Budget/Grants Supervisor
City of Coconut Creek, FL - Coconut Creek, FL

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$61,840.00 to $80,302.00/ Annually (DOQ)
$2,378.46 to $3,088.54/ Bi-weekly

This is a Civil Service position, which is exempt from the overtime provisions of the Fair Labor Standards Act, and responsible for both the City’s budget and grants management processes. Under the general direction of the Assistant Director of Finance and Administrative Services, the employee performs professional financial analyses of considerable difficulty.

Work involves a variety of tasks, including developing, coordinating, and maintaining a comprehensive grants administration process; managing, preparing, and analyzing the annual budget and capital improvement program process; and supervising staff during the grants and budget processes. Employee must exercise considerable initiative and sound judgment in the planning, scheduling, and carrying out of assignments. Work is evaluated through observation, conferences, oral and written reports, and through results obtained.

Hours of Work: Monday through Thursday, 7:00 a.m. – 6:00 p.m.; Days and hours are subject to change.

Essential Duties and Responsibilities:
  • Develops, coordinates, and maintains a comprehensive grants process to be used City-wide.
  • Establishes policies and procedures pertaining to the grants process.
  • Monitors compliance, and provides support to departmental grant administrators.
  • Manages grants, including assisting with/preparing grant applications and compliance reports, coordinating and assisting grant administrators with compliance requirements and locating viable grants, maintaining a system to ensure grant compliance, and coordinating any hurricane related reimbursements with external parties.
  • Oversees and participates in researching and obtaining, and monitoring special funding for municipal projects.
  • Assists departments in finding grant resources and in developing and preparing grant requests; ensures all grant applications are complete and accurate.
  • Directs the preparation of grant documents as required by Federal and State agencies.
  • Monitors and evaluates the grant application process, and overall success of program plans to ensure desired results and the achievement of stated goals and objectives.
  • Handles grant accounting, including tracking and monitoring all grants, ensuring grants are properly recorded in the general ledger, and preparing the schedule of expenditures for the annual audit.
  • Participates in identifying system and operational issues and assisting in the development and implementation of a new or revised grants process, systems, procedures and methods of operation.
  • Provides budgeting, strategic planning, forecasting, performance measures, and financial analyses.
  • Manages the annual budget process, from budget kickoff to final compilation of the Proposed and Adopted Budget Book, including budget process coordination, budget preparation, review and analysis (including Capital Improvement Programs), assisting departments, implementing changes to requirements for the award program, etc.
  • Develops, reviews, analyzes, and reports on Program Budgets, Program Performance Measures, City’s Balanced Scorecard and Department sub-cards.
  • Monitors revenue and expenditures throughout the year, including identifying financial trends and prepares budget-to-actual forecasts and reports to ensure fiscal responsibility and budgetary compliance.
  • Participates in identifying system and operational issues and assisting in the development and implementation of new or revised budget programs, systems, procedures and methods of operation.
  • Performs a variety of other budget and related duties, including preparing briefings, recommendations, and presentations.
  • Supervises and/or directs staff during the grant and budget processes, including evaluating, managing performance and scheduling of personnel; gives input on hiring, and recommends disciplinary actions as needed.
  • Performs financial and statistical analyses to support decision making.
  • Prepares financial and operational reports.
  • Performs operational audits.
  • Participates in the design and modification of information systems;
  • Creates and performs routine and non-routine reconciliations or analyses.
  • Accesses financial information to answer general questions and analysis as well as those related to specific accounts.
  • Composes, inputs, and edits a variety of correspondence, reports, memoranda, and other material requiring judgment as to content, accuracy, and completeness.
  • Performs other duties as assigned and/or required.
  • Punctuality and regular attendance are essential functions of this position.

  • Must possess a Bachelor’s degree in Finance, Accounting, Public Administration, or closely related field.
  • Must possess a minimum of three (3) years of verifiable work experience performing financial and/or, budgetary analyses and/or grants management, preferably with a governmental or non-profit agency, or with an agency that provides governmental accounting services.
  • Must possess verifiable work experience in analyzing financial records and following established procedures.
  • At least one year of supervisory experience is preferred.
Verifiable work experience in the following areas is a plus:
  • Participation in establishing policies and procedures pertaining to grant matters;
  • Monitoring compliance, and providing support to departmental grant administrators;
  • Coordination, management, and accounting for grants;
  • Participation in researching, obtaining, and monitoring grants and special funding for municipal projects;
  • Management, preparation and analysis of budgets and capital improvement programs;
  • Budgetary comparisons and revenue and expenditure monitoring and forecasting;
  • Preparation of financial and operational reports;
  • Operational or internal audits; and/or
  • Design and modification of information systems.


    The following knowledge, skills, and abilities are required:
    • Knowledge of supervisory principles and practices, and the ability to coordinate professional and clerical staff activities effectively.
    • Knowledge of federal, state and local laws, codes and regulations, specifically related to grants and/or budgets.
    • Strong mathematical and financial knowledge.
    • Working knowledge of financial analysis.
    • Exceptional time management and organizational skills.
    • Excellent research and analytical skills, with attention to details.
    • Ability to research, analyze, and manage budget and grant programs, policies, and procedures.
    • Ability to work with large, complicated spreadsheets.
    • Ability to learn and adapt quickly.
    • Ability to work independently on assignments and make informed decisions based on established policies and procedures.
    • Ability to handle problems encountered on a daily basis.
    • Ability to exercise personal initiative and work with limited supervision.
    • Ability to speak, understand, and write English.
    • Ability to communicate and express ideas effectively in written and oral form, as well as establish and maintain effective working relationships with internal and external department heads and employees, vendors, other agencies, and the general public.
    • Proficiency in Microsoft Word and Excel and the ability to learn new software quickly is required; knowledge of Microsoft PowerPoint is preferred.

    Supplemental Information:

    Testing Requirements :
    Qualified applicants may be invited to test at a later date. Qualified applicants may be required to take assessments in Microsoft Excel, other Microsoft Office products, Analytical Thinking, and/or Budget/Grants skills/knowledge.

    Eligibility List Criteria :
    An eligibility list shall be valid for six months (may be extended up to two years at the City's discretion), or until the list is abolished, whichever comes first. The list is formed based on applicants who meet the minimum qualifications. Applicants on the eligibility list will be given consideration for each vacancy. Veterans' Preference shall be awarded pursuant to Florida Statutes.

    Physical Demands/Work Environment:
    The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The work environment characteristics described are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

    While performing the duties of this job, the employee is frequently required to sit, talk, and hear. The employee is occasionally required to walk, use hands to finger, handle, or feel objects, tools, or controls, and reach with hands and arms. The employee must occasionally lift and/or move up to 25 lbs. Specific vision abilities required by this job include close vision and the ability to adjust focus. The noise level in the work environment is usually quiet.