Show/Hide

To get Coronavirus updates and protection tips, Click Here.

Responsibilities Relative to Grants Received by the County

Print
Press Enter to show all options, press Tab go to next option
  1. The Grants Analyst is responsible for the following relative to program grants:
    1. preparation and/or review of financial reports for accuracy and compliance with grant accounting policies and procedures;
    2. review/preparation of accounting spreadsheets, journal entries, and reports for grant managers and administrators as needed;
    3. preparation of indirect cost schedules and journal entries;
    4. consulting with grant managers and administrators on budget issues and provide support, including assistance with annual budget preparation when needed;
    5. communicating with Federal, State and other granting agencies when necessary to coordinate grant financial process;
    6. preparation of annual A-133 audit report and assist with year-end audit requirements; reviewing grant applications for grant terms and county funding requirements prior to submission for Commissioner approval;
    7. maintaining accurate and up-to-date records on current and pending grants;
    8. monitoring the grant process and assisting with the process of deobligating grants when complete;
    9. reviewing and processing contracts relative to grants through the signature process.
  2. The Budget Analyst is responsible for the following relative to capital grants:
    1. preparation and/or review of financial reports relative to capital grants for accuracy and compliance with grant accounting policies and procedures;
    2. consulting with grant managers and administrators on budget issues and providing support, including assistance with annual budget preparation, when needed;
    3. maintaining accurate and up-to-date records on current and pending capital grants;
    4. monitoring the grant process and assisting with the process of deobligating capital grants when complete.
  3. The County Department Head or his/her designated representative is responsible for:
    1. setting up an internal mechanism for distributing information on funding opportunities;
    2. approving the content/direction of a grant initiative to ensure that it is in keeping with the goals of the Department and vision of the County;
    3. verifying that there are sufficient County resources (e.g. staff, space) to accomplish the project;
    4. providing timely response for approvals to the Grants Analyst and/or Budget Analyst and the initiating division.
  4. The initiating County Division is responsible for:
    1. identifying problem areas that might be addressed using grant funds;
    2. engaging in broad-based planning that will ensure that the operational personnel and cooperating agencies essential to implementing the program are involved at the earliest stages;
    3. informing the Grant Analyst and/or Budget Analyst of needs and project plans through submittal of a Grant Intent Notification Form  20 days prior to the submission deadline for any project for which there is potential for grant funding;
    4. designing projects in such a way that activities can be institutionalized in the future should they result in successful programs, since grants are usually a source of temporary funding or for primarily starting or testing new initiatives;
    5. assigning a Project Director/Manager as the primary contact person;
    6. working with the Grants Analyst and/or Budget Analyst throughout the planning, application and implementation process;
    7. processing any application with the Grant Application/Proposal Processing Form through the proper channels for signatory approval;
    8. filing applications on time and in accordance with the funding agency’s instructions;
    9. developing partnerships that strengthen the project, but with careful awareness of possible conflict;
    10. if awarded, processing the award documents through the proper channels for signatory approval utilizing the Grant Award Processing Form;
    11. supplying a fully executed agreement to the Grants Analyst for program grants or Budget Analyst for capital grants;
    12. managing grant funds in accordance with the same policies and procedures as those required of County funds and in accordance with funding agency guidelines/requirements;
    13. managing the project in accordance with regulations and deadlines of the funding agency;
    14. monitoring any vendors or subrecipients that perform grant funded programs or provide grant funded services;
    15. providing copies of progress reports and evaluations to the Grants Analyst or Budget Analyst when filed with the funding agency;
    16. processing requests for funds through the Grants Analyst or Budget Analyst for accurate billing and financial accounting utilizing the Grant Reporting Processing Form.