Grant Specialist

Description/Distinguishing Features

The Grant Specialist is responsible for coordinating and overseeing the grant application and management process to obtain funding from non-entitlement federal, state, and foundation sources, including:  developing and maintaining positive relationships, identifying potential new funding sources, writing grants, and collaborating on grant applications with various City departments and community organizations.  The Grant Specialist is responsible for processing awarded grants, transitioning the grant to the department for implementation, and monitoring and coordinating required report evaluations for existing grants.  Additionally, the Grant Specialist will assist the City with written communications, presentations, and data initiatives as assigned.

The Grant Specialist is supervised by the Grants Manager.

Examples of Duties

• Completes the full cycle of grant management, including:
  • identification of potential grants (utilizing funding plan, when possible),
  • researching opportunities to ensure applications are responsive,
  • engages appropriate staff to ensure application is accurate and appropriate,
  • writing narrative information,
  • coordinating all attachments and supplemental documentation,
  • leading budget development process,
  • ensuring submission prior to due date,
  • responding to funder requests for information,  and
  • communicating with all City Departments as needed to ensure understanding
• Builds positive working relationships with City departments and collaborates effectively with a variety of entities (e.g. Federal and State agencies, community foundations and organizations, donors, businesses, etc.) for the purpose of securing funding for City programs and/or services.
• Evaluates eligibility and degree of match between City programs and/or services and funding opportunities to maximize opportunities for success
• Conducts/coordinates grant administrative processes (record keeping, project reporting, financial reporting, archiving, and approval of applications and/or awards)
• Develops and updates forms, processes, guidelines, software, and grant portal subscriptions and/or log-ins for the purpose of implementing consistent access to grant notifications and application processes
• Develops reports for the purpose of tracking and communicating grant activity
• Leads meetings related to grant proposals (with City departments and others as appropriate) and attends informational webinars or meetings to supporting grant writing activities
• Presents concepts, status, and information to a variety of groups (funding requests, grant applications, identifying underfunded services, etc.) for the purpose of gaining the required approvals and providing progress reports to administration and funding sources
• Provides support to the City Administration for ensuring the City’s strategic goals are met
• Performs other related duties, as assigned.

Essential Qualifications

• Bachelor's degree in English/Communications, Public Administration, Information Sciences, or other fields with acceptable combination of relevant professional experience.
• Minimum of three (3) years of experience in grant management; demonstrable track record of successful grant acquisition and management.
• Knowledge of grant compliance (state, federal, foundation), grant administration, program evaluation, general knowledge of local government and community organizations with a preferred understanding of Kalamazoo in particular.
• Strong, clear communicator (written and oral); proven ability to communicate with all levels effectively and positively within the organization.
• Demonstrates a sense of urgency, prioritizes well, shows energy, responds to opportunities, instills urgency in others, and meets deadlines.
• Demonstrated proficiency with Microsoft Office, Google ecosystem, grants tracking software, federal and state grant application systems, data-management, and information analysis. 

Acceptable Training and Experience

The City of Kalamazoo is an Equal Opportunity Employer.  We strive to be a diverse, equitable, inclusive employer by creating an environment where different perspectives and experiences are welcomed and encouraged.  This approach will give each current and potential employee the opportunity to learn, grow and contribute to the City of Kalamazoo.