Grants and Project Coordinator at Polk County… · Bartow

Grants and Projects Coordinator Administration Parks & Natural Resources Management/Administration Team PG: 21 FLSA: Exempt

Must possess the physical, developmental and mental ability to perform job tasks, responsibilities and duties of the job illustrated below:

MAJOR FUNCTION:

Professional and administrative work responsible for coordinating grant management, compliance, and reporting activities for the Parks and Natural Resources Division. This position ensures adherence to County grant procedures, regulatory requirements, and funding agency guidelines while supporting division-wide projects, strategic planning, and public engagement initiatives.

Work involves managing multiple grants and agreements, coordinating reporting and compliance efforts, assisting with agenda development, and facilitating communication between staff, leadership, advisory boards, and the public. The position plays a key role in advancing division priorities through effective grant administration, strategic messaging, and project coordination that demonstrates program value and measurable outcomes for taxpayers

ILLUSTRATIVE DUTIES:

• Coordinates and manages grant administration activities for the division, including tracking, reporting, and compliance monitoring.
• Ensures compliance with County grant procedures, funding agency requirements, and applicable federal, state, and local regulations.
• Prepares and submits required quarterly, annual, and closeout reports in a timely and accurate manner.
• Reviews grant agreements, contracts, and related documents to ensure alignment with County policies and funding requirements.
• Coordinates with project managers and program staff to track deliverables, expenditures, and performance measures associated with grant-funded projects.
• Maintains centralized records and documentation for all grants, agreements, and compliance activities.
• Assists in identifying grant opportunities and supports application development as needed.
• Provides guidance and training to division staff on grant compliance requirements and procedures.
• Assists with the preparation, review, and coordination of agenda items, including documentation and supporting materials for Board approval.
• Supports development and coordination of division strategic planning efforts, including goal tracking, performance measurement, and implementation support.
• Prepares annual reports, executive summaries, and presentations highlighting division accomplishments, return on investment, and outcomes that demonstrate value to taxpayers.
• Develops and coordinates clear, consistent division messaging related to programs, projects, and initiatives to enhance public understanding and transparency.
• Aligns grant-funded projects and division initiatives with strategic plan goals to ensure measurable progress and community impact.
• Coordinates public engagement activities, including meetings with advisory boards, citizen committees, and community stakeholders.
• Facilitates communication and coordination between division leadership, County departments, external agencies, and the public.
• Assists with special projects, research, and analysis to support division initiatives and decision-making.
• Performs related duties as required.

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KNOWLEDGE, ABILITIES, AND SKILLS:

Knowledge of:

• Grant management principles, including compliance, reporting, and auditing requirements
• Federal, state, and local funding regulations and administrative procedures
• Contract and agreement review processes
• Public administration and governmental operations
• Strategic planning, performance measurement, and outcome-based reporting
• Public communication, messaging strategies, and community engagement practices

Ability to:

• Interpret and apply grant requirements, policies, and regulations
• Manage multiple grants and projects simultaneously with attention to detail and deadlines
• Develop clear, effective messaging that communicates program value and outcomes to diverse audiences
• Align projects and initiatives with strategic goals and organizational priorities
• Prepare clear, concise, and accurate reports, summaries, and presentations
• Communicate effectively both orally and in writing with staff, leadership, advisory boards, and the public
• Analyze information and translate data into meaningful insights and recommendations
• Establish and maintain effective working relationships with internal and external stakeholders

Skills in:

• Grant tracking and compliance monitoring
• Technical and executive-level writing
• Strategic communication and messaging development
• Project coordination and organizational planning
• Data analysis and performance reporting
• Facilitation of meetings and public engagement activities

MINIMUM QUALIFICATIONS:

• Bachelor’s degree from an accredited college or university in Public Administration, Business Administration, Planning, Environmental Science, Communications, or a related field.
• Three (3) years of experience in grant administration, project coordination, public administration, communications, or a related field.
• An equivalent combination of education, training, and experience that provides the required knowledge, abilities, and skills.

SPECIAL REQUIREMENT:

• You must possess a valid Florida Driver’s License at time of hire.
• Ability to attend evening meetings as required for advisory boards, public engagement, or Board-related activities.