Grants and Information Coordinator

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Position Title:

Grants and Information Administrator

Department:
City Manager

Division:
City Manager

FLSA:
Exempt

Retirement: KPERS

Effective Date:
July 23, 2026

GENERAL PURPOSE Provide professional communications, public information, and grant administration services for the City through independent planning, development, implementation, and evaluation of strategic communication initiatives and grant programs. Research, prepare, administer, and monitor complex grants while ensuring regulatory compliance and supporting City-wide organizational objectives.

SUPERVISION RECEIVED Works under the general supervision of the Assistant to the City Manager.

SUPERVISION EXERCISED May supervise support personnel, interns or contract staff as assigned.

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Note:

Important duties and responsibilities may include, but are not limited to, the following)

• Utilize professional grant expertise to identify prospective grants for City utilities, infrastructure, parks, equipment, emergency management and other programs.
• Understand and utilize federal grant processes including Notification of Funding Opportunity (NOFO), organizational eligibility, writing relevant content, providing necessary reports and statistics, attaching site plans and environmental reviews, gathering contractor quotes, creating budget/revenue/expense documents as part of project financials, submission through Grants.
  
  Gov and SAM.gov or other portals and mandatory reporting.
• Understand and utilize State of Kansas grant processes for grants by agency.
• Find additional grant opportunities through direct searches or through available databases.
• Develop strategy recommendations for grant pursuance including an assessment of likelihood of success and prioritizing key City needs or funding shortfalls.
• Track grant budgets, expenditures, deliverables and outcomes in conjunction with the lead Department and Finance.
• Maintain grant records and reporting schedules; ensure compliance with grantor requirements.
• Follow up directly with granting agencies on grant applications not awarded to gain information on future grant application improvements.
• Develop and implement a results-driven communication strategy that aligns with City goals.
• Proactively support City Departments with public information and outreach through the development and distribution of original content via all forms of media.
• Create, schedule and publish compelling content across platforms including Facebook, Linked In, Instagram, Tik Tok, and Next Door, providing reports on engagement levels.
• Work within budgets to promote City events and activities, utilizing purchasing card and reconciling expenses in financial software.
• Develop and distribute the Citys newsletter using Adobe InDesign or another platform and soliciting a print vendor through the Request for Proposals (RFP) process as necessary.
• Identify and implement alternatives to printed media that increase communications reach, save cost of printing and postage, and increase quality.
• Develop high quality presentations, flyers or other visual material needed for event promotion and education using Microsoft PowerPoint, Canva or other software.
• Oversee and manage City website including primary responsibility for selection and contract maintenance of website provider, update website content across all areas regularly, implement necessary website platform upgrades, identify requirements for ADA accessibility and ensure website compliance, monitor website maintenance costs including ADA and other modules, find and fix broken website links, collaboratively develop website policies and procedures, and provide training to Department administrative staff.
• Attend and record City Commission meetings and other regularly scheduled City meetings.
• Oversee audio/visual system for recording City Commission and other meetings, working with vendors and IT staff as needed. Live stream and post videos to City You Tube Channel, editing if needed. Write recording and publishing procedures and train back up staff to record City Commission meetings.
• Produce live content at events and support multimedia storytelling.
• Attend City ceremonies, festivals, events partner organization meetings and community events and activities to represent the City Managers Office, capture video or photos and share City information formally and informally.

• Support annual Spring Clean Up, State of the City, Camp Leavenworth festival and Business Symposium.
• Provide back-up