GRANTS SPECIALIST B - 720018051

Requisition No: 837358 

Agency: Management Services

Working Title: GRANTS SPECIALIST B - 720018051

 Pay Plan: Career Service

Position Number: 72001851 

Salary:  $72,500.00 

Posting Closing Date: 10/04/2024 

Total Compensation Estimator Tool

Grant Specialist B

Division of Real Estate Development and Management

State of Florida Department of Management Services

This position is located in Tallahassee, FL.

Position Overview and Responsibilities:

This position is responsible for performing or assisting in grants management and preparing reports that are reliable, valid, and reproducible in support of the Division’s powers, duties, and functions. The Specialist will compile and evaluate data to identify inconsistencies or quality issues such as duplicate records or missing records and will make recommendations of whether to correct, exclude, or highlight suspect data. The Specialist’s main focus is grants management activities, which require advanced skills in application, analysis, reconciliation, research, and reporting of the Division’s grant activities. The Specialist will support the day-to-day operations of the Division and provide excellent customer service to internal and external customers.

• Research and coordinate the grant application process from application through completion and audit for federal or state grants to aid in furthering the department’s mission.
• Ensure effective grants management including, but not limited to, compliance with grant requirements and regulations, reporting, and internal and external communications.
• Timely provide detailed reports and other requested information to the applicable divisions, budget office, and Office or Planning and Budget to ensure sufficient budget authority to expend the grant funds within the grant period.
• Perform monthly reconciliations of individual grants with the use of available accounting systems or Excel, making necessary corrections each month.
• Assist, prepare, complete, and submit, after management approval, state, and federal reports, including the review and comparison to source documents.
• Create and maintain grant file folder structures and all grant documentation in accordance with grant guidelines and requirements.
• Provide guidance to the division’s employees, recipients, and subrecipients on federal and state grant requirements including grants between the division and recipients or subrecipients.
• Create and maintain policies and procedures related to grant activities.
• Assist the division and legal counsel in taking action again recipients and subrecipients’ noncompliance with grant requirements.

Perform or assist with financial duties associated with all Bureau teams:

• Timely provide detailed reports and other requested information to the applicable divisions, budget office, and Office or Planning and Budget to ensure sufficient budget authority to expend funds for construction projects.
• Identify appropriate funding codes for construction invoice pay requests.
• Ensure contract pay requests are logged in the appropriate ledger.
• Review the accuracy of encumbrance balances prior to payment submission.
• Monitor construction invoice submissions to verify payments are posted.
• Assist the Budget and Contracts teams with daily tasks as needed to ensure cross-training and necessary coverage.
• Quarterly review of the encumbrance report to identify potential issues and if a shift of funds is required.
• Assist with the Department of Financial Services payment returns, Expanded Audit of Payment requests, and contract review requests.
• Assist the Contracts Administration team as needed for TRIRIGA projects.
• Assist with internal audits from the DMS Inspector General’s Office or audits from other DMS offices.
• Perform other related duties as assigned or requested by supervisor, Deputy Bureau Chief, Bureau Chief, or management.

Knowledge, Skills, and Abilities:

• Knowledge of accounting, auditing, and grants management principles, theory concepts, and practices.
• Knowledge of accounting systems and computer systems concepts.
• Knowledge of internal control concepts.
• Knowledge of methods of data collection and analysis.
• Knowledge of State and Federal regulations, rules, and guidance, including but limited to allowable activities, contract development, grants management, grant reporting and performance, and Single Audit requirements.
• Ability to analyze and interpret financial data.
• Ability to collect, evaluate, and analyze data to develop alternative recommendations, solve problems, document workflow, and other activities relating to the improvement of operational and management practices.
• Ability to organize data into logical format for presentation in reports, documents, and other written materials.
• Ability to research and interpret accounting and grant regulations, literature, rules pronouncements, policies, and procedures related to grant activities.
• Ability to perform cost/benefit analyses.
• Ability to utilize problem-solving techniques.
• Ability to communicate effectively with others including leadership, outside organizations, and federal agencies.
• Ability to conduct financial grant monitoring and prepare grant reports.
• Ability to review, analyze, and evaluate financial and operational data.
• Ability to plan, organize, and coordinate work assignments.
• Ability to examine, review, and analyze financial records.
• Ability to establish and maintain effective working relationships with others.
• Ability to work independently.
• Advanced training and experience with Excel.
• Knowledge and experience in TRIRIGA, AOD, and/or FLAIR.
• Accountability, Communication, Empowerment, Flexibility, Integrity, Respect, Teamwork.

Minimum Qualifications:

• Bachelor's degree from a college or university and a minimum of one year of experience in budgeting, grant or financial management, or another related field. Experience in budgeting or grant management can substitute on a year-for-year basis for the required college education.
• One year experience in Grant Management, Contract management, and/or Financial Management.
• Reconciliation experience is required.
• FLAIR transactional experience is preferred.

The Benefits of Working for the State of Florida:

State of Florida employees enjoy top tier benefits offerings including comprehensive health coverage to meet the needs of you and your family while maintaining low deductibles and low monthly out of pocket contributions. State employees also enjoy the option of selecting between two retirement options, including the FRS Pension Plan and the FRS Investment Plan.  As an additional benefit, state employment affords you the opportunity to take part in the tuition waiver program within the state university and community college systems. For a more complete list of benefits, please click https://www.mybenefits.myflorida.com/.

Our Organization and Mission:

Under the direction of Governor Ron DeSantis, Secretary Pedro Allende and DMS’ Executive Leadership Team, the Florida Department of Management Services (DMS) is a customer-oriented agency with a broad portfolio that includes the efficient use and management of real estate, procurement, human resources, group insurance, retirement, telecommunications, fleet, and federal property assistance programs used throughout Florida’s state government. It is against this backdrop that DMS strives to demonstrate its motto, “We serve those who serve Florida.”

Special Notes:
DMS is committed to successfully recruiting and onboarding talented and skilled individuals into its workforce. We recognize the extensive training, experience and transferrable skills that veterans and individuals with disabilities bring to the workforce.  Veterans and individuals with disabilities are encouraged to contact our recruiter for guidance and answers to questions through the following provided email addresses:
DMS.Ability@dms.fl.gov
DMS.Veterans@dms.fl.gov
An individual with a disability is qualified if he or she satisfies the skills, experience, and other job related requirements for a position and can perform the essential functions of the position with or without reasonable accommodation. Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must contact the DMS Human Resources (HR) Office at (850) 488-2707. DMS requests applicants notify HR in advance to allow sufficient time to provide the accommodation.
Successful completion of background screening will be required for this position.

Pursuant to F.S. 215.422 every officer or employee who is responsible for the approval or processing of vendors’ invoices or distribution of warrants to vendors are mandated to process, resolve and comply as section 215.423 requires.

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.