Grant Specialist

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Position Description


REPORTS TO: Library Director


SALARY: $56,030.72 – $84,046.08



This professional position is responsible for assisting with, monitoring, and coordinating the financial and administrative operations of citywide grant programs. This position is responsible for providing expertise and consultation to City staff and will research, identify, and determine the availability of funding opportunities to support departmental goals, capital improvement projects, and the goals identified in the City’s Strategic Plan.  This position will work with City staff from various departments to write, develop, and submit all required documentation for public and private grant and funding opportunities and ensure compliance with the guidelines of granting agencies. Work requires the exercise of independent judgment within established policies and procedures and is performed under the general direction of the Library Director.


 The list of essential functions, as outlined herein, is intended to be representative of the major tasks performed within this classification. It is not necessarily descriptive of any one position in the class. The omission of an essential function does not preclude management from assigning duties not listed herein if such duties are a logical assignment to the position. Specific tasks on a day-to-day basis will reflect the overall areas of expertise for this position.

  • Researches and identifies grant funding sources. Reviews literature dealing with funds available through grants from governmental agencies and private foundations and assists in determining the feasibility of supplementing, developing, and expanding programs funded by these grants.
  • Completes grant applications and coordinates with various departments to submit all documentation required to apply for grants from governmental agencies and private foundations.
  • Communicates grant acquisition to City Administration and Department Directors.
  • Provides education and training for department staff administrating grant funding; performs analysis and support for projects.
  • Completes or ensures project personnel complete regular programmatic reports within the required time frame.
  • Maintains records of current and archived grant-funded projects and grant applications.
  • Ensures each grant-funded program/personnel complies with guidelines established in the contract by the grantor agency.
  • Assists project personnel in coordinating the application for submission, contract modifications, reporting, and auditing.
  • Prepares grant letters, application packages, and related documentation, including photographs, videos, statistics, and other documentation required to substantiate funding requests.
  • Ensures application deadlines are met for renewal and new grants.
  • Demonstrates strong research and written communication skills and ensures all grant correspondence, files, reports, tasks, and other deliverables are recorded and regularly updated.
  • Tracks grant proposals, awards, performance, and related statistical information and completes analysis and reconciliation of grant-funded projects, reimbursement requests, and regulatory reports to the City’s Finance Department.
  • Analyzes expenditure trends and assists the Finance Department with audit preparation for grant-funded projects;
  • Demonstrates a strong ability to manage multiple competing priorities across departments effectively.
  • Prepares grant financial reports on a quarterly and as-needed basis.
  • Performs research projects requiring a high degree of analytical ability and familiarity with City policy and procedures.
  • May be required to work overtime or alternate hours as necessary for the efficient operation of the department.
  • Performs other duties as assigned and related work as required.
  • The position may be designated as mission-critical.
Knowledge, Skills, and Abilities:
  • Thorough knowledge of various grant revenue sources available to local governments, including state, federal, and private sources; ability to remain current on all new funding sources and the administration of funding sources.
  • Working knowledge of U.S. and State government grant regulations and policies.
  • Ability to compile data and create reports.
  • Ability to write and obtain grants; perform all work necessary to comply with grant requirements.
  • Ability to interpret rules and regulations.
  • Ability to use office equipment, a multi-line phone system, and a personal computer with a Windows environment.
  • Ability to organize and present clear and concise reports, orally and in writing.
  • Considerable knowledge of the principles of public administration as they relate to the budgetary process.
  • Considerable knowledge of record preparations and maintenance practices and procedures.
  • Considerable knowledge of statistical concepts and research methodology used in data collection, analysis, and report presentation.
  • Ability to review, evaluate, and control requests within established budgetary guidelines.
  • Ability to establish and maintain effective working relationships with the City Administration, Department Directors, intergovernmental agencies, employees, and the general public.
  • Bachelor’s Degree from an accredited college or university in English, Communications, Marketing, Public Relations, Business Administration, or a related field.
  • Five (5) years of demonstrated successful experience in grant writing, administration, and reporting for public and private grant opportunities.
  • An equivalent combination of education, training, and experience provides the knowledge, skills, abilities, and other competencies necessary for success in the target position.

 Must be able to work nights and weekends. Meet FEMA requirements for NIMS certification. Possess a valid Florida driver’s license. Every New Port Richey employee is required to fill out a Disaster Response Survey and is subject to being required to report to work during a declared disaster.


       Physical Ability:

Requires sedentary work that involves walking or standing some of the time and routine keyboard operations. The job risks exposure to no significant environmental hazards.The job requires normal visual acuity and field of vision, hearing, speaking, color perception, sense of smell, depth, and texture perception.

      Sensory Requirements:

Ability to hear, speak, and understand conversations in English in various tones of voice. Adept at listening to and understanding others from a variety of cultural backgrounds. Ability to see, read, and comprehend letters, numbers, words, characters, or symbols, which are both large and small. Ability to print and draw letters, digits, terms, characters, and symbols that are legible and understood by others. Ability to learn complex tasks and remember how to complete tasks without assistance once trained.


Administrative and other work is performed under typical office conditions and in every room of the Library where operations are conducted. The noise level in the work environment is usually (moderate but may be noisy in open locations and programming areas.). Ability to deal with stress related to routine deadlines and occupational problems, which demand immediate attention. The necessity to multi-task successfully. Ability to accept decisions made by others that may oppose their own views.

Applications can be emailed to, faxed to 727-853-1043 or sent/dropped off to 5919 Main Street, New Port Richey, FL 34652.  EOE/DFWP

The City of New Port Richey is an Equal Opportunity Employer. In compliance with Equal Employment Opportunity guidelines and the Americans with Disabilities Act, the City of New Port Richey provides reasonable accommodation to qualified individuals with disabilities and encourages prospective and current employees to discuss potential accommodations with the employer.