yearly course to stay current


Work Hours
40 Hour Work Week – Full Time; Monday through Friday, 8:00 a.m. to 4:30 p.m.; hours may vary


Work Environment
General indoor environment; may work outside from time to time and be required to visit work sites

Physical Requirements
The work of a Grants Coordinator is a responsible position which requires mental acuity. The Grants Coordinator may be required to do repetitious tasks, sit for an hour or more, talk, hear, stand, walk, balance, stoop, squat, bend and/or kneel. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Special Skills Preferred

At the discretion of the City of Winchester, a Criminal Background Check may be made. Employment is contingent upon satisfactory completion of a Criminal Background Check.

Nothing in this Job Description restricts the ability or right of the City of Winchester to assign, reassign or eliminate the duties and responsibilities of this job either orally or in writing. Tasks and responsibilities may be changed at any time due to reasonable accommodations or other reasons deemed appropriate by the City of Winchester.

This Job Description does not constitute an Employment Agreement between the employer and employee and is subject to change, according to the business needs of the City of Winchester.

Main Document(s):
file Grants Coordinator.doc