DISTINGUISHING CHARACTERISTICS OF WORK

The Grants & Revenue Specialist is a professional-level position responsible for the full lifecycle of post-award grant administration and departmental revenue management. This role is distinguished by its focus on ensuring federal compliance, maintaining audit-ready documentation, and managing complex funding streams across multiple grant programs. The position is distinguished from administrative or clerical support roles by its responsibility for financial monitoring, grant expenditure tracking, budget preparation, drawdown processing, and revenue reconciliation.

ESSENTIAL EXAMPLES OF DUTIES

The following illustrates examples of some of the essential duties and responsibilities of the Grants & revenue Specialist. There may be other essential functions, not listed below, in order to accomplish the tasks as presented by the Supervisor.

• Serves as the primary staff member responsible for post-award grant administration, including maintaining compliance with 2 CFR 200 Uniform Guidance.
• Tracks grant expenditures across multiple funding sources and monitors allowable costs, match requirements, and spending deadlines.
• Prepares and submits programmatic and financial reports to grantors (DOJ, FDLE, VOCA, COPS, FEMA, BJA, etc.).
• Processes drawdown requests, reimbursement requests, closeout packets, and expenditure reports.
• Ensures documentation meets grantor standards for audit readiness and retention.
• Coordinates with divisions to ensure grant-funded personnel meet activity reporting requirements (e.g., timesheets, narratives, allocations).
• Assists the Fiscal Operations Supervisor with grant planning, research, application drafting, and collection of required documentation.
• Reviews notices of funding opportunities to identify allowable costs, requirements, and risk indicators.
• Helps prepare application budgets and gathers quotes for grant submissions.
• Responsible for processing departmental general fund deposits, documenting revenue sources, and uploading supporting documentation in Workday.
• Tracks revenue streams tied to grants, forfeiture programs, cost-recovery activities, and special projects.
• Prepares reconciliations and revenue summaries for the Fiscal Operations Supervisor and Business Manager.
• Supports the Fiscal Operations Supervisor by preparing documentation for Law Enforcement Trust Fund (LETF) State and Federal Equitable Sharing compliance.
• Compiles annual reports, monitors expenditures, and ensures spending aligns with governing regulations.
• Maintains records required for federal audits and site inspections.
• Creates customer invoices, applies customer payments, and assists with budget amendments related to grant or revenue adjustments.
• Ensures transactions reflect accurate Work-tags (grant, program, project, funding source).
• Provides supporting documentation for budget transfers and revisions.
• Maintains organized and auditable fiscal folders for each grant, including supporting documents, reimbursement packets, expenditure logs, and correspondence.
• Responds to audit requests from Finance, OMB, State, or Federal agencies by compiling required material.
• Prepares expenditure summaries, reimbursement logs, and burn rate reports.
• Provides revenue and grant-related data for City Council items.
• Assists the Business Manager and Fiscal Operations Supervisor with grant forecasting and maintaining long-term grant calendars.
• Performs related duties as assigned by the Fiscal Operations Supervisor or Business Manager.

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of federal and state grant regulations, including DOJ, VOCA, FEMA, FDLE, Byrne/JAG, COPS, and other law-enforcement-related programs.
• Knowledge of 2 CFR 200 and federal grant lifecycle requirements (pre-award, post-award, reporting, closeout).
• Knowledge of basic accounting principles, public-sector budgeting, and financial documentation.
• Skilled in compiling accurate financial reports, tracking expenditures, and maintaining comprehensive grant records.
• Ability to prepare, process, and reconcile revenue deposits and upload supporting documentation in Workday.
• Ability to apply accurate Work-tags (program, grant, project, funding source) for Workday transactions.
• Ability to maintain audit-ready documentation that satisfies federal and state retention standards.
• Ability to interpret grant guidelines, identify compliance risks, and resolve documentation discrepancies.
• Ability to communicate clearly and effectively with internal staff, vendors, Finance, OMB, and grantor agencies.
• Proficiency in Microsoft Office applications, especially Excel.
• Knowledge and practical experience applying 2 CFR 200 Uniform Guidance, including allowable costs, record retention, procurement standards, and audit requirements.
• Knowledge and experience preparing or assisting with financial reports, programmatic summaries, burn rate reports, expenditure logs, or similar grant-related documentation.
• Knowledge and experience processing deposits, revenue reconciliation, or financial documentation preferred.
• E Knowledge and experience using enterprise financial or grant management systems (e.g., Workday) preferred.
• Knowledge and experience with Workday Financials, Grant Worklets, or Budget Worklets.
• Knowledge and experience managing law-enforcement grants, including LETF and Federal Equitable Sharing.
• Knowledge and experience preparing federal grant reimbursement requests, including VOCA, Byrne/JAG, COPS, FEMA, or BJA programs.

PHYSICAL DEMANDS

• Must have the ability to effectively communicate and interact with other employees and the public through the use of telephone and personal contact as normally defined by the ability to see, read, talk, stand, hear, hands to finger dexterity, handle, feel, or operate objects, and read and write English.
• Physical capability to effectively use and operate various items of office equipment, such as but not limited to a personal computer, calculator, copier and fax machines.
• Work is performed indoors within a quiet to moderately noisy environment.
• Must be able to lift, carry, and or push articles weighing up to 20 lbs.

MINIMUM TRAINING AND EXPERIENCE

• Bachelor’s degree from an accredited college or university in Public Administration, Finance, Business Administration, Accounting, Criminal Justice, or a closely related field.
  OR
• Associate degree and two (2) years of additional relevant experience may substitute for the bachelor’s degree.
  OR
• High school diploma/GED and four (4) years of progressively responsible experience in grant, financial, or administrative support work.
• Two (2) years of experience in grant administration, financial reporting, accounting support, or program compliance, preferably within a governmental or law-enforcement environment.
• English & Spanish speaking preferred.
• Any combination of education and experience may be considered.