Grants Coordinator

Lancaster, California
Dec 12, 2018
Jan 11, 2019
Focus Areas
Position Type
Full Time


Under general direction, plans, develops, organizes, coordinates, and implements the Authority’s grants programs and funding activities. Oversees administrative and operational grant related activities; evaluates project and program effectiveness and makes recommendations for operational, policy, and procedural improvements; develops, summarizes, and maintains administrative and fiscal records; fosters cooperative working relationships among departments and acts as liaison with various community, public, and regulatory agencies; and performs related work as required.


Receives general supervision from the Director of Finance and Administration. 

Class Characteristics

This is a single-incumbent, professional-level class that provides administrative support for the Authority’s grant related programs and activities. The incumbent is responsible for the full grant funding cycle including funding source identification, application preparation and submission, reporting, expenditure monitoring and grant funds disbursement. The incumbent serves as a resource for grants administration analyses and studies; work assignments are complex and sensitive in nature; use of substantial judgment and initiative is essential in making recommendations and resolving problems.  

Examples of TYPICAL JOB FUNCTIONS (Illustrative Only)

Management reserves the rights to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so qualified employees can perform the essential functions of the job.

  • Coordinates and performs grants coordination and reporting, heavy emphasis on researching grant funding sources, while evaluating funding opportunities relative to Authority policies, programs, and services, preparing grant proposals, preparing budgets, and interpreting funding agency regulations and requirements.
  • Analyzes, reviews, and ensures compliance of proposals and grant budgets with policies, regulations, funding agency requirements, and accounting protocols and procedures; provides input to budget preparation; prepares grant program documentation and reports, including periodic reports to respective funding agencies.
  • Complies with all federal, state, and regional project development requirements Transportation Improvement Plan (TIP), Statewide Transportation Improvement Program STIP, complies with all state and federal regulatory programs, specifically Disadvantaged Business Enterprise (DBE), Equal Employment Opportunity (EEO), Title VI, California Air Resources Board (CARB) and Americans with Disabilities Act (ADA). 
  • Monitors all federal, state, and regional laws and notices of upcoming grant opportunities relating to public transit; anticipates and meets all reporting and submission deadlines; develops tracking system for milestones and deliverables.
  • Prepares necessary grant amendments requests, extensions, revisions, and progress updates. 
  • Maintains databases for grant-related materials; records and tracks grant proposals, awards, and related statistical information; maintains accurate records and project files.
  • Maintains the Authority’s grant program policies and procedures manual. 
  • Participates on a variety of committees and task forces; attend and participate in professional group meetings; stay abreast of new trends and innovations in the field of federal, state and local grant and funding sources. 
  • Establishes positive working relationships with representatives of community organizations, state/local agencies, Authority management and staff, and the public.
  • Performs related work as assigned.
  • Represents the Authority in a professional manner. 


Knowledge of:

  • Research and data collection techniques, principles, practices, and procedures of budgeting, funding sources, and grant funds disbursement.
  • Project and/or program management, analytical processes, and report preparation techniques.
  • Statistical analysis. 
  • Organizational practices as applied to the analysis, evaluation, development, and implementation of grant related programs, policies, and procedures.
  • Regional initiatives and policies as it relates to transit.
  • Occupational hazards and standard safety practices.
  • Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and Authority staff.

Ability to:

  • Oversee and manage multiple grants and a complex grant program. 
  • Prepare program accounting and reports for all grant programs. 
  • Represent the Authority in a professional manner. 
  • Perform mathematical calculations quickly and accurately. 
  • Understand, explain, and apply applicable laws, codes, and regulations. 
  • Read, interpret, and record data accurately. 
  • Organize, prioritize, and follow-up on work assignments. 
  • Work independently and as part of a team. 
  • Make sound decisions within established guidelines. 
  • Analyze complex issues and develop and implement an appropriate response. 
  • Follow written and oral directions. 
  • Observe safety principles and work in a safe manner. 
  • Safely and effectively drive motorized vehicles.
  • Operate an office computer and a variety of word processing and software applications.
  • Draft written communication in a clear and precise manner.  
  • Use English effectively to communicate in person, over the telephone, and in writing; (examples: English usage, spelling, vocabulary, grammar, and punctuation).
  • Standard office procedures, practices, and equipment, including a computer and applicable software. 
  • Methods and techniques for record keeping and report preparation and writing. 
  • Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work. 

Education and Experience:

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying.  A typical way to obtain the required qualifications would be:

Equivalent to graduation from an accredited four (4) year college or university with major coursework in Business Administration, Public Administration, or a related field, and three (3) years of experience in grant administration in a public agency setting.

Licenses and Certifications:

  • Possession of, or ability to obtain, a valid California Driver’s License by time of appointment.

Physical Demands

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone.  This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Dexterity necessary to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment.  Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information.  Incumbents may also occasionally conduct field inspections which involve prolonged standing, walking on level and slippery surfaces, reaching, twisting, turning, kneeling, bending, stooping, squatting, crouching, grasping, making repetitive hand movements, and crawling in small spaces.  Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.  The nature of the work also requires incumbents to drive motorized vehicles. 

Environmental Elements

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances.  Additionally, incumbents occasionally work outdoors in all weather conditions including wet, hot, and cold, with exposure to dust, fumes, vapor, and high noise levels.