Grants Program Coordinator


Supervisor, Neighborhood Services (219)


Planning & Development Services


Strategic Planning 6200









JOB SUMMARY STATEMENT: Provides professional and technical work in the area of contract compliance and grant program coordination. Monitors, audits, documents and determines compliance with the U.S. Department of Housing and Urban Development (HUD) rules and regulations. Develops and maintains grantee files. Maintain and reconciles financial records. Provides technical support to grantees and recommends corrective action necessary to remain in compliance with HUD regulations. Prepares documents and makes presentations to City Council and Council Committees for approval of program activities and related Citizen Participation processes. Prepares and maintains all documents for Community Development and Block Grant (CDBG) Advisory Committee and facilitates meetings. Leads planning process and prepares related documents for the Annual Action Plan and Consolidated Annual Performance and Evaluation Report (CAPER). Develops and maintains records for Davis-Bacon labor and procurement standards and Environmental Reviews, including Tier I and Tier II reviews. Provides support to other internal grant programs as needed.


Assists in identifying critical community development needs to be addressed by the Community Development Block Grant Program, and helps determine implementation strategies.

Assists in preparation of grant applications to meet community needs for the CDBG Entitlement Program, and completes all related reporting requirements.

Creates, implements, and updates components of the CDBG Program, including the Five-Year Consolidated Plan, Annual Action Plan, Citizen Participation Plan, and assists with the Affirmatively Furthering Fair Housing Plan.

Coordinates grant activities with various elected officials and appointed committees to cultivate public engagement as it relates to community needs assessment and annual grant planning.

Organizes and supports the citizen participation activities for the CDBG grant review processes. Assists with maintaining a high degree of citizen input into the grant administration process by reviewing and presenting possible candidates for appointment to the city's CDBG Advisory Committee and the city's Fair Housing Committee. Acts as the staff liaison to those committees. Prepares committee information binders, publishes public announcements for public hearings, and prepares meeting agendas. Attends committee meetings and produces official minutes of the meetings.

Prepares and maintains a written record of the environmental reviews for grant programs as per the National Environmental Policy Act of 1969 (NEPA). Work may include preparing and maintaining a written record of the environmental review for each project which contains all environmental review documents, public notices (and proof of their publication), and written determinations or environmental findings. May conduct on-site observation to determine if air quality, noise control, contamination or toxic substances, historic preservation, or floodplain management issues are found on the site of CDBG funded projects.

Prepares a variety of reports required to administer assigned grant programs, including the CDBG Consolidated Annual Performance and Evaluation Report (CAPER), the semi-annual Labor Standards and Minority Business reports, and the Annual Federal Financial Report (FFR).

Works closely with the City Finance Department staff to assure appropriate segregation of duties and compliance with local and HUD financial policies.

Coordinates creation or revision of fiscal year grant contracts/agreements for sub-recipients to assure compliance with HUD and local requirements. Completes the record-keeping process with consistent well-organized sub-grantee and grant project files.

Assists with updates to grant agreements needed to support grant program activities.

Utilizes federal reporting systems including the Integrated Disbursement and Information System (IDIS) online to manage information and payments for federally-funded projects. Monitors IDIS for accuracy of City's drawdowns for reimbursement of expenditures.

Performs on-site and desk audits of all contracts between the City and sub-recipients to ensure compliance with the terms and conditions set forth in the City's contract and with applicable HUD rules and regulations, other federal guidelines, and state regulations. Recommends corrective action as necessary.

Conducts financial reviews of all reimbursement requests from sub-recipients to assure all requirements, contract terms, and conditions have been met. Coordinates preparation and processing of payment vouchers according to established policies.

Assures that audits are performed on all wage and hour reports from contractors doing work on Capital Improvement Projects to comply with Davis-Bacon Federal Labor Standards.

Participates in financial audits by the City's external auditors of the CDBG program and other programs funded by the city's General Fund. Provides requested information in a timely manner and makes available all files and/or documents requested by the auditors.

Keeps up-to-date on latest developments related to funding of housing and neighborhood development programs by attending training and professional association meetings.

Demonstrates effective communication skills, both verbal and written, for a diverse audience and maintains other housing grants (non-CDBG) as required. Prepares and makes presentations to the City Council and other groups.

Provides the necessary administrative, technical and professional support to operate and maintain other grants (non-CDBG) as required.

Conducts special projects and assignments for the Planning and Development Services Department and other management staff by providing technical and professional assistance.

The employee must work the days and hours necessary to perform all assigned responsibilities and tasks. Must be available (especially during regular business hours or shifts) to communicate with subordinates, supervisors, customers, vendors and any other persons or organization with whom interaction is required to accomplish work and employer goals. Must attend evening meetings.

The employee must be punctual and timely in meeting all requirements of performance, including, but not limited to, attendance standards and work deadlines, beginning and ending assignments on time.



Bachelor's degree in community planning/development or public administration or a related field of study, or an equivalent combination of formal education and work experience is required.

Must demonstrate satisfactory understanding of National Environmental Protection Act of 1969 (NEPA) regulations by prior completion of an Environmental Review training by the U.S. Department of Housing and Urban Development (HUD), or successful completion within 12 months of employment.

Possession of a valid drivers' license.


Two years' experience in grant finance and accounting.

Two years' experience with Community Development Block Grant Program and/or other HUD Community Planning and Development Program(s).

Must demonstrate working knowledge of Federal OMB Uniform Guidance.


Ability to organize and manage large amounts of information and instructions, showing attention to detail.

Ability to apply basic mathematical and accounting concepts to performance applicable research and analysis.

Analytical skills, including research skills, ability to interpret data, conceptualize, analyze information and write formal recommendations based on findings.

Ability to communicate effectively and courteously with citizens and others, to explain policies, procedures, and regulations and to answer questions.

Working knowledge of computer software applications such as desktop publishing, spreadsheets and word processing.

Project management skills.

Working knowledge of public sector administration.


Ability to read and comprehend complex written material.

Ability to carry out assignments through oral and written instructions.

Ability to exercise diplomacy and professional judgement.

Ability to train and guide others.

Ability to recognize and protect confidential information.

Ability to meet deadlines and prioritize multiple tasks.

Ability to work independently, yet collaborate well with others, especially on mutual projects.

Ability to cope with stress brought about by dealing with deadlines, controversial issues, and numerous competing interests.

Ability to read and comprehend federal, state, and local policies and regulations.

Ability to logically analyze and develop creative solutions.

Ability to learn and understand various software applications.


Ability to reach, stand, bend, stoop, push and pull.

Ability to make and receive phone calls.

Hand and eye coordination adequate to input computer and typewriter.

Ability to maneuver over rough terrain to perform occasional project site visits.

Ability to drive a city passenger vehicle.

Ability to lift 20 lbs. and transport 100 feet.

Ability to push/pull up to 20 lbs.



The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.