Administrative Coordinator; Grants

Overview

The Future Lives Here! Starting in April 2026, the City will join the Florida Retirement System (FRS). This means expanded retirement benefits and stronger financial security for our employees.

The Administrative Coordinator (Grants) for a police department plays a critical role in securing funding for law enforcement programs, initiatives, and projects that enhance public safety, support community engagement, and ensure compliance with legal and regulatory standards. This position requires an understanding of both law enforcement priorities and grant processes, ensuring that the department maximizes available funding opportunities while maintaining strict adherence to grant regulations and timelines.

Deputy Chief

Supervision of Victims Advocates

• Research and identify local, state, and federal grant opportunities related to law enforcement, public safety, and community policing programs.
• Coordinates, assists with, and writes grant applications, proposals, amendments, and budgets.
• Prepares agenda items for City Commission consideration regarding grant applications.
• Assists in monitoring grant fiscal records for compliance with local, state, and federal policies and grant contracts.
• Manages The Children’s Trust grant and grant resources, including but not limited to:
• Review program staff duties.
• Ensures accuracy and completeness of all program participants’ files.
• Facilitates on-site monitoring visits.
• Acts as the department liaison to City Grants Administration & Management and community organisations and may attend grant seminars, conferences, and meetings related to potential funding.
• Stay informed on funding programs, including those from the Department of Justice (DOJ), Homeland Security, state agencies, and private foundations.
• Maintain a database of potential funding sources, deadlines, and eligibility requirements.
• Collaborate with department leadership, officers, and program managers to assess funding needs and develop targeted grant proposals.
• Write detailed, persuasive grant applications that align with the department's strategic objectives.
• Prepare and review documents including budgets, program descriptions, goals, and impact assessments.
• Ensure applications are submitted on time and meet compliance requirements.
• Monitor all active grants to ensure compliance with funding agency terms and conditions.
• Coordinate with the Grants Administration & Management division, Finance & Budget Department to implement programs, track expenditures, budget allocations, and fund usage by grant requirements.
• Prepare required reporting and documentation, including financial and project progress reports.
• Track the progress of grant-funded initiatives to ensure they meet goals, timelines, and budget constraints.
• Communicate regularly with project leads and staff to assess project status and resolve issues.
• Provide detailed status updates and reports to City Manager’s Office, department leadership and funding agencies as required.
• Serve as the primary point of contact between the police department and funding organisations.
• Build relationships with key stakeholders, including government agencies, law enforcement associations, community partners, and funding entities.
• Support department staff in understanding and navigating grant opportunities and requirements.
• Develop and deliver training sessions for staff on grant opportunities, application processes, and compliance standards.
• Guide officers and department leaders on incorporating grant objectives into daily operations.
• Maintain detailed records of grant applications, awards, reports, and correspondence.
• Organise documentation for audits, evaluations, or funding agency reviews.
• Manage renewal processes for multi-year funding opportunities.
• Develop strategies for sustaining and expanding funding sources.
• Perform additional duties as assigned.
• Ensures Victim Advocates comply with the duties and responsibilities of their positions.

All of the above information is intended to indicate the general nature and level of work performed by employees in this position. This description is not intended to contain or be interpreted as a comprehensive inventory of all duties and qualifications required of employees assigned to this position. Duties, responsibilities, and activities may change at any time with or without notice.

• Full-time/Regular in-person position.
• Standard workweek, which is forty (40) hours of work per week usually consisting of five (5) days of eight (8) hours per day or four (4) days of ten (10) hours per day. The workday may be varied for the efficient delivery of public service.
• Will be required to work other than the standard workweek on occasion, including evenings, weekends, and/or holidays.
• Will be required to work occasional overtime or shift assignments, if applicable.

• Bachelor’s degree in Criminal Justice, Public Administration, Business…