Grants & Internal Audit Coordinator chez The City of Coral Gables, FL

About the Department

This is a complex and technical position responsible for the administration and coordination of the citywide grants and internal audit process and functions. The position specializes in the administrative and technical work of reviewing, evaluating, and responding to grant notices of funding availability and grant funding opportunities. The position also monitors grant contracts for compliance, creates reports, and researches new grant funding opportunities. This position is responsible for assisting with the development of internal audit plans, review of audit reports and acts as liaison with the external auditing firm. This position will also participate in the City’s operating and capital improvement budget planning and monitoring functions, as they relate to grant funded programs and projects.

Position Duties

The following duties are normal for this position.  The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification.

Researches grant opportunities for City programs and projects in support of the City's strategic priorities.

Assists City departments in the research needed to apply for available county, state, federal and private grants.

Acts as point of contact for City departments and contracted grants writer.

Provides grant-related technical support to City departments.

Reviews grant reports to assure compliance with program policies and guidelines.

Prepares grant reimbursements, quarterly status and closeout reports, and analyzes and reconciles grant reports to general ledger revenue and expenditure accounts.

Assists City departments, internal, external, federal, state and/or local auditors when audits of City grants are conducted.

Prepares the schedule of financial assistance/single audit and required disclosures related to the issuance of compliance reports required by OMB Circular A-133.

Assists accounting staff, as directed, during the preparation of the annual financial report as it relates to grants.

Prepares all grant confirmation letters for the year-end audit.

Implements, monitors and updates grant procedures and guidelines for use and reference by City departments.

Collects and maintains virtual files of all grant-related documents in accordance with City retention schedules.

Prepares, analyzes and reconciles grant reimbursement requests and required periodic project status reports, i.e. monthly, quarterly, etc., for submission to granting agencies.

Assists in the preparation of Federal Emergency Management Agency (FEMA) reports and interacts with internal emergency response staff and external emergency response contractor(s).

Prepares and maintains a monthly grant status report for all City grants that includes for each grant, total expenditures, revenues received as well as any known pending receivable or expenditure.

Monitors requisitions, change orders, invoices and budget adjustments related to grant funded programs and projects.

Organizes accounts and initiates necessary adjustments related to grant funded programs and projects.

Assists Budget staff in the preparation of the annual budget estimate, adopted budget and Five-Year Capital Improvement Plan.  

Assists Budget staff with long and short-range planning and budget forecasts.

Assists in the updating and monitoring of the City’s annual strategic management/department work plans and citywide performance indicators.

Reviews budget procedures and analyzes operating programs to maintain compliance with the authorized budget.

Performs cost benefit studies, cost allocation projections, fiscal analyses, statistical studies and budget reports as directed.

Implements, monitors and updates procedures and guidelines for City departments.

Supports the Assistant Finance Director for Management, Budget and Compliance with the development of audit plans, review of audit reports and acts as liaison with the external auditing firm.

Responsible for the monitoring and reporting of internal audit findings, implementation schedules and status of implementation.
 
Compiles audit documentation and working papers as required.
 
Coordinates kick off meetings, follow up meetings and exit meetings with City departments and internal auditing firm.
 
Prepares a Quarterly Audit Status Report along with a summary of internal audit hours and cost for the Budget Audit Advisory Board meetings.

Performs special projects or other related tasks as required.

Minimum Qualifications

A Bachelor’s Degree in Finance, Accounting, Business Administration, Public Administration or a related field.
 
Minimum of three (3) years of experience preparing and/or evaluating grant proposals and applications, contracts and compliance reports. 

Experience with or knowledge of laws, rules, regulations, procedures, and policies governing the funding and administration of federal, state and local grant programs preferred.

Budget/accounting analysis experience preferred. 

Knowledge of Contract Compliance preferred. 

Valid Florida Driver’s License.

Any appropriate combination of relevant education and/or experience may be considered.  The requirement of a Bachelor’s Degree may be waived if a candidate possesses exceptional/significant experience in the grant preparation and/or monitoring field.