Grants and Contracts Coordinator

City of Sun Prairie   Sun Prairie, WI   Full-time     Finance
Posted on January 6, 2023
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The City is seeking a professional Grants & Contracts Coordinator to aid in identifying and writing grant applications and project management for City departments.  This position will be responsible for a wide variety of functions including identifying grant opportunities, drafting grant applications, grant administration, ensuring compliance with uniform grant guidance requirements, preparing financial reports, auditing and reporting of grant awards, maintaining files and spreadsheets, providing grant purchasing guidance, drafting contracts, vendor outreach, and contract oversight.  This position will also serve as the main procurement contact for the City, assisting City departments with drafting RFB/RFP documents and providing departments with the purchasing-related guidance necessary to make informed and thoughtful decisions on departmental purchasing needs.

Essential Job Functions

  • Actively identify grant opportunities that will fit with the vision and mission of the City.
  • Draft or assist in drafting grant applications.  Work with departments as needed for specifics and expertise.
  • Establish a comprehensive understanding of federal and state grant rules and regulations.
  • Administration of grants including fiscal monitoring and reporting of awarded grants as well as review and certification that project bids and construction follow grant requirements.  Project management of the grant funded project to ensure that projects are planned, designed, let, constructed, and completed within the grant and project timeframe.
  • Responsible for ensuring the City’s compliance with uniform grant guidance (UGG) requirements.
  • Provide regular financial reports for staff, Finance Committee, and Common Council; coordinate all accounting and reporting requirements.  Provide oversight to ensure compliance with all City purchasing policy.
  • Closeout audits and reporting of grant awards.
  • Oversees the City’s annual audit of state and federal grant awards.
  • Maintain all grant files, revenue spreadsheets, and database records including setting up and managing of the grant in the City's financial software.
  • Provide purchasing related guidance to departments and make informed and thoughtful decisions on departmental purchasing needs.
  • Draft RFB/RFP documents with input from departments on scope of services
  • Manages questions and answers/site visits/etc.
  • Guides and leads the evaluation team through the evaluation process.
  • Draft final contracts, works with vendors on insurance documents, drafts resolutions and adds to Council agenda for approval, route contacts for signature.
  • Create purchase orders and manage and review pay requests for approved contracts.  Be the liaison between Finance and departments when budget transfers and amendments are needed related to contracted projects.
  • Oversees contract expirations, terminations, and renewals.
  • Performs related duties as assigned.

Requirements of Work

Bachelor’s Degree in Finance, Business or Administration with 2 years of experience in accounting or finance. Training or coursework in project management preferred; or any equivalent combination of training and experience which provides the following knowledge, ability and skills:

Knowledge of
  • Advanced knowledge of Microsoft Office suite applications and comfort working with various software including word processing, spreadsheets, databases and integrated financial software systems, and calendar and email systems.
Ability to
  • Ability to work autonomously, in team/collaborative environments, and cross-functionally with other departments/divisions.
  • Strong attention to detail and the ability to manage projects and prioritize tasks.
  • Ability to establish and maintain relationships with diverse populations at all levels of the organization, outside vendors/client representatives/peers and the public, and ability to relate effectively with people of varied academic, cultural, and socio-economic backgrounds using tact, diplomacy, and courtesy.
  • Ability to add and subtract, multiply and divide, and calculate percentages, fractions, and decimals; interpret basic descriptive statistical reports; balance and reconcile financial accounts.
  • Ability to make sound decisions often in the absence of specific policies or guidance from supervisors; serious impact on important goals would not be achieved should erroneous decisions be made. 
Skill in
  • Requires skill in successful grant writing and grant administration.
  • Requires skill in listening, critical thinking, problem analysis and problem solving; written/verbal communication skills; ability to tailor the message, context, and mode of communication to the audience; ability to multi-task in a fast-paced environment and self-identify organizational, departmental, and individual priorities.
  • Must possess skill in meeting deadlines and managing multiple projects.
  • Must possess skill in monitoring one’s own work to ensure quality, accuracy, and thoroughness; sound judgment in recognizing scope of authority; commit to innovation and continuous process improvement, and work collaboratively within the organization.

Other Job Functions

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.

  • Work is performed mostly in an office setting; hand-eye coordination is necessary to operate computers and various pieces of office equipment. Specific vision abilities required by this job include close vision and the ability to adjust focus.
  • While performing the duties of this job, the employee frequently is required to stand and talk or hear; use hands and fingers to handle, feel, or operate objects, tools, or controls and reach with hands and arms.
  • The employee is occasionally required to walk; sit; climb or balance; stoop, kneel, crouch, or crawl; and smell.
  • The employee must occasionally lift and/or move up to 25 pounds. 

City of Sun Prairie

300 East Main Street
Sun Prairie , WI