Grants and Claims Unit Manager

Overview: 
Are you a strategic leader with a passion for securing and managing funding for impactful projects? As the Grants and Claims Unit Manager at Valley Water, you’ll oversee all phases of grant acquisition, compliance, and reimbursement, playing a critical role in driving funding success for capital improvement projects in water infrastructure, flood protection, and stream stewardship. You’ll lead a dynamic team, collaborating with internal departments—such as Planning, Procurement, and Legal—and external partners, including consultants and government agencies, to align grant opportunities with Valley Water's mission and strategic goals.

In this role, you’ll be responsible for identifying and securing local, state, and federal funding, guiding project-to-grant matching, and managing application submissions. You’ll also ensure compliance with grant requirements post-award, oversee timely reimbursements, and lead the implementation of advanced grants management software to enhance operations. If you're ready to make a difference and advance funding for critical community projects, we’d love to hear from you!
 
Our Commitment: Racial equity, diversity and inclusion are integral to Valley Water. We are committed to building and sustaining an inclusive and equitable working environment for all. We believe every member of our team enriches our diversity, contributes to inclusion, and strengthens belonging by broadening our perspective and collective understanding of the world around us to accomplish our mission to equitably provide safe, clean water, natural flood protections, and environmental stewardship.

About Valley Water: Valley Water is a public agency with an operating and capital budget of $964 million, and over 900 employees. With headquarters in San José, Valley Water provides water supply, enhances streams and watersheds through creek restoration and habitat protection, provides flood protection for homes, schools, businesses and roadways, and partners with other agencies to provide trails and open space for the community.

Key Responsibilities include, but are not limited to:

• Research and identify local, state, and federal grant opportunities that align with the agency’s projects and strategic goals, such as water infrastructure, sustainability, conservation, and environmental protection.
• Develop and implement a grant acquisition strategy to maximize funding opportunities, working closely with agency leadership to align grants with agency priorities.
• Lead the preparation and submission of grant applications, ensuring proposals are comprehensive, well-organized, and comply with funding requirements.
• Collaborate with internal stakeholders (e.g., engineering, finance, planning) to gather necessary data, financials, and project details to strengthen applications.
• Coordinate with internal stakeholders, such as finance, legal, engineering, and project management teams, as well as external partners like consultants and government agencies, to support grant planning and implementation.
• Serve as the primary liaison between the agency and funding organizations, maintaining effective communication and addressing any requirements or inquiries.
• Oversee post-award grant management, ensuring adherence to grant terms and conditions, and maintaining accurate records of expenditures and progress.
• Prepare and submit all required grant reports, including progress updates, financial reporting, and performance outcomes, to comply with funding agency requirements.
• Conduct regular audits and reviews of grant-funded projects to ensure compliance with both internal and external policies and guidelines.
• Manage timelines and tasks for grant submissions, ensuring all deadlines are met.
• Recommend and establish policies that streamline grant management activities and improve agency readiness for future funding opportunities.

 
Applicants whose experience and background best match the ideal experience, knowledge, skills, abilities, and education are considered ideal candidates for the position. To determine the top candidates, each applicant will be assessed based on the ideal candidate criteria as listed below.
 
Ideal Experience:

• Grants Management Experience: At least 5 years of experience in grants management, including writing, managing, and reporting on grants.
• Supervisory experience: At least a minimum of 2 years of supervisory experience of staff.
• Project Management Experience: Experience in managing projects from inception to completion, ensuring they meet goals and timelines, particularly in the water sector
• Nonprofit or Government Experience: Experience working in a nonprofit or government agency focused on environmental, or water resource management is highly desirable.
• Stakeholder Engagement: Experience working with diverse stakeholders, including community groups, government agencies, and private sector partners.

Ideal Skills and Abilities:

• Grant Writing: Proficiency in writing clear, compelling, and compliant grant proposals.
• Budgeting: Ability to create and manage detailed budgets for projects.
• Communication: Strong verbal and written communication skills to interact with stakeholders, team members, and funding agencies.
• Research: Ability to research and identify potential funding sources and understand their requirements.
• Compliance: Knowledge of federal, state, and local regulations related to grants and funding.
• Analytical Skills: Ability to analyze data and assess the effectiveness of funded projects.
• Technical Proficiency: Familiarity with productivity software such as Microsoft Excel, project management tools, and grant management software.

Ideal Knowledge:

• Grants Management Lifecycle: Understanding of the entire grants management process, including pre-award, award, and post-award phases.
• Federal and State Regulations: Knowledge of the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (2 CFR Part 200) and other relevant regulations.
• Environmental and Water Resource Management: Familiarity with water distribution, water utility, flood protection, and stream stewardship projects.
• Financial Management: Understanding of financial reporting, auditing, and internal controls.

For a Grants Manager position, especially one focused on funding capital improvement projects for water infrastructure, the following software skills are essential:
Software Skills

1. Microsoft Office Suite: Proficiency in Word, Excel, PowerPoint, and Outlook for document creation, data analysis, presentations, and communication.
2. Grant Management Software (GMS): Familiarity with software like Salesforce, Blackbaud, Amplifund, eCivis or other grant management systems used for tracking and managing grants.
3. Customer Relationship Management (CRM): Experience with CRM software to manage relationships with stakeholders, donors, and funding agencies.
4. Project Management Tools: Knowledge of tools like Projectmates, Microsoft Project, Trello, Smartsheets, or Asana for planning, executing, and monitoring projects.
5. Financial Software: Experience with financial software such as Vena, Infor, QuickBooks or Oracle Financials for budgeting and financial reporting.
6. Data Analysis Tools: Proficiency in tools like MS Power BI, SPSS, Excel, or Tableau for analyzing data and generating reports.
7. Statistical Software: Familiarity with statistical software for evaluating project outcomes and impact.
8. Document Management Systems: Experience with systems like SharePoint or Egnyte for organizing and storing documents.

These software skills will help the Grants Manager efficiently handle the various aspects of their role, from writing proposals to managing budgets and reporting on project outcomes.
Ideal Training and Education:

• Equivalent to graduation from an accredited four-year college or university with major coursework in finance, accounting, economics, business or public administration, or a related field. 
• Master’s degree is ideal. A master's degree in Public Administration, Business Administration, or a related field can be beneficial for career advancement.
• Other certifications in government project management, or specific trainings related to grants management is a plus.

Required License or Certificate

Possession of, or ability to obtain, an appropriate, valid California driver's license. Individuals who do not meet the driver's license requirement due to a disability will be considered for a reasonable accommodation on a case-by-case basis.