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Jacksonville Transportation Authority · 2 days ago

Grants Administrator

Jacksonville, FL

Full-time

Onsite

Mid Level

3+ years exp

Jacksonville Transportation Authority is seeking a Grants Administrator to manage various aspects of grant funding, including project tracking, reporting, and contract administration. The role involves working closely with project managers and funding agencies to ensure compliance and effective oversight of grants throughout their lifecycle.

ConstructionFleet ManagementTransportation

Hiring Manager

Farrah Jones

Responsibilities

Works with projects and awards budgets in Oracle

Prepares detailed project reconciliation reports on grant funding as requested by managers and senior leadership

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

Creates and maintains Excel spreadsheets for new projects, awards, contracts, monitoring payments, review contract conditions and obligations to ensure accurate payment, reconciling contract encumbrances with the JTA Oracle system

Monitor encumbrance for contracts, supplemental agreements, and amendments

Works to ensure Oracle projects and awards details are accurate and current

Assists with ensuring Federal, State and Local concurrence on required third party contracts and agreements

Serve as primary contact with project managers and works closely on a daily basis to assist them with their project budgets, requisition details, and provides project troubleshooting and resolution

Serve as primary contact and works closely with project managers to obtain grant performance reports and aids project managers in completing assignments in a timely manner

Responsible for being the secondary point of contact within Grants Management with the Federal Transit Administration (FTA) and the Florida Department of Transportation (FDOT)

Coordinates daily functions with the Grants Management team for grants management assignments in conjunction with the JTA Oracle system, project accounting and monitoring

Addresses JTA staff needs on issues related to grant funding, budget monitoring, encumbrances, supplemental agreements, budget revisions and change orders

Works closely with staff accountants, project managers, project planners, and other JTA departments to ensure accuracy and compliance with Federal, State and Local regulations

Facilitates, conducts and/or attends meetings on behalf of the Grants Management team

Assists with managing monthly, quarterly, and annual goal, metrics and objectives of the Grants Management Team and the Financial Services and Procurement Department

Works with user department staff and the Oracle IT help desk for resolution on grant management matters

Assist and provide grants training to user departments to ensure proper tracking of grant planning projects

Works on Mass Transit, CTC, Skyway, and Ferry grant project encumbrances and expenditures in compliance with financial identification codes, in preparation for requisition or disbursement processing

Assists with the review of grant charges monthly to ensure grant eligibility

Assists with specialized transportation grant projects which will include special tracking process and interface with senior managers on an ongoing process, including working closely with project managers

Assists with closeout of federal grants, budget preparation, budget revisions, budget amendments, monitoring and evaluation of grant documents to ensure contract time extensions are pursued to prevent funding loss

Assists with tracking all grant projects through the entire grant life cycle from notice of award through close-out

Assists with budget preparation, monitoring and evaluation for eligibility of grant capital and joint operating projects

Works with various Finance team members to setup and review new grant and local capital and operating projects and award budgets in Oracle

Prepares and submits quarterly reports to FTA 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

Completes special projects, ad hoc assignments, and other duties as assigned

Assists with the preparation of documentation related to the year-end audit, as well as with all State and Federal desktop, pop-up and triennial audits

Assists with the maintenance of the Grants Management documentation 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 with the FTA Triennial Audit

Prepare, apply for and submit applications to the FTA as a Developer on behalf of the JTA

Prepare and submit budget revisions to the FTA as a Developer on behalf of the JTA

Assist with the final review for completeness, inclusion of budget and schedules, check list for required elements and integration of exhibits

Assist with producing a JTA summary of new grant submission and results and report to Department Directors and CEO a as requested

Monitors grant project encumbrances and expenditures on a monthly basis

Analyze, research, investigate, and resolve grant project accounting variances

Assists as needed with the Fixed Asset Department on the annual fixed asset inventory to fulfill compliance requirements

Assists as needed with the Fixed Asset Department on the Biennial fixed asset inventory to fulfill federal requirements

Assists Fixed Asset Department with Oracle project issues and provides resolution, as needed

Works to coordinate asset management grant related issues between User Departments and the Procurement Department in accordance with Federal, State and Local regulations

Qualification

OracleGrant ManagementFinancial AnalysisPublic Transportation GrantsExcelFederal Reporting SystemsBudget PreparationCommunication SkillsProblem SolvingTeam Collaboration

Required

Associate Degree in business administration, public administration, city or regional planning, accounting or related field and three years of grant development and administration experience, including experience with public transportation grant requirements and processes or an equivalent combination of education and experience

A Bachelor Degree in city or regional planning, accounting or a related field will substantiate the proper combinations of experience and education to meet the minimum requirements for this position

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 User department staff, management, 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 with clear and effective oral and written communication

Operating knowledge of FederalReporting.gov and Grants.gov

Operating knowledge of other federal reporting systems

Substantial knowledge of the federal Circulars

Maintain a current understanding of federal enabling legislation for grant funding and implementation

Preferred

Advanced Degree

Experience with public transportation grant requirements and processes within Federal Transit Administration grants

Familiar with federal grant platforms including FederalReporting.gov and Grants.gov

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) System and the FDOT Transportation System (TransCIP)

Acquire and demonstrate substantial knowledge of the requirements of 0MB Circulars A-87 (2 CFR Part 225), A-102 (2 CFR Part 215) and A-133