Analyst I/II-Grants Management

City of San Jose , California


Job Information 

Temporary

Housing

Mid Level

Salary/Wage 

$71,219.20 - $94,452.80 Annually

Application Deadline 

Open Until Filled - First Review - August 9th at 11:59 PM

No Application Deadline

Recruitment Type 

Open Competitive

Details 

The Housing Department is seeking to fill:one regular full time and one temporary Analyst I/II position. The temporary position is currently funded through June 30, 2021.

The City of San José, the Capital of Silicon Valley, is one of the nation's best-managed cities and one of the top 10 cities in which to live, work, and do business. Moreover, San José is the center of cultural, government, and economic activity for the region.  The employees of the City of San José have embraced the following values:  Integrity, Innovation, Excellence, Collaboration, Respect, and Celebration.  The City's Housing Department is seeking an individual whose values align with the values of the City's employees.

The City of San José Housing Department is a leader in affordable housing and homelessness response. Its mission is to strengthen and to revitalize our community through housing and neighborhood investment. The Housing Department is committed to creating and supporting a diverse work environment with a staff that values inclusion. The Housing Department has an operating budget of approximately $11.8 million annually and 77 employees.

For FY 2020-21, the Department will receive $14.9 million in formula funding from the U.S. Department of Housing and Urban Development as a participating jurisdiction, in addition to HUD competitive grants of HOPWA-PSH and HOPWA-VAWA. The Department’s Grants Management Team currently administers approximately $40 million in active grant agreements for federal funds, plus State and local funding sources. The Team is working to rapidly respond to the community’s COVID-19 needs by redirecting existing federal awards, redirecting $27.7M in one-time State funding for homelessness response contracts, and committing $41 million in new CARES Act awards with more funding anticipated.

 
Positions & Duties
 

Please note that applications are currently not accepted through CalOpps or any other third party job board application system. To apply, applicants must complete an application via the City of San Jose’s website at www.sanjoseca.gov/citycareers.

 

The Housing Department is seeking qualified Analysts who will focus on effective grants management using several funding sources: the U.S. Department of Housing and Urban Development (HUD) entitlement programs (CDBG, ESG, HOME, HOPWA); the State of California; and local funds. Many of the contracts relate to homeless response and/or a prioritization of formerly homeless residents for other programs such as tenant-based rental assistance. Some contracts also fund community development infrastructure programs such as the installation of community WiFi networks, City-installed physical infrastructure such as Green Alleyways, and minor repair programs for low-income single family homes.

 

This position is responsible for delivering high-quality services to implement the funding process, contracting with awarded agencies, and assisting the agencies to design their programs and successfully provide needed services in a way that meets compliance requirements for the various federal, state, and local funding sources that the team administers. Additionally, this position will facilitate procurements, conduct presentations to community-based organizations, and will work closely with the Homeless Response Team. 

 

This position may administer both public service and community infrastructure agreements. Duties include: developing and negotiating contracts, monitoring grant compliance, training grantee staff on funding requirements, monitoring performance and program outcomes, ensuring timely and accurate payments to grantees, responding to HUD audit requests for information, and some presentations to internal and external stakeholders. 

 

Grants analysts are required to develop and maintain excellent working relationships with external organizations and other City departments. They are also responsible for writing clear, accurate, and grammatically-correct reports, correspondence, and City Council memos. 

 

Analysts’ work is inherently detail-oriented, so the ability to learn and follow extensive program rules is extremely important. Ideal candidates should be clear, accurate, and reliable oral communicators who are comfortable working independently but also collaboratively as part of a positive, high-energy team. Analysts’ work is also high volume, fast-paced, with shifting priorities so the ability to maintain focus, be adaptable, and flexible is highly desired. In addition, given the vitally important work that the Grants Management Team is doing to provide funding to organizations that serve vulnerable community members during the COVID-19 crisis, the ideal candidate for this position will be able to excel in a fast-paced environment with changing priorities, and will have personal values that align with the Department’s objectives of serving the community. 

 

Key Responsibilities of the position will include the following:

- Implementing the funding process

- Facilitating procurements 

- Evaluating funding applications

- Providing technical assistance to awarded agencies

- Contracting and negotiating with awarded agencies

- Monitoring compliance requirements at the federal, state, and municipal levels

- Reviewing invoices and processing reimbursement requests

Tracking payments by funding source

 

- Training grantee staff and departmental staff

- Report writing, correspondence, Council memos

- Following construction-related procurement procedures

 

This position may prepare, attend, and lead presentations at evening community meetings. 

 

The actual salary shall be determined by the final candidate’s qualifications and experience. In addition to the starting salary, employees in the Analyst I/II classification shall also receive an approximate five percent (5%) ongoing non-pensionable compensation pay.  

 

This recruitment may be used to fill multiple positions in this, or other divisions or departments. If you are interested in employment in this classification, you should apply to ensure you are considered for additional opportunities that may utilize the applicants from this recruitment.
 
Qualifications
 

Minimum Qualifications 

EDUCATION: A Bachelor's Degree from an accredited college or university.  Experience as a Staff Specialist with the City of San José may be substituted for the education requirement on a year for year basis.

EXPERIENCE: Analyst I: None. Analyst II: Two years of increasingly responsible professional staff analytic or administrative experience conducting studies, organizing and analyzing data, and preparing reports, recommendations, or conclusions for a functional area in budget, finance, grant administration, organizational analysis, general administration, or human resources.

EMPLOYMENT ELIGIBILITY: Federal law requires all employees to provide verification of their eligibility to work in this country. Please be informed that the City of San José will NOT sponsor, represent, or sign any documents related to visa applications/transfers for H1-B or any other type of visa which requires an employer application. 

Competencies 

The ideal candidate will possess the most desirable combination of training, skills, and experience, as demonstrated in past and current employment history. Desirable competencies for this position include: 

Analytical Thinking – Approaching a problem or situation by using a logical, systematic, sequential approach.

Communication Skills – Effectively conveys information and expresses thoughts and facts clearly, orally and in writing; demonstrates effective use of listening skills; displays openness to other people’s idea and thoughts.

 

Initiative – Exhibits resourceful behaviors toward meeting job objectives; anticipates problems, is proactive, and avoids difficulties by planning ahead; displays willingness to assume extra responsibility and challenges; pursues continuing education opportunities that promotes job performance.

 

Job Expertise – Demonstrates knowledge of and experience with applicable professional/technical principles and practices, Citywide and departmental procedures/policies and Federal and state rules and regulations. Demonstrates knowledge or experiences with applicable grant and contract administration, and procurement procedures in the areas of Federal (e.g., CDBG, HOME, ESG), state and local grant programs and in presenting to large groups and employing effective visual/graphical communication skills.

 

Multi-Tasking – Can handle multiple projects and responsibilities simultaneously; has handled a wide variety of assignments in past and/or current position(s).

 

Planning – Acts to align own unit's goals with the strategic direction of the organization; defines tasks and milestones to achieve objectives, while ensuring the optimal use of resources to meet those objectives.

 

Problem Solving - Approaches a situation or problem by defining the problem or issue; determines the significance of problem; collects information; uses logic and intuition to arrive at decisions or solutions to problems that achieve the desired outcome.

Selection Process

The selection process will consist of an evaluation of the applicant's training and experience based on the application and responses to the Job Specific Questions. Only the candidates whose backgrounds best match the position will be invited to proceed in the selection process. Additional phases of the selection process will consist of one or more interviews, one of which may include a practical/writing exercise.

You will be prompted to answer the following job-specific questions during the online application process.  Please note that there is a 4,000-character limit, including spaces, for each text response. 

1.    Do you have experience in grant management? If yes, please describe your experience. Include your role and any experience relating to federal grants (i.e., CDBG, HOME, HOPWPA, ESG, or City CARES), managing and monitoring of awarded projects, reviewing reimbursement requests, and any knowledge of fiscal and budget processes. 

2.    Do you have experience in contract management? If yes, please describe your role and include any experience relating to contract negotiations, development, and brokering a contract until execution. 

3.    Do you have experience in managing a complex project that involved multiple phases?  If yes, please describe the project, your role and detail how you planned the project from conception to completion. 

4.    Do you have experience making changes to a process or program that are no longer working? If yes, please describe your experience, and include your approach to implementing the change and the final outcome.

5.    Do you have experience with overseeing the development of major work products that require coordination with outside agencies? If yes, please describe your role and the outcome of the work products. 

You must answer all job-specific questions in order to be considered for this vacancy or your application will be deemed incomplete and withheld from further consideration. 

If you have questions about the selection or hiring processes, please contact Danny Mendoza at daniel.mendoza@sanjoseca.gov.

 
Additional Information 

Click here for information on Benefits. 

Click here for information on the California Equal Pay Act.

To apply, please complete an application via the City of San Jose’s website at www.sanjoseca.gov/citycareers. The application deadline for the first round of interviews will be August 9, 2020 at 11:59 PM. Please allow adequate time to complete the application and submit before the deadline or the system may not save your application.  If your online application was successfully submitted, you will receive an automatic confirmation email to the email address you provided.  IF YOU DO NOT RECEIVE THE CONFIRMATION, please email CityCareers@sanjoseca.gov  and we will research the status of your application.  Please contact Human Resources at (408) 535-1285, or Human.Resources@sanjoseca.gov if you have any questions.

 

Location 

No location specified

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