Listing Summary

Qualified applicants MUST apply on our website by downloading an application packet at cityofcovington.org, or may apply in person at Covington City Hall, 2194 Emory Street, Covington, Georgia 30014. This position will remain open until filled. The City of Covington is an Equal Opportunity Employer.

JOB SUMMARY

The Grant Coordinator/Budget Analyst will provide grant administration and coordination on a citywide basis as well as budget analysis and recommendations to all city departments.  This person will perform skilled, technical, and administrative work in the analysis of both grant opportunities and budget analysis.  This person will manage both internal and external projects from inception through completion including but not limited to the annual ACFR, PAFR and budget document.  This person will facilitate interdepartmental coordination and communication in both researching and seeking out grant opportunities as well as ensuring departments operate within legal budgetary constraints. Working independently with technical expertise as well as meeting required deadlines is necessary to be successful.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

•    Monitors financial status of granted funds: prepares and submits requests for reimbursements; monitors budget expenditures for grant compliance
•    Prepares required financial reports and budget adjustments for grant awards
•    Maintains accurate and complete grant files; and assists with related grant activities and grantor monitoring visits and audits
•    Monitors granted funds and project accounts: reconciles bank statements, accounts receivable, and general ledger accounts; reconciles operating, grant, payroll, and related bank account statements; 
•    Completes reconciliations of accounts receivable and general ledger accounts; and verifies accuracy of data and makes corrections as needed.
•    Enters grant and project information into department computer systems in order to process transactions and maintain records
•    Creates projects in system; assigns project and general ledger account numbers; 
•    Performs routine posting and accounts maintenance functions; enters debits, credits, transfers, and adjustments; and responds to requests for account information.
•    Assists city departments in preparation of grant applications and proposals: compiles data and information required for grant applications
•    Verifies eligibility and compliance with grant regulations, policies, and procedures; prepares and submits quarterly and annual progress reports as required; and serves as a liaison to granting agencies.
•    Processes a variety of documentation associated with department/division operations, within designated timeframes and per established procedures 
•    Prepares, completes, receives, reviews, processes, forwards or retains, as appropriate, various  forms, reports, correspondence, time sheets, invoices, grant narratives, grant applications, schedule of expenditures, and other documentation
•    Compiles data for further processing or for use in preparation of department reports; and maintains computerized and/or hardcopy records.
•    Prepares annual Schedule of Expenditures of Federal Awards (SEFA): complies data and information required for SEFA report for city’s annual audit; verifies information for accuracy; prepares SEFA document for auditors; serves as liaison to auditors.
•    Processes and enter grant and project annual budgets into department computer systems
•    Monitor and maintain city’s grant application registration status with Federal Government
•    Ensure compliance of all Federal & State grant guidelines; monitor guidelines for any changes; making appropriate changes to policy as required
•    Maintain and update, as needed, the grant management policy and procedures manual
•    Assist finance in budget preparation including forecasts of revenues and expenditures for assigned programs   
•    Assist with developing annual operating budgets, preparing budget documents, coordinating budget meetings, developing and distributing reports. 
•    Monitor organizational spending, identify budgetary issues and prepare budget amendment requests throughout fiscal year
•    Prepares annual budget document, PAFR and ACFR for submission to the Government Finance Officers Association for consideration of related awards.
•    Operates a personal computer to enter, retrieve, review or modify data, utilizing word processing, spreadsheet, database, Internet, e-mail, or other software; and operates general office or other equipment as necessary to complete essential functions.
•    Communicates with supervisor, other city employees, granting agencies, auditors, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
•    Maintains knowledge of current policies and procedures by reading memos, notices, and other literature, and by attending training sessions, meetings and conferences as required.
•    Other duties and responsibilities as assigned.

DESIRED MINIMUM QUALIFICATIONS:

Education and Experience:

(A)    Bachelor’s degree in Finance, Accounting or related field; and
(B)    Three (3) years of experience in grant fund management, accounting, or related field; or 
(C)    Any equivalent combination of education, training and experience that provides the requisite knowledge, skills and abilities for this job.

Necessary Knowledge, Skills, and Abilities:

•    Working knowledge of modern governmental accounting theory, principles, and practices
•    Considerable knowledge of internal control procedures, Excel and management information systems
•    Some knowledge of public finance and fiscal planning
•    Working knowledge of payroll and accounts receivable functions 
•    Considerable knowledge of budgetary, accounting and reporting systems, GAAFR, GAAP and GASB;
•    Skill in operating the listed tools and equipment;
•    Ability to prepare and analyze complex financial reports 
•    Ability to maintain efficient and effective financial systems and procedures
•    Ability to accurately account for city funds 
•    Ability to establish and maintain effective working relationships with employees, city officials, etc. 
•    Ability to communicate effectively, orally and in writing.  
TOOLS AND EQUIPMENT USED

Personal computer, including word processing and spreadsheet software; central financial computer system; 10-key calculator, phone, switchboard, fax, and copy machine.

PHYSICAL DEMANDS

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to operate, 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 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals to perform the essential functions.

The noise level in the work environment is usually moderately quiet.

The City of Covington is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.