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Grants Manager (Exec Analyst II U)

Company: CTI Education Group
Location: San Jose
Posted on: November 22, 2021

Job Description:

Job Description - Grants Manager (Exec Analyst II U) (2101164) About the Department About the City Known as the "Capital of Silicon Valley," the City of San Jos-- plays a vital economic and cultural role anchoring the world's leading region of innovation. Encompassing 178 square miles at the southern tip of the San Francisco Bay, San Jos-- is Northern California's largest city and the 10th largest city in the nation. With more than one million residents, San Jos-- is one of the most diverse large cities in the United States. Positions & Duties About the Office: The City Manager's Office provides strategic leadership which supports the Mayor and City Council while motivating the organization to deliver high quality services that meet the community's needs. The City Manager's Office of Emergency Management (OEM) is responsible for preparing the City and the community to effectively respond to natural, technological and human-caused disasters. while coordinating with the Santa Clara County Operational Area, the State of California Governor's Office of Emergency Services and Federal Emergency Management Agency (FEMA). Maintenance and activation of the Emergency Operations Center and the Emergency Operations Plan (EOP) are primary tools utilized by the Office of Emergency Management. OEM also provides disaster planning, training, and recovery assistance to City departments, including state-mandated Standardized Emergency Management System (SEMS) classes for the Emergency Operations Center (EOC) staff and elected officials. OEM also monitors state and federal legislation that directly impacts the provision of emergency services to the community. About the Position: This position will work out of the OEM offices located at 855 N. San Pedro Street, San Jose, and will report to the Senior Executive Analyst for Grants and Budget of OEM. The position responsibilities will be focused on grant management and fiscal activities. The range of activities will include, but are not limited to, the following: --Management of the grant, proposal and award processes for the: Urban Areas Security Initiative (UASI) Grant Program State Homeland Security Grant Program (SHSGP) Other programs, as identified Management of the grant Memoranda of Understanding/Agreement (MOU/MOA) review and execution processes in coordination with the grant program, San Jos-- Fire Department, San Jos-- Police Department, City Attorney, and City Council Participate in grant-related meetings Management of grant equipment purchasing, including equipment specification, cost estimation, cost quotes, vendor selection, equipment receiving, inventorying, tagging and property transfers for all authorized equipment procurement in alignment with the U.S Department of Homeland Security (DHS) Authorized Equipment List (AEL) and all Federal, State, and municipal purchasing and procurement policies. Provide Purchasing Services using City Procurement Card (P-Card) for eligible grant procurements following appropriate grant procurement guidelines plus manage the P-Card statement preparation and submission. Manage grant equipment inventory program, including conducting and documenting annual physical grant inventories and verifying appropriate identification tagging. Manage grant program deliverables generated by grant-funded labor for submission to applicable grant programs, to include plans, policies, procedures, tools, and processes developed using grant funding as well as all meeting materials (agendas, minutes), exercise materials, and After Action Reports. Manage grant reimbursement requests on a quarterly basis for submission to applicable grant programs including assembling the grant reimbursement request packages as required under each grant and in compliance with Federal, State, and Municipal financial guidance. This will include managing grant functional timesheets; verifying leave accruals for all grant-funded staff; managing journal voucher (JV) action requests; managing accrued sales tax calculations and payment verification for all grant procurements claimed in reimbursements; and, managing grant funding reconciliation and reimbursement deposits post-grant reimbursement request and reimbursement check receipt. Manage Grant Management audits and monitoring visits, and grants inventory preparation, as directed. Research additional grant opportunities for funding streams for OEM. May be asked to respond in support of Emergency Operations Center (EOC) activations. Attend trainings to prepare for staffing the EOC. Other projects/activities, as assigned Qualifications Minimum Qualifications: Education and Experience Executive Analyst I: Bachelor's Degree from an accredited college or university in business or public administration or a closely related field. Executive Analyst II: Bachelor's Degree from an accredited college or university in business or public administration or a closely related field; and two (2) years of increasingly responsible professional staff analytic or administrative experience at the level of Executive Analyst I with the City of San Jose. Acceptable Substitution Experience as a Staff Specialist with the City of San Jos-- may be substituted for the education requirement on a year for year basis. Required Licensing Incumbents in the Executive Analyst I and II classifications will be required to obtain the FEMA Professional Development Series (PDS) Certificate within approximately one (1) year of employment. Incumbents in the Executive Analyst II classification will also be required to obtain the FEMA Advanced Professional Series (APS) Certificate within approximately two (2) years of employment. Desired Qualifications : The ideal candidate will possess the following skills, as demonstrated from past and current employment history. Experience with a federal grant program(s) that cross city fiscal years in terms of program expenditure. Experience in tracking and managing costs at a detail level for a program that includes accurate fiscal balancing of the appropriation(s) involved. Experience with Microsoft products including Excel and Word, pivot table creation, and ability to quickly use and/or learn other software applications (e.g. Adobe Acrobat, Trello, Slack, etc.). Ability to interpret grant guidance and regulations accurately. Ability to write well (for City Council memoranda, program reports, etc.) and to create effective and informative charts. Ability to professionally and effectively engage with internal city staff and external partner organizations. Core Competencies The ideal candidate will possess the following competencies, as demonstrated from past and current employment history. Job Expertise: Demonstrates knowledge of and experience with applicable professional/technical principles and practices, Citywide and departmental procedures/policies and federal and state rules and regulations Analytical Thinking: Approaching a problem or situation by using a logical, systematic, sequential approach. Communication Skills: Effectively conveys information and expresses thoughts and facts clearly, orally and in writing; demonstrates effective use of listening skills; displays openness to other people's ideas and thoughts. Computer Skills: Experienced with common business computer applications including but not limited to: MS Outlook, MS Word, MS PowerPoint, MS Access, and MS Excel. Customer Service: Demonstrates the ability to anticipate customers' needs and deliver services effectively and efficiently using professional demeanor. Flexibility: Makes effective decisions and achieves desired results in the midst of major changes in responsibilities, work processes, timeframes, performance expectations, organizational culture, or work environment. Team Work & Interpersonal Skills: Develops effective relationships with co-workers and supervisors by helping others accomplish tasks and using collaboration and conflict resolution skills. Selection Process To be considered for this position, you must fill out the online application available on the City of San Jos-- website and attach a resume. The selection process will consist of an evaluation of the applicant's training and experience based on the application and responses to the Job Specific Questions. Only the candidates whose backgrounds best match the position will be invited to proceed in the selection process. Additional phases of the selection process will consist of one or more interviews. You will be prompted to answer the following job-specific questions during the online application process. Please note that there is a 4,000-character limit, including spaces, for each text response.-- Job Specific Questions: Please indicate how you meet the minimum qualifications for this position: A Bachelor's Degree. A Bachelor's Degree and two (2) years of professional level analytical, administrative, information sciences, and/or emergency management experience. Four years of experience equivalent to a Staff Specialist. Please specify your degree and the institution you obtained it from. Please tell us about any experience you have working in a complex and constantly changing work environment where your priorities may change frequently. Please describe your experience working with a federal grant program(s). Please describe your experience in managing a fiscal program and the types of activities that were involved. Please describe your level of proficiency and provide examples of how you have used each of these programs. Use the following definitions when describing your level of proficiency: No Experience, Basic Experience, Intermediate Experience (more than basics), Expert (can troubleshoot, teach others) Excel Word PowerPoint SharePoint Outlook You must answer all job specific questions in order to be considered for this vacancy or your application will be deemed incomplete and withheld from further consideration. References to a resume will be deemed incomplete and your application withheld from further consideration. If you have questions about the duties of these positions, the selection or hiring processes, please contact Helen Trinh at helen.trinh@sanjoseca.gov . This position will be open until filled. Applicants are encouraged to apply as soon as possible as this recruitment may close at any time. The first application review will be on Monday, November 1, 2021. Please submit your application by 8:00 a.m. (PT) on Monday, November 1, 2021 if you would like your application to be included in the first review . Additional Information: The actual salary shall be determined by the final candidate's qualifications and experience. In addition to the starting salary, employees in the Executive Analyst I/II classification shall also receive an approximate five percent (5%) ongoing non-pensionable compensation pay. Employment Eligibility: Federal law requires all employees to provide verification of their eligibility to work in this country. Please be informed that the City of San Jos-- will NOT sponsor, represent, or sign any documents related to visa applications/transfers for H1B or any other type of visa which requires an employer application. Pursuant to the City's COVID-19 Mandatory Vaccination and Testing Policy, the City of San Jos-- is requiring all new hires to provide proof of COVID-19 vaccination as a condition of employment absent a documented medical and/or religious exemption.-- To apply, please complete an application via the City of San Jos-- 's website at www.sanjoseca.gov/citycareers . Please allow adequate time to complete the application and submit before the deadline or the system may not save your application. If your online application was successfully submitted, you will receive an automatic confirmation email to the email address you provided. IF YOU DO NOT RECEIVE THE CONFIRMATION, please email CityCareers@sanjoseca.gov and we will research the status of your application. Please contact Human Resources at (408) 535-1285, or Human.Resources@sanjoseca.gov if you have any questions. Unit 99 represents the Executive Analyst I/II classification

Keywords: CTI Education Group, San Jose , Grants Manager (Exec Analyst II U), Accounting, Auditing , San Jose, California

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