Project Coordinator

YOU MUST SUBMIT YOUR DRIVER'S LICENSE WITH YOUR APPLICATION.CITY OF HENDERSON, KENTUCKY

CLASSIFICATION SPECIFICATION

CLASSIFICATION TITLE:                         PROJECT COORDINATOR

PURPOSE OF CLASSIFICATION

The purpose of this classification is to oversee, coordinate, and administer all externally-funded projects (i.e. local, state, federal, third-party, etc.), as well as all community development projects (i.e. Inner City Improvement Plan, Community Development Block Grants, etc.); includes submitting applications, contract administration, managing documentation, monitoring compliance, coordinating activities with various City departments, construction management, maintaining records, project management, routine reporting, and closeout for all projects and programs of responsibility.

ESSENTIAL FUNCTIONS

The following duties are normal for this position.  These are not to be construed as exclusive or all-inclusive.  Other duties may be required and assigned.

•     Coordinates development, submission and/or acceptance of all City grants.

•     Prepares grant application and all related documents and manages grant processes through closeout.

•     Manages all grant records and reports and maintains files for City audit review including all contracts, reimbursement requests and amendments.

•     Assists the Finance department and city auditors with all grant-related reporting and entries.

•     Assists departments and agencies in identifying, preparing, submitting, and administering grant proposals to various federal, state, and local agencies.

•     Monitors programs for compliance with all applicable regulations, notices, guidelines, plans, and city priorities.

•     Prepares financial reports, budgetary documentation, and financial records in compliance with federal guidelines for monitoring and audits.

•     Prepares or completes various forms, reports, correspondence, financial reports, action plans, vouchers, bids, contracts, construction documents, draw requests, or other documents manually or via computer.

•     Communicates with supervisor, employees, other departments, government officials, inspectors, appraisers, surveyors, engineers, attorneys, contractors, clients, the public, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.

•     Maintains a comprehensive, current knowledge and awareness of applicable laws/regulations; attends workshops and training sessions as appropriate.

•     Operates Microsoft Office products and/or ability to learn database, spreadsheet, and analytical applications.

•     Researches new insights and innovative solutions to grants management and apply findings to formulate and implement as appropriate.

•     Efficiently prioritizes, plans, and organizes own work activities to complete multiple projects/tasks simultaneously while complying with all applicable policies, procedures, and standards.

•     Establishes and maintains effective working relationships with City officials, employees, professional colleagues, representatives of federal, state, and local agencies, and the public.

•     Conveys clear and accurate information in an appropriate and tactful manner via business correspondence, reports, conversations, and presentations to City officials, employees, professional colleagues, and the public.

•     Provides general community development information to the public; responds to routine questions, complaints, or requests for service; initiates problem resolution.

•     Provides fair housing, equal employment opportunity, affirmative action, and community development information to neighborhood or public housing resident groups, pursuant to the fair housing plan.

•     Serves as contract manager for all agreements with sub-recipients of HUD programs; develops, negotiates, and reviews contracts; prepares all bidding, construction, and closeout documentation; updates appropriate parties on legal changes.

•     Interviews applicants for community development plans/funding; provides technical assistance to applicants and sub-recipients; reviews proposals and applications; meets with department staff for evaluation of proposals and applications.

•     Reviews and processes billing and reimbursement requests from sub-recipients; prepares draw requests for partial payments.

•     Assists and directs sub-recipients with procurement, bidding, specifications, labor standards, and contractual and regulatory requirements.

•     Prepares schedule for monitoring of all sub-recipients and programs; schedules monitoring visits; notifies appropriate parties of visits and purposes; reviews sub-recipients for compliance with contractual and regulatory obligations; prepares required reports and summaries of monitoring; follows up on problem areas; informs appropriate parties of concerns or findings.

•     Provides technical assistance in assigned areas; monitors contracts; ensures sub-recipients are informed of appropriate information affecting contracts; ensures contracts contain appropriate regulatory provisions; ensures sub-recipients comply with technical provisions of applicable laws; assists sub-recipients in complying with federal provisions for displacement and relocation of tenants and property owners; prepares reports for HUD as necessary on compliance with regulatory areas.

•     Assists with general program management; assists in preparation of HUD reports; provides ongoing needs assessment for community development programs and services; analyzes overall community needs and assists in developing programs to meet needs; coordinates with other local agencies and organizations to avoid duplication of services and to effectively use community resources; markets programs and activities to the public.

•     Analyzes applications for funding allowability, appropriateness, and community priority; solicits public comment on community development activities.

•     Maintains and updates files and documentation on all programs for review and HUD compliance; maintains and updates department reference material.

•     Revises and updates Integrated Disbursement and Information System (I.D.I.S.) and utilizes to receive funding.

•     Coordinates and directs other staff as necessary for assigned projects.

•     Serves as the project manager for various construction or special assigned projects.

•     Maintains regular and predictable in-person attendance during regular business hours of the City of Henderson is required.

•     Must undergo and successfully complete drug test and alcohol screening prior to employment and undergo and successfully complete future drug test and/or alcohol screening pursuant to the City's drug and alcohol policy.

ADDITIONAL FUNCTIONS

•     Prepares departmental files; sorts/organizes documents to be filed; files documents in designated order; locates/removes files; maintains file system of departmental records.

•     Provides assistance to other employees as needed.

•     Performs other related duties as required.

MINIMUM QUALIFICATIONS

Bachelor degree with course work emphasis in Public Administration, Business Administration, Urban Planning, Grants Administration or related field required (Master degree in Public Administration is preferred); supplemented by three (3) years previous administrative experience and/or training that includes experience developing and overseeing grant proposals and identifying various funding sources (or related) and one-year experience with administering Community Development Block Grant (CDBG); or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. Must possess and maintain a valid driver's license.

Must obtain CDBG Administrator certification within one year of employment.

PERFORMANCE APTITUDES

Data Utilization:  Requires the ability to review, classify, categorize, prioritize, and/or analyze data.  Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.

Human Interaction:  Requires the ability to provide guidance, assistance, and/or interpretation to others regarding the application of procedures and standards to specific situations.

Equipment, Machinery, Tools, and Materials Utilization:  Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.

Verbal Aptitude:  Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.

Mathematical Aptitude:  Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.

Functional Reasoning:  Requires the ability to apply principles of rational systems; to interpret instructions furnished in written, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.

Situational Reasoning:  Requires the ability to exercise judgment, decisiveness and creativity in situations involving evaluation of information against measurable or verifiable criteria.

ADA COMPLIANCE

Physical Ability:  Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or workstation.

Sensory Requirements: Some tasks require the ability to perceive and discriminate sounds and visual cues or signals.  Some tasks require the ability to communicate orally.

Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions.

This job description does not constitute a contract of employment.  Any oral or written statements or promises to the contrary are hereby expressly disavowed and should not be relied upon by any prospective or existing employees.  This job description is subject to change by the employer (the City of Henderson) at the discretion of the employer, or as the needs of the employer and/or requirements of the job change.  The City of Henderson explicitly reserves the right to modify any of the provisions of this job description at any time and without notice.  The duties listed above are intended only as illustrations of the various types of work that may be performed.  The omission of specific statements of duties or essential functions does not exclude them from the position if the work is similar, related, or a logical assignment to the position.