Manager, Grants and Resource Programs

NOTE: The selected candidate will be required to undergo a background investigation conducted by the Port Authority Police Department (PAPD)

Overview:

The Manager, Grants and Resource Programs is responsible for qualifying, soliciting, and acquiring all state and federal law enforcement and emergency management grant programs, managing other departmental reimbursement programs, and overseeing financial and budget management. This includes the administration, documentation, and reporting of grants and federal funding received as part of FEMA’s Preparedness Grants programs, more specifically the Port Security (PSGP), Transit Security (TSGP), and Urban Area Security Initiative (UASI) grant programs. Additionally, the position will involve the management of the Department of Justice (DOJ) grant awards as well. Furthermore, the successful candidate will manage other reimbursement programs for the Office of the Chief Security Officer (OCSO) department.

The candidate will also develop and sustain relationships with the New York State Division of Homeland Security and Emergency Services Grant Office (DHSES), FEMA Grant Programs Directorate, Department of Justice Grants Unit and the United States Coast Guard. The candidate will be responsible for negotiating and advocating for Homeland Security Grants from the Urban Area Working Group, the Regional Transit-Working Group, and the Area Maritime Security Committee.

The candidate will work with line and appropriate staff departments in the development and maintenance of a security projects portfolio. This portfolio will encompass security projects that qualify for grant funding that will be considered by the Office of the Chief Security Officer.

Additionally, the candidate will be responsible for the supervision of non-represented staff managing grants and reimbursements, and budget and financial management.  In this role the candidate will ensure that the Grant Project Managers and other staff are administering the individual grant and reimbursement programs according to acceptable and recognized accounting principles. Concurrently, the candidate will be responsible for the overall grant and reimbursement programs adherence to federal rules and requirements, including the Code of Federal Regulations (CFR) resource.

The candidate will be responsible for the coordination of the annual reimbursement budget process and will develop long-range financial forecasts consistent with the department's business planning objectives and the strategic initiatives of the Office of the Chief Security Officer (OCSO).

Major Responsibilities:

• Collaborate with OCSO departments and project managers in the preparation and management of grant applications and reimbursement packages.
• Develop grant project scopes of work, milestones, and budgets.
• Track PSGP, TSGP, UASI and other grant program expenditures, ensuring grant amendments and/or extensions are pursued in a timely manner.
• Ensure grant compliance according to federal and other funding guidelines and procedures, including procurement method for grant funded projects.
• Prepare and submit all required progress and financial reports for active grant awards to FEMA/DHS/DHSES/DOJ.
• Prepare and submit timely requests for all reimbursement programs.
• Complete monthly variance analysis of approved reimbursement projections.
• Prepare a monthly reimbursement reconciliation to distribute to OCSO leadership, summarizing award amounts and remaining balances by program using data from financial systems.
• Track the status of capital and operating project milestones and project budgets to ensure alignment with award funding and period of performance.
• Prepare and submit accurate budgets as part of the annual budget cycle, working with the Finance team to ensure assumptions are aligned with expenses.
• Oversee Financial & Budget management analysis and reporting.
• Prepare and submit accurate monthly accruals to the Comptrollers Department.
• Conduct a physical inventory of federally funded assets.
• Coordinate responses to internal and external audit requests.
• Identify and apply for new grant opportunities.
• Other tasks or ad hoc requests from leadership.

Qualifications:

• Bachelor’s Degree, preferably in Accounting, Business, Finance, Economics, and/or Public Administration
• At least five years of work experience completing financial reports and/or analytical work presented through clear, concise writing and presentations
• Proven experience in project and/or grant management, including but not limited to monitoring costs, schedules, and budgets
• Demonstrated experience with federal and local funding sources
• Thorough knowledge of or ability to learn Financial, Accounting, Budgeting, Capital Planning and Procurement policies
• Proficient in SAP and Microsoft Office Suite programs, including Excel, Word, and PowerPoint

Desired:

• Masters in Business Administration, Accounting, Finance, or other related field
• Experience in the development, execution, and oversight of Federal Grant programs
• Project Management skills with the ability to develop plans, set priorities, coordinate activities, delegate tasks and responsibilities, and manage resources to achieve project goals in a high-pressure environment with multiple tasks due simultaneously and on short deadlines
• Written and oral and communication skills
• Interpersonal skills including demonstrated experience interacting effectively with all levels of staff both within and outside of the Port Authority
• Willingness to take on assignments not directly related to his or her responsibilities in the interest of the CSO's Office
• Demonstrated experience working in the management consulting industry
• Self-starter with strong vision for direction of group focus with the ability to turn ideas into actionable outcomes