Class Code: OA123
FLSA Status: exempt

Capital Planning and Grants Programs Manager 

DEFINITION:

Under general direction of the CEO/General Manager and the Planning and Development Director, plans, develops, organizes, and directs assigned Santa Cruz METRO functions including developing short and long-range capital planning programs and operations funding strategies; identifying District needs and appropriate funding sources and obtaining funding from federal, state, and local grant programs to meet those needs; administering post-awarded grant programs; ensuring Santa Cruz METRO’s compliance with federal, state, and local rules, regulations, and other funding source requirements; and directing and managing Santa Cruz METRO’s government affairs functions and developing a coordinated strategy for monitoring and analyzing the impact of and responding to legislative and regulatory issues impacting Santa Cruz METRO; provides assistance to the General Manager/CEO on complex public policy initiatives affecting Santa Cruz METRO funding and operation at the local, state, and federal levels; performs other duties as assigned.

DISTINGUISHING CHARACTERISTICS:

This is a program management classification responsible for managing and directing capital planning and grants and government affairs programs. The position manages a complex and multi-disciplinary program that involves contact inside and outside of the agency and the ability to manage multiple stakeholder interests and requires a high level of technical expertise and acumen in support of management and/or Board priorities, strategic initiatives, and directives. The work involves a high-level of problem-solving requiring analysis of unique issues or increasingly complex problems without precedent and/or structure and formulating, presenting, and implementing strategies and recommendations for resolution. Work assignments are typically given as broad, conceptual ideas and directives and the incumbent is accountable for overall results and responsible for developing guidelines, action plans, and methods to provide deliverables and services on time and within budget. This position receives general direction from the CEO/General Manager and/or Planning and Development Director; and may exercise general supervision over consultants and professional, technical, and administrative support staff as assigned.

EXAMPLES OF DUTIES AND RESPONSIBILITIES:

The duties listed below represent the various types of work that may be performed. The omission of specific statements of duties does not exclude them if the work is related or a logical assignment to this class.

  • Plans, manages, evaluates, and implements capital planning and grants program and government affairs program; recommends and implements program goals and objectives, policies, procedures, work standards, and internal controls.
  • Leads the development and standardization of procedures and methods to improve and continuously monitor the efficiency, effectiveness, and sustainability of assigned programs; conducts studies and analyses, identifies opportunities for improvement, evaluates alternatives, develops recommendations, and implements changes. 
  • Manages capital development grant program by conducting capital planning and needs assessment studies, developing short- and long-range funding strategies, identifying and researching Santa Cruz METRO’s needs and appropriate funding sources, and evaluating the feasibility of obtaining funding for proposed projects.
  • Manages grant process from planning and writing grant applications to approval, post-award, and reporting to the funding agency by conducting analyses in support of pursuing funding, advising and collaborating with management on opportunities, developing grant programming and application materials, and determining project eligibility; prepares grant applications and Board staff reports and resolutions; submits applications upon Board approval; executes agreements to receive funds. 
  • Manages and monitors awarded grants and funds; prepares grant amendments, funding allocation requests, budget revisions, and requests for grant extensions; tracks capital project budgets and expenditures.
  • Leads internal and external reporting of budgets and grant/fund allocation and expenditures; prepares status reports for the Board and external funding agencies; leads department managers and staff through regulations, requirements, procedures, and guidelines of programs to ensure compliance with federal, state, and local regulations and funding source requirements. 
  • Consults and renegotiates with funding agencies and project managers on revisions of scopes of work, budgets, and timelines to maximize use of grant resources; monitors financial status of assigned projects and programs including maintaining funding records and plans and collecting and updating project cost information.
  • Represents Santa Cruz METRO at a variety of external transportation related meetings and in legislative and intergovernmental activities with federal, state, and local agencies; serves as the main point of contact to external oversight officials and funding partners. 
  • Advocates for and represents Santa Cruz METRO at various stages in the regional transportation planning process, including development of interagency agreements and Memoranda of Understanding (MOUs) pertaining to the acquisition of funding and provision of services. 
  • Oversees and coordinates Santa Cruz METRO’s legislative agenda and works with management for input and needs; procures and manages external lobbying and communications vendors; works with other transit organizations and federal, state, and local legislators, directly or through legislative advocates, to develop, introduce, and support legislation that improves the financial and operating abilities of Santa Cruz METRO.
  • Reviews, analyzes, and prepares bill summaries and makes recommendations on legislative proposals and bills; interprets policies and makes recommendations for compliance; contacts legislative representatives to ensure Santa Cruz METRO’s interests are represented.
  • Coordinates external financial or grant-related audits and reviews of Santa Cruz METRO’s capital, grant, fixed asset, or other related programs and facilitates the Federal Transit Administration (FTA) and Transportation Development Act (TDA) Triennial Reviews; prepares Santa Cruz METRO’s responses to findings.
  • Develops and prepares grant applications and claims for agencies that are sub-recipients of grant funds from Santa Cruz METRO; trains staff of sub-recipients regarding grant procedures and requirements; reviews submittals from sub-recipients and determines compliance with grant requirements. 
  • Develops budget revenue projections using statistical models, historical revenues, and economic indicators; prepares Santa Cruz METRO’s grant funded capital budget and assists in developing Santa Cruz METRO’s operations budget.
  • Leads funding advocacy efforts in Santa Cruz County in collaboration with CEO/General Manager, including preparing and attending the Santa Cruz County Regional Transportation Commission (RTC), the Interagency Technical Advisory Committee (ITAC), the Elderly and Disabled Transportation Advisory Committee (E&D TAC), and the Budget, Administration, and Personnel Committee (BAP) meetings.
  • Compiles and disseminates information about state and federal legislation and provides financial and/or policy analysis on federal and state regulatory language and mandates and other issues affecting Santa Cruz METRO.
  • Examines, analyzes, and responds to proposed and adopted legislation, as well as ideas, plans, and initiatives from community groups and the general public; and evaluates the impact to Santa Cruz METRO.
  • Develops Santa Cruz METRO’s capital element of the Santa Cruz County Regional Transportation Improvement Program (RTIP), Program of Projects (POP), Transportation Improvement Program (TIP), and the Monterey Bay Metropolitan Transportation Improvement Program (MTIP) prepared by the Association of Monterey Bay Area Governments (AMBAG).
  • Manages complex statistical and data analysis projects; develops and presents written and oral reports and analyses on a wide variety of complex issues involving federal, regional, and local transportation funding including financial, legislative, and other related issues.
  • Oversees the maintenance of records systems and databases for capital planning and grant administration systems.
  • Recommends the appointment of staff, provides and coordinates staff training, and works with employees to correct deficiencies.
  • Performs related work as required.

EMPLOYMENT STANDARDS:

Knowledge of:

  • Principles and practices of program management including planning, development, implementation, and evaluation.
  • Principles and practices of short- and long-range capital planning, grants management, financial planning, and budget development and administration.
  • Principles and practices of capital planning and operations of a public transit system.
  • Principles and techniques of conducting analytical studies, evaluating alternatives, making sound recommendations, and preparing and presenting effective and technical reports.
  • Public administration, legislative analysis, and policy analysis techniques at the program and political level.
  • Techniques of effectively representing Santa Cruz METRO to the Board of Directors, city councils, and other local, regional, state, and federal agencies, as well as in public meetings with local citizens.
  • Research and reporting methods, techniques, and procedures; statistical analyses and various methods of presenting data, analyses, and recommendations. 
  • Applicable federal, state, and local laws, legislative processes, funding practices and procedures, and regulations and Santa Cruz METRO policies and procedures affecting capital planning and grants and government affairs programs. 
  • Recordkeeping principles and procedures. 
  • Correct English usage, grammar, spelling, punctuation, and vocabulary. 
  • Modern office practices, methods, and computer equipment and applications related to the work.
  • Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors/consultants, and Santa Cruz METRO staff.

Ability to: 

  • Develop and implement goals, objectives, practices, policies, procedures, and work standards. 
  • Effectively manage and administer capital planning and grants program and government affairs program. 
  • Navigate the organization and its competing priorities for effective program management.
  • Organize, coordinate, and implement capital planning, grants management, and government affairs services, operations, and activities. 
  • Research, evaluate, and recommend new service delivery methods, procedures, and techniques related to fare and revenue collection programs. 
  • Manage and perform complex project management, capital planning studies, financial analysis, and budget administration work with substantial independence, judgment and decision-making, and discretion. 
  • Proactively research and identify funding sources, prepare and write grant applications, and obtain and administer grants and special funded projects.
  • Define issues, analyze problems, evaluate alternatives, and develop sound conclusions and recommendations.
  • Understand impact of new information for current and future problem-solving and decision-making.
  • Use logic and reasoning to identify strengths and weaknesses of proposals, alternatives, and conclusions, and to determine policy compliance of proposals.
  • Effectively represent Santa Cruz METRO in meetings with governmental agencies, community groups, various business, professional, and regulatory organizations, and in meetings with individuals.
  • Maintain records and control systems with accuracy and attention to detail. 
  • Prepare clear, concise, and complete reports and other written material. 
  • Perform accurate mathematical calculations and financial analyses.
  • Understand, analyze, interpret, apply, and ensure compliance with all pertinent laws, regulations, codes, and ordinances and Santa Cruz METRO policies and procedures relevant to work performed.
  • Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
  • Effectively use computer systems, specialized software applications, platforms, and systems such as Grants.gov, Transit Award Management System (TrAMS), National Transit Database (NTD), CalSMART, and BLACKCAT, and modern business equipment relevant to work performed.
  • Communicate clearly and effectively in both oral and written form in one-on-one and group settings. 
  • Establish and maintain effective working relationships within the department and with other departments, agencies, contractors, consultants, vendors, and the public. 

MINIMUM QUALIFICATIONS:

Any combination of experience and education that would likely provide the required knowledge and abilities is qualifying.  A typical way to obtain the knowledge and abilities would be: 

Education, Training, and Experience:

Bachelor’s degree from an accredited college or university in planning, political science, economics, public administration, or a related field and four (4) years of progressively responsible professional experience in a transportation agency including preparation and implementation of transportation grant applications and funding programs, grants administration, budgeting, planning, governmental relations and legislative affairs, and/or researching, analyzing, and developing legislative policies.

Master’s degree and/or Project Management Professional (PMP) Certification is desirable.

LICENSES AND CERTIFICATES:

A valid California Driver’s License will be required at the time of appointment and throughout employment.

Must be able to obtain and maintain a current, valid California Class “C” Driver’s License.

PHYSICAL AND MENTAL DEMANDS:

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands 

While performing the duties of this job, the employee is frequently required to reach with hands and arms; walk, sit, and stand; use finger dexterity; talk and hear and use a keyboard. Work often requires stooping at the waist and the repetitive use of both hands to grasp and feel objects. Work may require lifting up to 20 pounds unaided.  Specific visual abilities required for this job include close vision, distance vision, the ability to see colors and shades, and the ability to perceive depth. 

Mental Demands 

While performing the duties of this job, an employee uses written and oral communication skills; reads and interprets data, information, and documents; analyzes and solves problems; uses math and mathematical reasoning; performs detailed work; deals with multiple concurrent tasks; and interacts with others encountered in the course of work.

Work Environment: 

The employee typically works in a standard office environment where the noise level is usually moderate. 

OTHER CONDITIONS OF EMPLOYMENT:

  • Must be able to travel to attend meetings occurring outside the local area, including meetings that may take place at night. 
  • Must be willing to travel to Washington D.C., Sacramento, and other key areas where direct legislative contact may be required. 
  • Must be able to work extended hours as needed, often outside regular business hours as required by the CEO and the demands of the job. 
  • Must maintain strictest confidentiality. 
  • Must participate in professional development activities

*Adopted: 05-20-2022

*BOD Approved: 05-20-2022

*Revised: 00-00-00

*Job Family: Professional-Grants/Planning 

*FLSA Status: Exempt

Bargaining Unit: Management