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NEOGOV · 2 months ago

Town of Medley- Grant Manager Coordinator

Medley, FL

Full-time

Onsite

Mid Level

$57K/yr - $78K/yr

3+ years exp

NEOGOV is seeking a Grant Manager Coordinator for the Town of Medley. This full-time position involves leading the Town’s full grant lifecycle, including prospecting, application development, award negotiation, compliance, reporting, and closeout to maximize external funding for Town priorities.

GovTechHuman ResourcesInformation TechnologySoftware

Responsibilities

Develop and maintain a multi-year grants strategy aligned with Mayor and Council priorities, the Capital Improvement Plan, and comprehensive planning

Proactively research and track opportunities (e.g., FEMA, DOT/FHWA, EPA, DOE, USDA, HUD, DEO, FDEP, FDOT, MPOs, foundations)

Facilitate internal intake to match opportunities with project concepts; maintain a rolling pipeline with deadlines, match needs, and risk flags

Writing competitive applications, narratives, budgets, schedules, and logic models, coordinate letters of support and resolutions

Prepare standard forms (e.g., SF-424 series), ensure SAM.gov/UEI status and Grants.gov registrations are current, and assemble required attachments

Develop compliant budgets, match/leverage strategies, and performance measures; coordinate cost/benefit and environmental or NEPA considerations as needed

Convene cross-department teams; manage timelines and internal reviews to deliver complete and on-time submissions

Review Notices of Award; coordinate acceptance actions, grant agreements, special conditions, and award briefings for leadership

Build grant files and project setup in the Town’s financial system; establish cost centers, match tracking, procurement plans, and reporting calendars

Ensure compliance with 2 CFR Part 200, Florida statutes and rules, and program-specific guidance (including procurement, allowable costs, subrecipient monitoring, and records retention)

Coordinate procurements consistent with Town policies and federal/state requirements (e.g., competition, Buy America/Build America, Davis-Bacon if applicable)

Track expenditures, encumbrances, and match; prepare reimbursement requests/drawdowns; reconcile with Finance; resolve variances

Maintain performance data; submit timely programmatic and financial reports; manage amendments, extensions, and budget revisions

Lead monitoring and audit readiness activities; respond to site visits, desk reviews, and Single Audit requests

For disaster grants (e.g., FEMA Public Assistance/Hazard Mitigation): manage project worksheets, documentation, insurance, force account labor/equipment, and closeout packets

Serve as liaison with funders; schedule check-ins, negotiate conditions, and communicate changes

Train staff on grant requirements, documentation standards, and best practices; develop templates, SOPs, and checklists

Provide regular dashboards/briefings to the Mayor’s Office, Town Administrator, and Council on pipeline, awards, deadlines, spend rates, and risks

Maintain a centralized grant management system or tracker (deadlines, deliverables, budget status)

Ensure public records compliance under Florida’s Sunshine Law (Chapter 119) and grant-specific retention schedules

Archive complete, audit-ready files for each grant from application through closeout

Support legislative appropriations requests and intergovernmental relations as needed

May be activated for emergency operations during declared events; evening/weekend work may be required

Qualification

Grant writingGrants managementBudget developmentCompliance knowledgeFinancial reconciliationMicrosoft 365Technical writingProject managementCommunication skillsOrganizational skillsDetail-orientedStrategic thinking