Job Description

Job Title: Grants and Outreach Manager EXEMPT

Reports To: Department Director or Designee NON-UNON

FLSA Status: Exempt

Revised Date: 04/08/2020

Paygrade: 49

Summary: This is a responsible supervisory position that researches, plans and manages development of public and private grants integration, community interfacing relationships, events, and marketing. Focus will be on grant research and writing, daily operations, sponsorship solicitation, marketing and community outreach, event planning, patron/vendor engagement and promotions.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

Performs a variety of tasks to include planning, developing, organizing, scheduling, promoting, implementing and evaluating public and private grants integration, community interfacing relationships, events and marketing to further the goals of the Division, Department and City as a whole. Works with other staff members to research, design and develop new programs and activities that will challenge and excite citizens of all ages. Networks extensively with community groups and potential sponsors. Conducts surveys, develops, implements, promotes and evaluates programs and services.

Researches and identifies alternative funding sources. Reviews literature available from governmental agencies and public foundations pertaining to available grants to determine feasibility of developing and/or expanding programs funded by these grants. Generates proposals and supporting documents in response to solicitations according to the format required and submits applications to funding agency or foundation. Ensures that periodic reports are written and submitted to remain in compliance with grant requirements. Maintains master files on obtained grants. Surveys functions of local agencies to avoid duplication of efforts and recommends curtailment, extension, modification, or initiation of program services. Works with private and public partners and potential individuals to solicit sponsorships for same.

Plans, initiates, delegates and carries to completion clerical, secretarial and administrative activities. Reviews, assists, maintains and coordinates a variety of administrative projects or related technical inquiries. Provides assistance on major projects including extensive research, scheduling meetings or appointments and preparing informational packets in advance for these meetings. Prepares correspondence varying from simple to complex, legal and highly confidential or technical subject matter related to assigned area. Attends meetings/conferences taking notes or minutes which may require taking and transcribing dictation.

Assists in preparing and justifying program budgets and monitors related expenditures and revenues as they pertain to Cultural Arts programs and activities in accordance with policies and procedures. Works closely with management and nonprofit organizations who support City cultural arts programs and activities.

Maintains relationships with vendors/contractors. Helps maintain information related to program participation, costs, usage, etc. to properly document program activity and ensure compliance with record retention requirements. Prepares incident/accident reports, daily deposit and cash report and ensures timely delivery of same to Administration. Helps maintain accurate financial records, reports and files. Maintains information related to contracts and procurement functions, utilizing tables, spreadsheets and databases. Develops and maintains administrative files and records in an organized manner. Prepares and processes items and invoices for payment.

Supervises assigned staff responsible for implementing events in the CAS Division to include assignment and delegation of duties, scheduling hours of work to provide event coverage and reviewing subordinates work products. Determines how programming and activity work will be assigned, processed and reviewed to achieve a high level of performance from staff and volunteers.

Assists in hiring, counseling and training. Schedules, and evaluates employees, volunteers and contract providers. Determines appropriate responses to problems and emergencies. Creates an environment conducive to high productivity, efficiency and excellent service to the community. Maintains confidential records.

Assists the general public and City employees with questions on programs. Provides information and gives referrals on an individual basis. Handles complaints/concerns in a professional manner. Services are continuous during daytime, night time and weekends, as assigned. Position has authority to address and restrict access to assigned programs and activities as needed.

Sets up press event/marketing schedules, organizes materials, and reviews transportation itineraries. Assists in creation of internal and external promotional pieces. Coordinates grant, outreach, and sponsorship activities. Organizes required catering services, room and communication equipment setup as needed for programs and activities.

Oversees a broad division marketing program; requests quotes and proposals; negotiates and manages contracts for print and electronic marketing; and develops schedules to ensure that appropriate deadlines are met. Coordinates with co-workers to identify promotional needs. Develops, creates, and implements the division marketing plan and plans related to specific programs or services.

Oversees the development of print, radio, billboard and social media marketing and promotions programs and projects. This includes but is not limited to, coordinating advertisements in print publications; preparing content and managing design for internal print marketing such as brochures and fliers; utilizing a variety of social media to effectively engage citizens; coordinating staff interviews and promotions for radio and cable; and coordinating billboard promotion/marketing campaigns.

Oversees the development of visual displays for use at events and functions to promote the department services and facilities. Manages the distribution of promotional material through multiple outlets throughout the community (physical and electronic), and at city special events.

Oversees the upkeep of the division’s websites and regularly monitors for needed updates; keeps content current and accurate. Coordinates with subordinate and division staff to obtain information and upload to the websites in a timely manner. Makes recommendations on content and design to improve the delivery of information to the public.

Collects feedback on programs and services utilizing customer surveys (electronic, verbal and written), analytics/insights, demographic data metrics and statistics and makes recommendations to achieve maximum results based on the data compiled.

Presents information to the public, governmental agencies, civic organizations, internal city staff and the media in relation to division programs, projects and services. Meets with other staff, agencies, consultants, and other individuals to receive/disseminate information.

Provides a high level of customer service by means of memorandums, in person, telephone, email, social media and by participation in meetings. Communicates clearly and courteously with elected officials, management, the Public Relations Department, various government entities, businesses, regulatory agencies, and staff. Resolves customer issues and complaints in accordance with department and City standards.

Helps maintain inventory of supplies and equipment for the operation of cultural arts services and oversees the proper storage of same. Sets up equipment, including tables and chairs in preparation for activities and scheduled uses.

Assists with special events for assigned areas and for the department. May provide general custodial duties as needed throughout the day. Performs other duties as assigned.

Competency:

To perform the job successfully, an individual should demonstrate the following competencies:

• Analytical - Synthesizes complex or diverse information; Collects and researches data; Designs work flows and procedures.
• Design - Generates creative solutions; Demonstrates attention to detail.
• Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
• Project Management - Develops project plans; Coordinates projects; Communicates changes and progress; Completes projects on time and budget; Manages project team activities.
• Technical Skills - Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.
• Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
• Interpersonal - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.
• Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.
• Team Work - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed; Recognizes accomplishments of other team members.
• Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
• Delegation - Delegates work assignments; Matches the responsibility to the person; Gives authority to work independently; Sets expectations and monitors delegated activities; Provides recognition for results.
• Leadership - Exhibits confidence in self and others; Inspires and motivates others to perform well; Effectively influences actions and opinions of others; Inspires respect and trust; Accepts feedback from others; Provides vision and inspiration to peers and subordinates; Displays passion and optimism; Mobilizes others to fulfill the vision.
• Managing People - Includes staff in planning, decision-making, facilitating and process improvement; Takes responsibility for subordinates' activities; Makes self available to staff; Provides regular performance feedback; Develops subordinates' skills and encourages growth; Solicits and applies customer feedback (internal and external); Fosters quality focus in others; Improves processes, products and services; Continually works to improve supervisory skills.
• Quality Management - Looks for ways to improve and promote quality; Demonstrates accuracy and thoroughness.
• Business Acumen - Understands business implications of decisions; Displays orientation to profitability; Aligns work with strategic goals.
• Cost Consciousness - Works within approved budget; Develops and implements cost saving measures; Contributes to profits and revenue; Conserves organizational resources.
• Diversity - Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences; Educates others on the value of diversity; Promotes a harassment-free environment; Builds a diverse workforce.
• Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.
• Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values; Supports affirmative action and respects diversity.
• Strategic Thinking - Develops strategies to achieve organizational goals; Understands organization's strengths & weaknesses; Analyzes market and competition; Identifies external threats and opportunities; Adapts strategy to changing conditions.
• Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.
• Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.
• Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; typical hours may vary in order to reach goals; Willingness to work flexible hours; Completes tasks on time or notifies appropriate person with an alternate plan.
• Initiative - Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed.
• Innovation - Displays original thinking and creativity; Meets challenges with resourcefulness; Generates suggestions for improving work; Develops innovative approaches and ideas; Presents ideas and information in a manner that gets others' attention.
• Judgment - Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.
• Motivation - Sets and achieves challenging goals; Demonstrates persistence and overcomes obstacles; Measures self against standard of excellence.
• Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.
• Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
• Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.
• Quantity - Meets productivity standards; Completes work in timely manner; Strives to increase productivity; Works quickly. Safety and Security - Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education/Experience:

Bachelor's degree (B. A.) in Liberal Arts, Arts, Event Planning, Public Administration, Marketing, or closely-related field from four-year college or university; and two years related experience and/or training including one year of supervisory experience; or equivalent combination of education and experience.

Language Ability:

Ability to read, analyze, and interpret common scientific and technical journals, financial reports, and legal documents. Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community. Ability to write speeches and articles for publication that conform to prescribed style and format.

Math Ability:

Ability to work with mathematical concepts. Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts such as fractions, percentages, ratios, measurements, and proportions to practical situations.

Reasoning Ability:

Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical, written, verbal, or diagram form and deal with several abstract and concrete variables.

Computer Skills:

To perform this job successfully, an individual should have knowledge of Word Processing software and Spreadsheet software. Must be able to operate video and audio equipment.

Other Required Skills:

Requires basic skill and ability to operate small equipment including hand, power and motorized equipment such as a utility cart, drills, screw drivers and various other tools including the ability to manipulate tools, instruments, devices, etc., normally requiring coordination with eyes, hands, and/or feet.

Certificates and Licenses:

Current certification in adult, child and infant CPR (or obtained within six months of hire)

Current First Aid certification (or obtained within six months of hire).

Experience writing grants and soliciting sponsors for projects and programming. Experience working with artists, vendors, production companies, cultural arts organizations, and other related elements preferred. Knowledge of current standards, rules, regulations, and permitting. Knowledge of modern marketing techniques, including print, digital, on-line and social media marketing.

Supervisory Responsibilities:

Directly supervises 1-4 employees in the Cultural Arts and Sciences Division. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems. Maintains confidential records.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently exposed to outdoor weather conditions. The employee is occasionally exposed to work near moving mechanical parts; fumes or airborne particles and toxic or caustic chemicals.

The noise level in the work environment is usually moderate but is occasional loud (during musical events).

Physical Demands:

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

The employee must regularly lift up to 25 pounds, occasionally lift and/or move up to 50 pounds, and occasionally move lift/move up to 100 pounds with assistance. Specific vision abilities required by this job include Close vision, Distance vision, Peripheral vision, Depth perception and Ability to adjust focus. While performing the duties of this Job, the employee is regularly required to stand; walk; sit; use hands to finger, handle, or feel and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl.

Residency Requirement: Not Applicable

Assigned City Vehicle: No. A shared City vehicle is accessible during the normal work shift.

Job Type: Full-time

Pay: $41,900.00 - $58,750.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Relocation assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 10 hour shift
• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• Ocala, FL 34471: Reliably commute or planning to relocate before starting work (Required)

License/Certification:

• Driver's License (Preferred)

Work Location: In person

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