Program Manager - Fiscal Recovery and Grants Management

The Finance Department is seeking to fill one (1) highly qualified Program Manager to lead the Fiscal Recovery and Grants Management unit within the Accounting Division. If you are interested in this position, please apply!

The mission of the Finance Department is to strategically manage the City of San José’s financial resources in a transparent and accountable manner for the benefit of all stakeholders. 
The Finance Department has five core divisions:

• Accounting
• Administration
• Debt & Treasury Management
• Purchasing & Risk Management
• Revenue Management

The Finance Department works in partnership with the departments of Human Resources, Information Technology, and Public Works as the City’s Strategic Support City Service Area to effectively develop, manage, and safeguard City fiscal, physical, technological, and human resources to enable and enhance the delivery of City services and projects. The Finance Department has a $26.8 million operating budget and 127 budgeted full-time equivalent (FTE) positions.

Position Duties

The essential duties of this Program Manager position include the following: 

• Design, implement, and maintain a City-wide grants management system and database; create visual presentations of composite data; and perform comparative analyses of fiscal and operational performance data. 
• Develop and manage City-wide grants policies and procedures and provide oversight and guidance for Department grants staff on grants administration and management processes. 
• Develop and update a quarterly report regarding City-wide grants activity and funding status. 
• Continually conduct research for new grant funding sources. Provide timely advice and information on grant funding opportunities, requirements and procedures. 
• Facilitate City-wide grant management meetings and training, and establish strong favorable relationships with grant writers, administrators and managers City-wide. 
• Coordinate grant writing and submission with City departments; manage, monitor, and track grants performance and expenditure data to ensure compliance with grantor requirements; maintain reporting schedules; and monitor grant balances and provide reports. 
• Develop and write City-wide grant applications, and complete financial and reporting requirements of awarded grants that span multiple City departments, including disaster grant funding received by the City. 
• Review and evaluate grant proposals while ensuring the City’s ongoing compliance with all federal, state, and local grant requirements. 
• Provide assistance and guidance in resolving issues and conflicts with grant funding agencies. Track and respond to grantor inquiries. 
• Perform related work, such as developing grants-related Council memoranda and presentations, as required. 
• Supervise subordinate supervisory and professional staff, including hiring, onboarding, training, performance evaluation, discipline, and assigning work responsibilities.
• Plan, implement, and manage departmental programs and operations, ensuring efficient utilization of resources; develop and execute work plans and process  improvements; analyze  program operations to improve efficiency and effectiveness.
• Administer the program budget, including development, implementation, expenditure tracking, and revenue monitoring.
• Conduct outreach and public engagement efforts to inform the community and stakeholders  about programs and services.
• Establish and implement goals, objectives, and operating guidelines to ensure effective program delivery and compliance with policies and procedures.
• Represent the program area to outside agencies and professional associations; foster positive working relationships through coordination with other governmental agencies, nonprofits, and businesses.
• Provide conflict resolution and respond to stakeholder inquiries.
• Negotiate, execute, and administer contracts and agreements with vendors, agencies and contractors in compliance with City procedures.
• Advise and support program supervisors, coordinators, and staff, providing expertise in programmatic and operational areas.
• Lead the implementation or upgrade of the grants management software as part of the City’s Enterprise Resource Planning (ERP) system, as needed.
• Coordinate the development and maintenance of the Citywide grants inventory listing and support the preparation of the Single Audit, including collaboration with departments and external auditors.
• Perform other related duties as assigned.