Director, Grants and Fund Management

General

The Director, Grants and Fund Management reports to the Chief Rail Commercial & Business Development. The director is responsible for grant and fund management for the Peninsula Corridor Joints Powers Board (Caltrain).

Essential Functions

Essential Functions & Duties

• Responsible for overall management, direction, and coordination of all Caltrain grant and funding activities.
• Develop long-term and short-term grant strategies for Caltrain’s capital and operational funding needs and funding advocacy strategies in conjunction with Government and Community Affairs staff.
• Research and interpret Federal, State, Regional and Local rules, and regulations to effectively develop, implement and oversee the grants and fund management processes for Caltrain.
• Responsible for ensuring Caltrain complies with the grants and financial management of the annual certifications and assurances as required under 49 USC Chapter 53, as well as compliance with applicable federal registers or circulars related to active or potential grant funds.
• Drive accountability across the agency to effectively manage grant funding.
• Under the shared services agreement, coordinate with the San Mateo County Transit District's (District) Director, Grants and Fund Management to set policy direction and responsibilities related to shared grants department services provided to Caltrain.
• May Supervise staff. Hire, mentor, and take appropriate corrective and/or disciplinary action. Ensure EEO policies and procedures are followed. Participate in selection of staff. Coordinate staff training and professional development. Establish performance objectives. Monitor and evaluate employee performance.
  
  

Example of Duties

• Direct and oversee all Federal, State, and regional transportation fund programming processes and advocate for policies and programs that benefit the Caltrain grants portfolio.
• Oversee the operation of the Grants unit, including the writing of effective and competitive grant applications, including special projects and discretionary grant applications, program worksheets and other required materials.
• Conduct thorough reviews of upcoming Local, Regional, State and Federal grant opportunities that Caltrain may be eligible to pursue and prioritize the application efforts based on relevance to various projects.
• Responsible for the preparation and submission of various monthly, quarterly and annual grant reports, financial and milestone reports.
• Direct the development of written and oral reports on issues involving Federal, State, and regional transportation funding.
• Manage the preparation and submittal of grant reimbursement requirements according to grant guidelines.
• Oversee open commitments and available budget funds to ensure timely spending.
• Oversight of log or database of all unused grant funding, approved uses, track expiration dates and ensure this information is frequently reviewed and easily accessible.
• Responsible for general ledger activities and ensuring expenses are allowable, revenues have been allocated to the appropriate grants and all transactions reconcile to agency records.
• Responsible for financial management and technical capacity areas of the Federal Transit Administration Triennial Review.
• Responsible for relevant federal, state, regional and local grantor audits and assisting in the development of Caltrain’s Annual Comprehensive Financial Report as necessary.
• Work with appropriate departments, including the District’s Director, Grants and Fund Management to identify the most appropriate funding sources and lead the grant application process to help fund the agencies’ capital and operating programs and capital projects. Coordinate with member agencies and the Transportation Authorities (TAs) in each member county and identify and pursue various funding opportunities.
• Responsible for adequate internal control, compliance, and efficiency of day-to-day activities.
• Oversee the operation of the Grants unit, including the writing of effective and competitive grant applications, and obtaining and administering grants for rail, bus, and TA multi-modal projects.
• Perform all job duties and responsibilities in a safe manner to protect oneself, fellow employees, and the public from injury or harm and promote safety awareness and follow safety procedures in an effort to reduce or eliminate accidents.
• Perform other duties as assigned.
  
  

Minimum Qualifications

Sufficient experience, training and/or education to demonstrate the knowledge and ability to successfully perform the essential functions of the position. In lieu of a degree, work-related experience that demonstrates the skills and experience necessary to perform this role will be accepted. Development of the required knowledge and abilities is typically obtained through but not limited to:

• Bachelor’s degree in Transportation/Urban Planning, Accounting, Finance, Public or Business Administration, Economics, Political Science, or closely related field.
• Seven (7) years of full-time experience in grants and fund management or closely related field.
• Three (3) years of experience managing or directly supervising staff.
  
  

Preferred Qualification

• Graduate degree in related transportation field preferred.
• Proficiency in preparing financial forecasting models.
• Advance knowledge and use of Microsoft Excel, 365 preferred.
• Working knowledge of an Enterprise Resource Program (ERP) (e.g., PeopleSoft) or other database or financial enterprise system is desired.
• Effective oral and written communication skills.
• Proven ability to evaluate, improve, manage, and maintain systems and processes, including grants management software and processes.
  
  

Additional Information

The Selection Process May Include a panel interview, written and skills test assessments, or supplemental questions. Only those candidates who are the most qualified will continue in the selection process. Meeting the minimum qualifications does not guarantee an invitation to continue in the process.

Current Employment Benefits At Caltrain

For additional information on Caltrain benefits, please visit, https://www.caltrain.com/jobs

Holidays: Seven (7) paid holidays, plus up to four (4) floating holidays per year

Paid Time Off: Up to 26 days per year

Cafeteria Plans: Medical, dental, vision care, group life insurance and more

Transportation: Free Bus Transportation for employees and qualified dependents

Work Location: Select positions are eligible to work remote up to 50% of the time

Pension: Social Security and California Public Employees Retirement Systems (CalPERS)

Classic Members – 2% @ 60 benefit formula, 3-year average of highest compensation

New Members – 2% @ 62 benefit formula, 3-year average of highest compensation

How to Apply

• To apply, please visit the https://www.caltrain.com/about-caltrain/jobs. Complete an online employment application and supplemental questionnaire by 11:59 pm on Sunday, July 28, 2024. A resume will not be accepted in lieu of the application and supplemental questionnaire (If required). Incomplete application will not be considered.
• The Human Resources Department will make reasonable efforts in the recruitment/examination process to accommodate applicants with disabilities upon request. If you have a need for accommodation, please contact the Human Resources Department at (650) 508-6308.
• Caltrain celebrates diversity and is committed to creating an inclusive, and welcoming workplace environment. We are an Affirmative Action/Equal Opportunity Employer. Minorities, Women, Persons with Disabilities and Veterans are encouraged to apply.
  
  

The selection process may include a panel interview, written and skills test assessments, or supplemental questions. Only those candidates who are the most qualified will continue in the selection process. Meeting the minimum qualifications does not guarantee an invitation to continue in the process.

How To Apply

• Complete an online employment application by 11:59 p.m. of the listed closing date. A resume will not be accepted in lieu of the application. Incomplete applications will not be considered.
• The Human Resources Department will make reasonable efforts in the recruitment/examination process to accommodate applicants with disabilities upon request. If you have a need for an accommodation, please contact the Human Resources Department.
• We celebrate diversity and are committed to creating an inclusive and welcoming workplace environment. We are an Affirmative Action/Equal Opportunity Employer. Minorities, Women, Persons with Disabilities and Veterans are encouraged to apply.
  
  

Benefits

Below is a summary of the comprehensive benefits provided to District full-time employees:

Health And Welfare Benefits

• Healthcare Benefits –District employees are offered a choice of healthcare providers under the CalPERS Health Benefits Program. The District will contribute ninety (90) percent towards monthly premiums for full-time employees. Fifty (50) percent for part-time employees.
• Free Dental and Vision Benefits provided – Employer Covers Premiums
• Free Employee Assistance Benefit – Employees are entitled to 5 face-to-face sessions or telephonic or web-video consultations for problem-solving support per incident, per calendar year.
• Flexible Spending Accounts – Pre-tax dollars to pay for qualified Health or Dependent Care expenses.
  
  

Retirement Medical Benefits

• Long Term Disability Insurance – After 90 days of total disability, Administrative full-time employees are eligible for 60% of monthly income covered by the District.
• Health and Wellness – Gyms located at most work locations and discounted Weight Watcher Membership Option.
  
  

Holidays And Paid Time Off

• Paid Time Off – Newly hired employees accrue 6.5 hours bi-weekly when hired (if Exempt 8.5 hours). As you move up in years of service credit, the rate of the amount of PTO accrued will also increase.
• Paid Holidays – The District provides seven paid holidays throughout the year – New Years Day, Martin Luther King Jr. Day, Memorial Day, Independence Day (July 4th), Labor Day, Thanksgiving Day and Christmas Day
• Floating Holidays – District employees can earn up to five (5) floating holidays.
  
  

Financial Planning Benefits

• Pension Benefits through CalPERS –You must have a minimum of 5 years of service to be eligible for this pension.
• CalPERS PEPRA vs. Classic – All employees hired on, or after January 1, 2013, are considered PEPRA members and will contribute 8% of their salary up to the maximum IRS cut-off. All Classic members will contribute 6%
• Deferred Compensation Options – Select to contribute to one or both of our Tax Deferred Compensation Options
• Reliance Standard Life Insurance with 100% premium paid by the District - 1 times annual salary of employee – max $200,000
• Optional Life Insurance – Employees may purchase additional life insurance for themselves and their eligible family members.
  
  

Growth And Education Benefits

• Professional Development – Access to LinkedIn Learning and San Mateo County’s professional training. District Tuition Reimbursement Program – A maximum of $5,250 per year for courses related to your job or career goals with the District.
• Computer Loan Program – Interest-free two-year loan with a maximum amount of $4,000.
  
  

Other Amazing Benefits

• Credit Union – Employees and family members are eligible to join the San Mateo Credit Union and Patelco Credit Union.
• Employee Clean Commute (ECC) – Car/Van poolers and Public Transit riders receive a monthly reimbursement.
• Commuter Benefits – Free Employee Parking; Free Bus Pass for employee as well as children/spouse; Clipper Card/Go Pass Program for Central employees.
  
  

For union employees, all of the above benefits are subject to the employee’s Collective Bargaining Agreement. Benefits listed are also subject to change with or without notice and are subject to contract/provider terms and conditions.