Grants Coordinator

City of Boynton Beach, FL
November 15, 2023
Boynton Beach, FL
Job Type


Purpose of Classification
The purpose of this classification is to conduct research, develop proposals, and assist in the submission of and implementation of grants in the City of Boynton Beach. This position will assist with special projects in the pre-award planning and preparation, and the post-award administrative work related to City-wide.

Essential Functions
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. Other duties may be required and assigned.

Monitors and coordinates the financial and administrative operations of citywide grant programs.

Interprets, explains, applies, and ensures compliance with guidelines of granting agencies and with all applicable laws, ordinances, rules, regulations, standards, policies, and procedures; initiates any actions necessary to correct deviations.

Utilizes various sources to research, identify, and determine availability of funding opportunities to support departmental goals and City Capital Improvement projects. Studies funding trends; secures and reviews funding source documents; research specific goals, purposes, conditions, restrictions, and qualifications for eligibility of each grant opportunity; gathers cost estimates to develop proposed budgets; evaluates potential success of funding opportunities; determines or recommends whether to apply for various grant programs.

Supports the coordination, planning, and preparation of grant proposals including the preparation of City Commission agenda items; develops funding applications for various departments; prepares grant letters, application packages, and related documentation in prescribed format as directed by grant outlines or instructions; takes photographs in support of grant proposals; prepares necessary documentation to substantiate funding requests.

Maintains specialized grant database and systems for recording and tracking grant proposals, awards, performance, and related statistical information; ensures all grant correspondence, files, reports, and tasks are recorded and regularly updated. Sets up project goals, reports, and other required tasks and deliverables in the grant database.

Completes the analysis and reconciliation of grant-funded projects, reimbursement requests, and regulatory reports to the City's financial system. Prepares and reconciles the Schedule of Federal Awards (SEFA)

Prepares grant financial reports on a monthly, quarterly and as-needed basis. Prepares and completes various forms, correspondence, grant proposals, progress and annual reports, budgets, agendas, press releases, location maps, presentations, charts, tables, graphs, or other documents.

Analyzes revenue and expenditure trends; prepares financial and statistical reports in compliance with all applicable Federal and state accounting and financial reporting requirements.

Assists with audit preparation for grant-funded projects; assists leadership in decision-making processes.

Operates a motor vehicle, personal computer, general office equipment, digital camera, or other equipment as necessary to complete essential functions, to include the use of word processing, spreadsheet, database, presentation, e?mail, Internet, or other computer programs; performs basic maintenance of computer system and office equipment, such as backing up data or replacing paper, ink, or toner.

Provides information and assistance to the public related to grant programs, procedures, forms, or other issues; responds to questions and complaints; research problems and initiates problem resolution; provides verbal and written information to the media.

Attends meetings, serves on committees, and makes presentations as needed; attends community meetings; prepares information and makes presentations for public meetings.

Maintains a comprehensive, current knowledge of applicable laws/regulations; maintains an awareness of new trends and advances in the profession; reads professional literature; maintains professional affiliations; attends workshops and training sessions as appropriate.

Possesses effective speaking skills in a variety of situations; performs mathematical and statistical calculations; tracks project costs, expenditures, and revenues according to approved project budget.

Exercises sound independent judgement and works within established guidelines with little or no direct supervision.

Provides administrative and technical support to the Grants Manager, finance team and other city departments. Assists with special projects as needed.


Performs general/clerical tasks, which may include answering telephone calls, greeting visitors, making copies, sending/receiving faxes, ordering supplies, filing documentation, or processing incoming/outgoing mail.

Serves as liaison between the city, community organizations, and residents to identify needs related to community development and affordable housing for low-income residents and neighborhoods.

Assists with the preparation of consolidated plans, comprehensive annual financial reports, and annual action plan documents as needed.

Assists in the administration and implementation of federally funded programs including subrecipient activities, income certification, and the Integrated Disbursement and Information System.

Reviews and processes subrecipient requests; assists in draw-down processes; maintains program files and databases for federally funded programs.

Performs general/clerical tasks, which may include answering telephone calls, greeting visitors, making copies, sending/receiving faxes, ordering supplies, filing documentation, or processing incoming/outgoing mail.

Provides assistance to other employees or departments as needed; provides backup coverage in absence of other departmental staff members.

Performs other related duties as required.
Minimum Qualifications

  • Bachelor's degree in Business Administration, Public Administration, or closely related field; and
  • supplemented by two (2) years previous experience and/or training that includes public grant administration and coordination; grant writing; organizational planning; research; proposal development; budgeting; project management; and personal computer operations;


  • Any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.
  • Must possess and maintain a valid Florida driver's license.

Minimum qualifications for education and experience must be met before consideration of the following preferred qualifications.


  • Previous grant administration and review with a municipality or other government agency.

Supplemental Information

Accurately and expeditiously receives and delivers messages and information to the appropriate individuals.

Able to prepare accurate and thorough written reports.

Understands and quickly accurately follows brief and oral and written instructions on moderately complex matters. Completes assigned tasks with minimal direction.

Establishes and maintains harmonious relationships with supervisors, peers, customers, owners and tenants, City officials, other employees, other departments, other governmental and regulatory agencies, and the public as needed.


Physical Ability : Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (10 pounds). Tasks may involve extended periods at a keyboard or work station.

Sensory Requirements : Tasks require the ability to perceive and discriminate colors or shades of colors, sounds, and visual cues or signals. Tasks require the ability to communicate orally.

Environmental Factors : Performance of essential functions may require exposure to adverse environmental conditions, such as humidity, rain, temperature extremes, or traffic hazards.

The City of Boynton Beach, Florida, is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act (42 U.S. C. 12101 et. seq.), the City of Boynton Beach will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer. The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job.

A review of this position has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and responsibilities are essential job functions and requirements are subject to possible modifications to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent(s) will possess the abilities and aptitudes to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat of significant risk to the health or safety of themselves or others. Requirements are representative of the minimum level of knowledge, skills, and ability.


Certain servicemembers and veterans, and the spouses and family members of such servicemembers and veterans, receive preference and priority in the City's hiring process. Additionally, certain servicemembers may be eligible to receive waivers for postsecondary educational requirements in employment by the City.

Full-time employees (those regularly scheduled to work at least 30hours per week) are eligible for the City's benefit package.

The City of Boynton Beach's comprehensive benefits packageincludes:

• Student Loan Forgiveness
• Health Insurance
• Dental Insurance
• Vision Care Plan
• Basic Term Life Insurance
• Supplemental Life Insurance
• Dependent Life Insurance
• Accidental Death and
Dismemberment Insurance
• CityPension Plan
• Short Term Disability and other Supplemental Plans
• Long Term Disability Insurance
• Employee Assistance Program
• 457 Savings Plan (three options)
• Paid Annual Leave / Vacation
• Bonus Vacation Hours

• 12Paid Holidays
• Paid Sick Leave / Family Sick Leave
• Educational Assistance Program *( Depending on budget funding )
•On-site Training Program
• Wellness Program
• Pre-Paid Legal and Identity Theft Protection Plans
• Credit Union
• Tax Deferred 125 Premium Plan
• Flexible Spending Account
• Direct Deposit
• Social Security

Student Loan Forgiveness
Let your City of Boynton Beach employment work for you! Under the U.S. Department of Education's Public Service Loan Forgiveness (PSLF) program, your student loan balance may be forgiven after you have made 120 qualifying monthly payments while working full-time with a governmental agency. Visit for more information or to see if you qualify.

Health Insurance
The City pays the entire premium for an eligible employee. The employee may elect to cover a spouse and/or dependent children by paying the applicable premium for the dependent(s).

Dental Insurance
Premiums for eligible employeesare paid by the City. Premiums for any covered dependent are paid by the employee with a contribution by the City.

Vision Care Plan
Premiums for eligible employees are paid by the City. Premiums for any covered dependent(s) are paid by the employee.

Life Insurance / Accidental Death and Dismemberment Insurance
The City provides each eligible employee with term lifeandaccidental death insurance.

Supplemental Life Insurance / Supplemental AD&D Insurance
Employees may purchase supplemental term life insurance on an individual-choice basis with premiums based on age. A matching amount of Accidental Death insurance may also be purchased.

Dependent Life Insurance
Employees who select supplemental coverage for themselves may also purchase coverage for their spouse and dependent children.

City Retirement / Pension Plans
The City has pension plans for general employees, police, and firefighters. Each plan is contributory with both the employee and the City contributing to the program.

Supplemental Plans
Supplemental plans provide direct cash payments regardless of any other coverage you may have, and are designed to help fill in any gaps in a medical plan. The employee pays the premiums for these supplemental plans.

Short and Long Term Disability
The City provides Short and Long Term Disability insurance to eligible employees. The plan is designed to cover a disability sustained on or off the job.

Employee Assistance Program (EAP)
The City contracts with an employee assistance program (EAP) toprovide employees and their dependentswith free, confidential and professional counseling to help resolve personal or family problems.

Deferred Compensation Plans (457 Plans)
The City makes available three deferred compensation plans that the employee may voluntarily contribute to on a tax-deferred basis.

All full-time employees accrue time toward paid vacation leave. Accrual begins immediately and vacation may be taken after six months of employment.


The City observes 12paid holidays throughout the year.

Sick Leave / Family Sick Leave
Full-time employees accrue one day ofsick leaveper month. An employee may elect to use up to 5 days per year of accrued sick time for illness in his/her immediate family.

Tuition Assistance *( Depending on availablebudget funding )
The Tuition Assistance Program reimburses eligible employees for successful completion of approved courses leading to Associate, Bachelor and Master degrees.

Wellness Program
The City offers many wellness activities and programs throughout the year.

Prepaid Legal Services and Identity Theft Protection Plan
Employees may chooseto enroll ina prepaid legal service plan and an identity theft protection plan. The employee pays the premiums for these plans.

Credit Union
All City employees mayjoin the Credit Union of Palm Beach County. In addition to savings and checking accounts, the Credit Union offers different types of loans, investment choices and recreational opportunities.

Section 125 Plan for Health and Dental Premium
Section 125 of the Internal Revenue code allows you to have your dependent coverage premiums deducted before payroll taxes are withheld resulting in tax savings to you.

Flexible Spending Accounts
Employees mayparticipate in flexible spending accounts for reimbursement of medical and/or dependent care expenses.

Direct Deposit
Employees may have their bi-weekly paycheck deposited to the financial institution of their choice.

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