POSITION TITLE: Transportation Grant Coordinator
STATUS: Regular Full Time
SALARY: 9A $26.01/hrFLSA: Non-Exempt
PCN: TR0151UNION STATUS: 01 APEA
REPORTS TO: Transportation Manager
POSITIONS SUPERVISED: None
Closes: 03/15/2021 9:00PM AK
BASIC FUNCTION:Provide a variety of advanced administrative, accounting, financial tracking, budgetary control, and other technical support. Establish, maintain, and report programmatic financial and statistical information regarding State and Federal grants to the FNSB Transportation Department. Act as Liaison between Federal and State Agencies and the Fairbanks North Star Borough (FNSB). Perform compliance research necessary for procurement and grant program administration. Communicate regularly with granting agencies, sub-grantees, and Transportation Department staff regarding grants reporting and compliance issues.Research, write, and edit Federal Transit Administration (FTA) grant applications, ordinances, resolutions, etc. Coordinate and lead the drafting of appropriations ordinances and associated documentation for Transportation and Air Quality grants. Research and prepare grant program reports to State and Federal agencies. Establish systems for tracking and managing grant funds from a variety of sources. Coordinate granting agency reviews and prepare departmental performance metrics.
Work with various granting agencies to ensure that grant transactions are properly authorized, executed, documented, and reported in accordance with grant compliance procedures and requirements. Agencies include: Alaska Department of Transportation (DOT), Federal Transit Administration (FTA), Federal Highway Administration (FHA), Environmental Protection Agency (EPA), Department of Environmental Conservation (DEC), Fairbanks Area Surface Transportation (FAST), etc.
2. Provide financial/bookkeeping, technical project, and clerical support to the grants accounting and compliance functions for the Transportation Department. Ensure that all departmental grants-related financial activities comply with federal, state, and local regulatory and contractual mandates. Coordinate with the FNSB Procurement Department for all contracts and purchases involving grant funds. Coordinate grant tracking/reporting with the Finance Department to include proper accounting for grant assets, liabilities, revenues, expenditures, and both monetary and in-kind matches. Assist in Grant audit and prepare audit copies for Finance Department. Prepare Budget Transfers and Recodes to Grant projects, Reconcile Grant postings.
3. Monitor activity on grants, projects, perform system queries, download and compile data, analyze, summarize and reconcile transactions. Assist with budget preparation for operating and capital grants, annual expenses, and budgeting multi-year projects. Prepare budget adjustment requests related to grants and projects. Prepare grant correspondence and memoranda. Route Contracts and Amendments to Departments for proper signatures
4. Develop office procedures and provide staff training related to grants and grant reporting, serve as Lead to Quarterly Grant Staff Meetings; updating Supervisors, Managers and Directors of New Grants available, Current status’, Budgets, Funds to be spent, etc. Ensure proper tracking and reporting of all Transportation Department grant program activity within specified timelines.
5. Research, write, and edit FTA grant applications. Prepare updates and report grant status. Prepare ordinances, resolutions, and other documents.
6. Perform compliance research and monitor legislation and regulatory restrictions on departmental grant funding. Compile grants-related information, legislative changes, etc. for the Department and keep the Director and Manager advised of pertinent grants-related issues
7. Serve as main point of contact for all agency reviews, including FTA Triennial Reviews and audits. Develop and maintain updates to plans; Transit Asset Management (TAM) Plan, Safety Plan, etc. Prepare documents necessary for granting agency reviews. Coordinate the gathering of files/documents for review by internal, external, and grantor auditors. Ensure grant files and records are maintained in conformity with the FNSB records retention policy.
8. Develop and implement procedures ensuring compliant collection and reporting of all Transit Award Management System (TRAMS), FAST, EPA, Congestion Mitigation and Air Quality (CMAQ) and National Transit Database (NTD) data. Coordinate with department supervisors to compile and report data. Ensure the collection and reporting of State and Federal agency’s data for monthly, quarterly, annual, and final reporting and departmental performance metrics.
9. Work with Federal and State granting agencies to obtain guidance and clarification on cost eligibility grant reporting requirements and other program guidelines. Act as Administrator for TRAMS and Grant.gov, updating and maintaining Organization, Workspaces and Users.
10. Maintain Transportation and Air Quality grants database; make queries and run reports as necessary.
11. Act as Backup for Timekeeper, maintaining proper coding of Grant ORG KEYS, Recode Grant ORG KEYS and posting, collecting all documents for Finance to process Recode to Grants.
Three (3) years of progressively responsible bookkeeping experience, of which two years must be in a governmental or non-profit setting using a computerized bookkeeping system, using multiple fund accounts. An associate degree in accounting or specialized vocational training in accounting, bookkeeping, or related field may substitute for up to two years of the experience requirement on a year for year basis.
2. Grant administration and/or grant management experience preferred. Must have demonstrated ability to research and understand grants compliance procedures and requirements (including federal and state laws, regulations, and grant agreements) using the Internet, publications, periodicals, and other authoritative sources.
3. Must have a verifiable background in automated accounting systems. Must possess ability to query and extract source data from a sophisticated, integrated financial management system, and perform complex analyses.
4. Ability to perform accurate and timely work in an organized and efficient manner with minimal direction, sometimes under stressful situations and short deadlines.
5. Ability to deal tactfully and diplomatically with other borough employees, outside entities, and the general public, and have a demonstrated ability to establish and maintain effective working relationships.
6. Must have personal computer experience using electronic spreadsheets. Experience with MS Office Applications (Excel, Word, Outlook required, prefer experience with Access).
7. Ability to provide technical leadership in a project-oriented environment and provide technical work direction to staff.
8. PREFERRED: Ability to have and maintain a valid driver’s license and to meet insurance standards and maintain insurability under the Borough’s insurance program. If personal automobile is used for Borough business, proof of insurance at statutory limits must be provided. (A CURRENT COPY OF DRIVING RECORD WILL BE REQUESTED AT TIME OF HIRE)
9. A PROFICIENCY TEST MAY BE ADMINISTERED
10. This position requires a criminal background investigation and a credit history background check.
General office where conditions are pleasant; good, clean conditions where accidents/hazards are negligible; requires short periods of light lifting, pushing, or pulling (1-25 lbs.).
Apply OnlineIndividuals interested in applying for this position must submit a completed online application on or before the closing date and time as specified in the Job Posting. On line applications can be located at www.fnsb.gov then click on the “HOW DO I….” tab, then click on “Job Opportunities” under “APPLY FOR”
For additional information please call (907) 459-1202 or the Borough Direct Job Line at (907) 459-1206.
The Borough complies with the Americans with Disabilities Act (ADA). If you need an accommodation to participate in the application/interview/selection process, contact the Human Resources Office at (907) 459-1202 or the EEO office. The EEO Compliance
Officer can be contacted at (907) 459-1309.