Planning & Grants Administrator

Department: Planning & Development
Division: Operations
Reports to: Sr. Mgr. of Aviation Planning & Dev.
Classification: Exempt
EEO: Professional

The Jacksonville Aviation Authority ("JAA") welcomes internal applications for the role of Planning & Grants Administrator through July 23, 2018.

Job Summary

This is administrative work managing Jacksonville Aviation Authority (JAA) federal and state grants and the capital budget. The work requires seasoned knowledge of administrative principles, practices and techniques which is gained through a combination of education, training and on-the-job experience. The position requires courtesy, tact and skills in understanding people and building relationships. The work is performed following clearly defined administrative principles and policies, and involves situations that require the frequent use of judgment in researching new grant opportunities, and submitting appropriate grant applications. The work is performed in an office environment and requires operation of computers and other standard office equipment. The work is performed under limited administrative direction, is subject to operating plans, objectives and functional policies, and is reviewed in terms of feasibility and effectiveness in meeting requirements or expected results. This is an individual contributor position which reports to the Sr. Manager of Aviation Planning.

Essential Functions

- Provides funding information to senior members of the Planning and Development Department and JAA airport managers.

- Maintains capital program documents and funding requirements for JAA’s 5-year Capital Improvement Plan (CIP).

- Develops funding strategies for capital projects and initiates the process for obtaining required funds from FAA, FDOT and other funding sources.

- Works with the Federal Aviation Administration (FAA) and the Florida Department of Transportation (FDOT) to ensure that projects contained in the CIP receive funding consideration.

- Prepares and submits grant applications.

- Provides technical oversight of JAA’s land/facility planning and development activities.

- Assists with the planning of aeronautical and non-aeronautical lands, the procurement of capital project grants and the coordination of capital development projects with local communities.

- Coordinates the development of the FDOT/FAA/JACIP program to include JAA’s 5-Year plan.

- Prepares quarterly grant reports for FAA and FDOT.

- Develops the annual capital budget for each airport based on communication with airport managers and the finance department.

- Prepares Capital Project Evaluation Documents (CPED), including project budget and narratives.

- Organizes and actively participates in public hearings and information workshops.

- Oversees the development and execution of planning studies, including scope of work, preparation, budget development, milestone scheduling, review of draft narrative reports, data collection, analysis methodology and agency approval.

- Assists with the development of PFC applications.

- Coordinates capital improvement plans for other governmental agencies that include JAA related elements.

- Ensures compliance with established grant programs, assurances and policies.

- Coordinates the execution of FDOT Joint Participation and FAA Grant Agreements.

- Reviews invoices prepared by the Finance Department prior to submission to the FAA or FDOT for reimbursement.

- Ensures airfield facility design recommendations are developed in accordance with the appropriate Airport Reference Code.

- Prepares Board resolutions and submissions to be reviewed and voted on during monthly JAA Board meetings.

- Maintains grant program files and budgets.

- Coordinates the preparation of grant close-out documents.

- Conducts Federal Aviation Regulations Part 77 Airspace Analysis.

- Ensures protection of airspace through active participation in the City’s Zoning and Land-Use Code amendment process.

- Coordinates construction project timelines and tracks funding availability.

- Produces required documents from GIS.

- Prepares and makes presentations regarding planning and development issues.

- Provides support and advice regarding the management of environmental programs and consultants.

- Provides support for the engineering and construction of approved capital projects, with a focus on the supervision of Wildlife Management Operations.

- Assists with the implementation of the Storm Water Pollution Prevention Program.

- Assists in the review of contract awards, amendment change orders and claims/payment requests for capital projects.

- Performs other duties as required.

Knowledge, Skills & Abilities

- Knowledge of Federal and State grant assurances.

- Knowledge of airport specific federal, state and local laws, regulations and FAA advisory circulars.

- Knowledge of aviation planning concepts.

- Knowledge of the capital budget process.

- Knowledge of the capital project process.

- Knowledge of and experience with project procurement process.

- Knowledge of and experience using Oracle to execute funding reports.

- Knowledge of and experience using ESRI mapping software.

- Proficiency in MS Office (Word, Excel, Power Point, Publisher)

- Demonstrated project or process development skills.

- Strong organizational skills.

- Excellent verbal and written communication skills.

- Detail oriented.

- Ability to use Excel to perform calculations and analysis in order for reports and presentations.

- Ability to create budget schedules and conduct grant compliance audits.

- Ability to develop PowerPoint presentations and project narratives.

Qualifications

Required Education & Experience

- Bachelor degree in Aviation Management, Business Administration or a related field and

- Five (5) years of experience in aviation and/or business administration.

Preferred Education & Experience

- Bachelor level coursework in the following: public speaking, professional writing, statistics, strategic planning.

- ESRI ArcGIS web and instructor led training.

- Experience with federal grant application, management and reporting.

- Experience with FDOT work program management.

- Experience with review and approval of grant invoices.

- Experience with developing an annual budget.

- Knowledge of JAA’s current planning efforts.

- Knowledge of JAA’s environmental programs.

- Experience in customer service.

Licenses & Certifications

- Must be able to pass the AAAE Certified Member exam within 24 months of hire.

- Must be able to obtain and maintain a Security Identification Display Area (SIDA) badge.

- Florida Class E Driver’s License may be required and must be maintained.

Physical Demands

The physical demands consist of moving from one work location to another, sitting or standing at a work station for extended periods of time and may involve lifting objects weighing up to 15 pounds. Must be able to perform the physical requirements of the position with or without reasonable accommodation.