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Grant Specialist

Tulsa County
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Grant Specialist

Department/Division: Tulsa County District Attorney’s Office - Finance Division 
Openings: 1
Employment Type: Full-Time, In-Office

 

Position Summary

The Grant Specialist for the Tulsa County District Attorney’s Office (TCDA)is responsible for managing and overseeing grants throughout the full grant lifecycle, from opportunity identification and application development through award administration, implementation, monitoring, reporting, modification, renewal, and closeout. This position researches and develops grant opportunities, prepares and submits grant applications, and administers grant awards and contracts to ensure compliance with applicable funding requirements, organizational policies, and project objectives.

The Grant Specialist serves as a key point of contact for grant-funded staff, subrecipients of TCDA funding, organizations providing subgrants or other funding to TCDA, community partners, governmental agencies, and other project stakeholders. The position monitors progress toward grant goals and objectives, maintains documentation of project activities and outcomes, identifies and addresses implementation or compliance issues, coordinates stakeholder communication, and organizes and facilitates project and stakeholder meetings.

The Grant Specialist maintains comprehensive electronic and hard-copy grant files; prepares and submits required financial and programmatic reports; monitors grant budgets, expenditures, deliverables, and performance; coordinates grant-related activities across departments and partner organizations; and ensures grant requirements are satisfied through award closeout.

This position also conducts ongoing research to identify new funding opportunities and collaborates with internal staff and external partners to develop competitive grant proposals that support the mission, priorities, and community needs served by TCDA.

The successful candidate will demonstrate exceptional organizational, written communication, research, analytical, and project management skills. The position requires the ability to manage multiple grants, deadlines, partners, reporting requirements, and competing priorities while exercising sound judgment, maintaining confidentiality, and adhering to the highest ethical standards. A strong work ethic, attention to detail, and commitment to public service are essential.

 

 

Essential Duties and Responsibilities

  • Manage and oversee grants throughout the full grant lifecycle, including research and development, application, award, implementation, monitoring, reporting, modification, renewal, and closeout.
  • Research, identify, and evaluate potential federal, state, local, and other grant funding opportunities.
  • Develop and coordinate competitive grant proposals that align with TCDA's mission, organizational priorities, community needs, and applicable funding requirements.
  • Prepare and submit professional-quality grant applications, narratives, budgets, supporting documentation, and other required materials.
  • Administer grant awards, contracts, and related funding agreements in accordance with applicable requirements, policies, terms, and conditions.
  • Maintain regular communication with grant-funded personnel, attorneys and legal staff, governmental agencies, nonprofit organizations, subrecipients, sub-grantors, community partners, funders, and other stakeholders.
  • Monitor progress toward grant goals, objectives, milestones, deliverables, and performance measures.
  • Collect, organize, analyze, and maintain written documentation of grant-funded activities, outcomes, expenditures, and performance.
  • Identify implementation challenges, deficiencies, or compliance concerns and take appropriate steps to resolve or escalate issues.
  • Develop and submit required financial, programmatic, performance, and other grant reports accurately and within established deadlines.
  • Monitor grant budgets, expenditures, projections, and financial activity to ensure compliance with approved budgets and funding requirements.
  • Coordinate grant-related activities among internal departments, grant-funded staff, subrecipients, partner organizations, and other stakeholders.
  • Organize, coordinate, and facilitate stakeholder and project meetings, including preparing agendas and meeting materials, communicating with participants, documenting discussions and decisions, and following up on action items.
  • Maintain complete, accurate, and organized electronic and hard-copy grant files and records.
  • Review and interpret grant agreements, contracts, funding announcements, regulations, policies, guidelines, budgets, reports, and other related documents.
  • Ensure required grant activities, documentation, deliverables, reporting, and compliance requirements are completed throughout the award period and through closeout.
  • Assist with grant renewals, amendments, modifications, extensions, and other award-related actions as necessary.
  • Conduct ongoing research regarding funding trends, grant requirements, community needs, and potential funding sources.
  • Prepare correspondence, policies, procedures, project documentation, presentations, meeting materials, and other professional communications.
  • Present information and respond professionally and accurately to questions from internal staff, partner organizations, funders, community stakeholders, and the public.
  • Perform related duties and responsibilities as assigned.

Required Knowledge, Skills, and Abilities

The successful candidate must demonstrate the ability to:

  • Communicate effectively, both orally and in writing, and prepare professional-quality grant applications, programmatic and financial reports, correspondence, project documentation, meeting materials, policies, and other written materials.
  • Organize and manage multiple grants, projects, deadlines, reporting requirements, budgets, and competing priorities simultaneously.
  • Establish and maintain effective working relationships with attorneys and legal staff, grant-funded personnel, governmental agencies, nonprofit organizations, subrecipients, sub-grantors, community partners, and other internal and external stakeholders.
  • Communicate regularly with grant-funded personnel and partner organizations to obtain project updates, monitor progress, document activities, identify challenges or compliance concerns, and ensure required activities and deliverables are completed.
  • Organize, coordinate, and facilitate meetings, including developing agendas, communicating with participants, documenting discussions and decisions, and following up on action items.
  • Understand, or quickly learn and apply, governmental budgeting and generally accepted accounting principles and procedures, grant budgeting, financial management, and grant expenditure requirements.
  • Understand, or quickly learn and apply, applicable federal, state, and local laws, regulations, grant terms and conditions, funding requirements, and compliance standards.
  • Understand grant funding sources, grant development practices, application requirements, grant administration, monitoring, reporting, and compliance requirements, or demonstrate the ability to quickly acquire such knowledge.
  • Research and evaluate grant funding opportunities and assist in developing competitive grant proposals.
  • Collect, organize, analyze, and interpret quantitative and qualitative information to monitor grant performance, evaluate progress, prepare reports, and support grant development.
  • Apply mathematical concepts involving budgets, expenditures, percentages, projections, and other grant-related financial and performance data.
  • Effectively present information, facilitate discussions, and respond professionally and accurately to questions.
  • Read, interpret, and apply grant agreements, contracts, funding announcements, policies, regulations, guidelines, budgets, reports, and other job-related documents and instructions.
  • Maintain accurate, organized, and complete grant files and documentation with exceptional attention to detail.
  • Identify potential issues or deficiencies involving grant implementation, documentation, reporting, or compliance and take appropriate corrective or escalation measures.
  • Work independently with initiative and sound judgment while also working effectively as part of a team.
  • Work effectively in a busy environment with time constraints and shifting priorities while maintaining accuracy, professionalism, and confidentiality.
  • Use Microsoft Office applications, particularly Microsoft Word and Excel, and learn and effectively use grant management, financial, case management, and other Windows-based software systems, including Karpel.
  • Operate standard office equipment, including telephone, computer, copier, scanner, and printer.

Preferred Qualifications

  • Knowledge of legal terminology, governmental operations, criminal justice systems, or public-sector administration.
  • Experience with grant writing, grant administration, grant monitoring, or grant maintenance.
  • Experience working with governmental agencies, nonprofit organizations, public-sector entities, or other organizations subject to grant funding requirements.

Education and Experience

Education: Bachelor's degree or equivalent combination of education and relevant work experience required.

Experience: Experience in grant writing, grant administration, grant management, or grant maintenance is preferred.

Licenses and Certifications

None required.

Physical Requirements and Work Environment

The employee must be able to perform the essential functions of the position, with or without reasonable accommodation.

The position is performed in a high-traffic office environment with moderate noise. The incumbent is regularly required to talk and hear and to sit, stand, and walk for periods of time. The position may require bending and stooping and frequent use of hands and fingers to handle and manipulate objects. The incumbent may occasionally be required to reach overhead with hands and arms and lift or move objects weighing up to twenty (20) pounds. Close vision is required for the performance of essential job duties.

Additional Requirements

  • Must be able to pass a criminal background check.
  • Must maintain confidentiality and exercise sound judgment when handling sensitive organizational, financial, grant, personnel, and legal information.

Equal Opportunity Statement

The Tulsa County District Attorney's Office is committed to providing equal employment opportunities to qualified individuals and maintaining a professional workplace that values integrity, accountability, respect, and public service.

Disclaimer: This job description is intended to describe the general nature and level of work performed by employees in this position. It is not intended to be an exhaustive list of all duties, responsibilities, knowledge, skills, abilities, or working conditions associated with the position. Duties and responsibilities may be modified as organizational needs require.