The Senior Budget Analyst is responsible for the following relative to program grants:
preparation and/or review of financial reports for accuracy and compliance with grant accounting policies and procedures;
review/preparation of accounting spreadsheets, journal entries, and reports for grant managers and administrators as needed;
preparation of indirect cost schedules and journal entries;
consulting with grant managers and administrators on budget issues and provide support, including assistance with annual budget preparation when needed;
communicating with Federal, State and other granting agencies when necessary to coordinate grant financial process;
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;
maintaining accurate and up-to-date records on current and pending grants;
monitoring the grant process and assisting with the process of deobligating grants when complete;
reviewing and processing contracts relative to grants through the signature process.
The Budget Analyst is responsible for the following relative to capital grants:
preparation and/or review of financial reports relative to capital grants for accuracy and compliance with grant accounting policies and procedures;
consulting with grant managers and administrators on budget issues and providing support, including assistance with annual budget preparation, when needed;
maintaining accurate and up-to-date records on current and pending capital grants;
monitoring the grant process and assisting with the process of deobligating capital grants when complete.
The County Department Head or his/her designated representative is responsible for:
setting up an internal mechanism for distributing information on funding opportunities;
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;
verifying that there are sufficient County resources (e.g. staff, space) to accomplish the project;
providing timely response for approvals to the Grants Analyst and/or Budget Analyst and the initiating division.
The initiating County Division is responsible for:
identifying problem areas that might be addressed using grant funds;
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;
informing the Senior Budget 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;
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;
assigning a Project Director/Manager as the primary contact person;
working with the Senior Budget Analyst and/or Budget Analyst throughout the planning, application and implementation process;
supplying a fully executed agreement to the Senior Budget Analyst for program grants or Budget Analyst for capital grants;
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;
managing the project in accordance with regulations and deadlines of the funding agency;
providing copies of progress reports and evaluations to the Grants Analyst or Budget Analyst when filed with the funding agency;
processing requests for funds through the Grants Analyst or Budget Analyst for accurate billing and financial accounting utilizing the Grant Reporting Processing Form.
