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HomeMy WebLinkAbout4.D.2. Approval of Job Description--Grants & Special Projects Coordinator Consent Business 4. D. 2. SHAKOI'EE TO: Mayor and City Council FROM: Kris Wilson, Assistant City Administrator DATE: 11/04/2015 SUBJECT: Approval of Job Description -- Grant & Special Projects Coordinator (E) Action Sought The Council is asked to approve the attached position description for the position of Grants & Special Projects Coordinator and authorize its placement in Grade 6 of the City's Non-Union Pay Plan. Background The 2015 budget includes funding for a new position in the Administration Department. At the time it was proposed in the fall of 2014, the position was given the working title of"Management Analyst." Following all of the conversation and work that has been done on the City's organizational structure this year, and looking at the priorities and needs moving forward, the job title of"Grants & Special Projects Coordinator" is being recommended instead, as it would best represent the responsibilities of the position. Research into other cities with a dedicated grants coordinator suggests that significant success in obtaining grants can be achieved within a few years of creating such a position, particularly in the public safety field. The proposed new position would be responsible for assisting all departments with the research and coordination that goes into a grant application, as well as the record keeping and reporting that is required once a grant has been obtained. The position would also provide assistance to the City Administrator and Assistant City Administrator on a variety of special projects and initiatives and serve as a back-up to the Communications Coordinator during busy times. Budget Impact Starting pay for a Grade 6 position is currently $55,400 per year. The 2015 and 2016 budget contains funding for a full year of this position, so there will be a sizable under-spend as a result of this position not being filled until late in the year. Requested Action The Council is asked to approve the attached position description for the position of Grants & Special Projects Coordinator and authorize its placement in Grade 6 of the City's Non-Union Pay Plan. Attachments: Position Description for Grants & Special Projects Coordinator City of Shakopee POSITION DESCRIPTION TITLE: Grants& Special Projects Coordinator DEPARTMENT: Administration REPORTS TO: Assistant City Administrator STATUS: Full-Time,Non-Exempt PAY GRADE: 6 APPROVED: SUMMARY Supports all seven City Departments by researching relevant grant opportunities,writing and compiling grant applications and managing records and reporting for grants successfully obtained. Provides assistance and support for the City's communication efforts and coordination for a wide range of special projects. ESSENTIAL DUTIES AND RESPONSIBILITIES Researches grant-making organizations to identify likely funding sources for City projects and programs. Works with staff in various City depai hnents to compile information for grant applications and writes necessary submittals. Manages grants received to ensure compliance with all requirements and full disbursement of funds to the City. Monitors budget and schedule of grant project. Completes all necessary reports and resolves issues and conflicts with funding agencies. Conducts research and compiles information on a wide range of topics,requiring contact with staff from various City departments and other community and governmental entities. Assists with coordination of special projects; schedules and attends meetings,takes notes and conducts follow-up as assigned. Assists the Communications Coordinator with the writing and editing of internal communication pieces, forms, flyers and handouts. Responds to public inquires and drafts reports,memos and policies as assigned. Performs other related duties as apparent or assigned. KNOWLEDGE, SKILLS AND ABILITIES REQUIRED • Excellent written and oral communication skills. • Thorough knowledge of English grammar, spelling and punctuation and the ability to apply them to reports,memos and business correspondence. • Ability to understand, organize and communicate a wide variety of information following prescribed formats. • Ability to prioritize work load, meet deadlines and manage multiple projects or tasks at a time. • Ability to use common Microsoft Office programs, such as Word,Excel, and PowerPoint; as well as web-based email and timesheet software. • Ability to establish and maintain positive,professional working relationships with co-workers, supervisors, and elected officials. • Ability to follow the Minnesota Data Practices law and exercise appropriate judgment in the release or presentation of information. • Ability to define problems, collect data, establish facts, and draw valid conclusions. • Ability to work with the public in a friendly, tactful manner. QUALIFICATIONS Minimum Qualifications: A four-year degree in communications,business administration, social sciences or other related field plus two years of related work experience. An equivalent combination of education and work experience may be substituted. Must have excellent organization and written communication skills. Desirable Qualifications: Successful grant-writing experience. Experience with local government. PHYSICAL DEMANDS AND WORKING CONDITIONS While performing the duties of this job,the employee is regularly required to sit, stand and move about the office;use hands to finger,handle or feel objects, tools or controls; and reach with hands and arms. The employee is required to speak,hear and see in order to share information,receive instructions and complete tasks using a computer screen. The employee must occasionally lift and/or move up to 25 pounds. The normal work environment is a modern, climate-controlled office building,with moderate levels of noise generated by conversations,phones and other office equipment.