Job Description

General Statement of Job Under the general supervision of the Chief of Police, the Grants Manager is responsible for monitoring and overseeing the police department’s grant portfolio to ensure compliance with all applicable requirements, regulations, and reporting obligations. The role serves as a central liaison for internal departments and external granting agencies concerning all matters of grants compliance. The position is critical to maintaining accountability, fiscal integrity, and transparency in the police department’s grant administration. Essential Job Functions Grant Monitoring – Develops and implements systems for tracking grant activities, including timelines, milestones, and deliverables. Monitors grant expenditures and compares them to approved budgets to ensure compliance with grant terms and conditions. Reviews grant program performance measures and contract scopes of work. Compliance Oversight – Ensures compliance with all federal, state, and local laws and regulations applicable to grants, including OMB Circulars and Uniform Guidance. Identifies and assesses potential risks to compliance and develops appropriate mitigation strategies. Reviews and records grant reimbursement requests. Provides guidance and technical assistance to city departments and staff on compliance‑related matters. Reporting – Monitors and ensures all required financial and programmatic reports to granting agencies are submitted in accordance with the grantor’s requirements. Maintains a reminder system for reporting deadlines and assigns responsibility for each report. Creates customized internal reports to demonstrate project progress and financial status. Audits and Reviews – Supports internal and external audits of grant programs. Ensures grant files are complete, accurate, and compliant with audit requirements. Process Improvement – Maintains and updates a comprehensive tracking system for all grant‑related documents and information. Develops and implements processes and procedures to enhance grant management and compliance. Provides training and support to staff on grants management software and compliance procedures. Performance Indicators Knowledge of Job – Thorough knowledge of grant administration, compliance regulations, and municipal finance. Quality of Work – Ensures accuracy and accountability in grant‑related activities and reporting. Quantity of Work – Maintains effective and efficient output of all duties and responsibilities. Dependability – Assumes responsibility for doing assigned work and meeting deadlines. Attendance – Attends work regularly and adheres to city policies and procedures regarding absences and tardiness. Initiative and Enthusiasm – Maintains an enthusiastic, self‑reliant and self‑starting approach to meet job responsibilities and accountability. Judgment – Exercises analytical judgment in areas of responsibility. Cooperation – Accepts supervisory instruction and direction and strives to meet the goals and objectives of same. Relationships with Others – Shares knowledge with supervisor for mutual and city benefit. Coordination of Work – Plans and organizes daily work routine. Establishes priorities for the completion of work in accordance with sound time‑management methodology. Safety and Housekeeping – Adheres to all safety and housekeeping standards established by the city and various regulatory agencies. Education & Experience Requires a Bachelor’s Degree in Business Administration, Finance, Accounting, Public Administration, or a related field, and five (5) years of relevant experience with government grant administration, budgets, contracts, and/or compliance. A combination of education and experience may be considered. Special Requirements An acceptable general background check to include a local, state, and federal criminal history check. A valid driver’s license with an acceptable driving record. Minimum Qualifications or Standards Required to Perform Essential Job Functions Physical Requirements – Must be physically able to operate standard automated office equipment. Must be able to exert up to 20 pounds of force occasionally, and/or 10 pounds frequently, and/or negligible force constantly. Data Conception – Requires the ability to compare, analyze, and assess data for accuracy and compliance. Interpersonal Communication – Requires the ability to communicate effectively with internal staff and external agencies. Language Ability – Ability to read and prepare a wide variety of reports, correspondence, and technical documents; ability to present findings clearly. Intelligence – Ability to interpret complex compliance guidelines and solve practical problems with limited standardization. Verbal Aptitude – Ability to explain procedures clearly and follow oral and written instructions. Numerical Aptitude – Ability to perform advanced calculations, develop financial reports, and interpret numerical data. Form/Spatial Aptitude, Motor Coordination, Manual Dexterity – As required for standard office tasks. Americans with Disabilities Act (ADA) Requirements The City of Portsmouth is an Equal Opportunity Employer. ADA requires the City to provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are invited to discuss accommodations. Class Definition Notice This is a class description and not an individual position description. A class specification defines the general character and scope of duties and responsibilities of all positions in a job classification, but is not intended to describe and does not necessarily list the essential job functions for a given position in a classification. #J-18808-Ljbffr City of Portsmouth

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