JA Grants Specialist - Administrative Services Division (County Funded)

Requisition No: 832525 

Agency: State Courts System

Working Title: JA Grants Specialist - Administrative Services Division (County Funded)

 Pay Plan: Career Service

Position Number: 22855 

Salary:  $45,228.56 

Posting Closing Date: 07/15/2024 

Total Compensation Estimator Tool

ADMINISTRATIVE OFFICE OF THE COURTS

JOB ANNOUNCEMENT

Eleventh Judicial Circuit of Florida

SALARY: $45,228.56 Annually

OPENING DATE: 07/01/2024

CLOSING DATE: 7/15/2024 11:59 PM Eastern

Applicants interested in the position should also submit an online application and resume on the Eleventh Judicial Circuit's website.  To apply for this position, visit https://www.governmentjobs.com/careers/jud11flcourts

Description

Salary is Non-Negotiable. The successful candidate will be hired at the minimum salary.

The essential functions of this position are to assist the Grants Administrative team with grant application development and award management processes including: identification of prospective funding sources; configuring of project budgets into required templates by working with court personnel and community partners; formatting of grant proposal narratives; assisting the funding agent with the submission of completed grant applications in response to funding opportunity announcements; day-to-day administration of grant post-award management activities and maintaining files and records of prepared reports related to grants issued and or received.

The Grants Specialist will inspect payment requests as required to ensure accuracy of information on invoices and expense reports, audits, and processes documents in compliance with departmental guidelines and procedures.  The individual in this position will create and document monthly grant expenses following the current processes.  The position is responsible for maintaining the financial records for the department and assisting with special projects as directed. This position may assist Grant team members in performing job duties of greater complexity.

This position is eligible for a hybrid remote work/onsite schedule after a 90-day period, as outlined by existing Circuit policies and procedures.

Responsibilities

• Assists with development of budgets and post-award reallocation requests for grant-funded projects.
• Assists with reviewing and monitoring of individual grant awards and related transactions for compliance with private, local, state, and federal grant funding requirements.
• Assists with court staff’s post-award budget inquiries to support proper and timely expenditure of grant funds in compliance with applicable guidelines and budget deadlines.
• Assists with researching issues concerning grant-funded invoices and contracts to ensure accuracy, compliance with grant award, contractual requirements, and department guidelines and procedures.
• Processes accounts payable and audits and processes invoices for professional services provided to the courts.
• Prepares and maintains grant expenditure tracking spreadsheets.
• Assists with preparation of interim financial reports and financial projections for active grants.
• Assists with grant award closeout and final reporting requirements.
• Maintains grant records and database in accordance with the applicable records retention policies and schedules.
• Performs clerical tasks, such as filing, preparing mailings, performing data entry, typing correspondence, schedules, memos and similar materials.
• Attends professional development training on federal, state and local regulations related to grants management.
• Assists with special projects as directed.
• Knowledge of practical bookkeeping and mathematical reasoning.    
• Ability to collect, classify, and format data and information.    
• Ability to perform arithmetic operations using data or information.    
• Ability to assist members of the Grants team to achieve task completion.    
• Ability to read technical instructions, charts, and procedures manuals; compose routine reports and complete forms.
• Performs other related duties as assigned.

Qualifications

• Bachelor's degree from an accredited college or university in Business, Finance, Accounting, Public Administration or a closely related field.
• One (1) year of related experience. Experience in grants administration preferred.

Knowledge, Skills and Abilities (KSAs):

• Knowledge of the organization, operation, function, and jurisdiction of the court of assignment.
• Knowledge of modern office practices and procedures.
• Knowledge of accounting and auditing principles and procedures.
• Knowledge of research techniques, sources, and availability of current information.
• Knowledge and proficient in utilizing personal computers using software such as Microsoft Word, Excel, Access, and PowerPoint.
• Ability to organize work, establish priorities, coordinate work assignments, and meet deadlines.
• Ability to work independently and communicate effectively; both orally and in writing.
• Ability to understand and follow oral and written instructions.
• Ability to maintain effective working relationships with judges, court personnel, other government agency personnel, grantor organizations, community-based organizations, and vendors.
• Ability to make work decisions in accordance with laws, regulations, and departmental policies and procedures.
• Ability to handle sensitive matters with integrity and confidentiality.
• Ability to accurately maintain a variety of complex records.
• Ability to perform daily work involving written or numerical data, make arithmetic calculations using formulas rapidly and accurately.
• Ability to work with minimal supervision and recognize and establish work priorities.
• Ability to operate standard office equipment including personal computers and word processing and data entry applications for grant portfolio and project management.
• Ability to work effectively with the public, and engage with individuals in a courteous, tactful and patient manner.

Working Conditions:

• Moderate noise; business office setting.

• Work involves a significant amount of standing, walking, sitting, talking, listening and reaching with hands and arms; must be able to transfer up to 10 pounds. Walking to near-by court and other government building locations is required.

The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer, and does not tolerate discrimination or violence in the workplace.

Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-866-663-4735). Notification to the hiring authority must be made in advance to allow sufficient time to provide the accommodation.

The State of Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with Section 112.0455, F.S., Drug-Free Workplace Act.

VETERANS’ PREFERENCE.  Pursuant to Chapter 295, Florida Statutes, candidates eligible for Veterans’ Preference will receive preference in employment for Career Service vacancies and are encouraged to apply.  Certain service members may be eligible to receive waivers for postsecondary educational requirements.  Candidates claiming Veterans’ Preference must attach supporting documentation with each submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any other documentation as required by Rule 55A-7, Florida Administrative Code.  Veterans’ Preference documentation requirements are available by clicking here.  All documentation is due by the close of the vacancy announcement.