Grants & Planning Specialists

Under the direction of the Planning Director, the Grants and Planning Specialist provides administrative, operational, and financial support to the Planning Department, including coordination of departmental activities, data tracking and reporting, and assistance with compliance-related functions. The role also supports budget development, financial tracking, and grant coordination efforts to advance City initiatives.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodation will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following:

• Tracks and reconciles planning-related revenues and expenditures (including impact fees, grants, and development fees)
• Supports budget development and forecasting through data analysis, accurate recordkeeping, and coordination with Finance
• Translates operational data and metrics into reports that support forecasting and decision-making
• Assists in monitoring grant-funded projects and tracking both awarded and pipeline grant revenues
• Researches and investigates grant opportunities that align with City priorities
• Manages the Unit Safety Inspection Program, including scheduling, invoicing, and recordkeeping
• Maintains and tracks records and logs related to plats, civil inspection fees, impact fees, and park fees
• Collaborates with the Planning Director and Development & Customer Service Coordinator to compile and prepare agendas for P&Z and ZBA meetings
• Submits public notice letters and ensures compliance with all public notification requirements
• Assists the Building Inspections Division with scheduling and resolving inspection-related activities
• Provides administrative support to the Health and Code Division
• Serves as back-up support for customer service functions, as needed
• Maintains regular and consistent attendance during assigned work hours.
• This position is essential during natural or manmade disasters and catastrophic events.

The role may require providing services or performing tasks that ensure public safety and the continuity of City operations, which could differ from the regular duties of the position. Physical Demands And Working Environment The physical demands and environmental conditions 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. Work is primarily sedentary to light in nature, requiring the exertion of up to 25 pounds of force occasionally and up to 10 pounds of force frequently to move objects. While performing the duties of this position, the employee is regularly required to sit, stand, and use standard office equipment. The employee must be able to communicate effectively, including talking and hearing. Specific vision abilities required include close vision for reviewing documents and data. Work is performed in a typical office environment with exposure to everyday risks associated with office settings.

Education, Training and Experience Guidelines:

Work requires possession of a bachelor's degree. The position requires one (1) to three (3) years of relevant experience, and no supervisory experience is required. An equivalent combination of education and experience may be considered.

Knowledge/Skills/Abilities:

Knowledge of:

• Municipal planning processes, including plats, development review, and public notice requirements
• Basic budgeting principles, financial tracking, and revenue sources such as impact fees and grants
• Grant research, application processes, and compliance requirements
• Records management and data tracking systems
• Standard office practices, procedures, and software (e.g., Microsoft Office, databases) Skills in:
• Strong analytical and data management skills, including the ability to track, reconcile, and report financial and operational data
• Effective written and verbal communication skills, including preparing reports, public notices, and correspondence
• Organizational and time management skills with the ability to manage multiple priorities and deadlines
• Attention to detail and accuracy in recordkeeping, reporting, and financial tracking
• Customer service and interpersonal skills for interacting with internal staff, external partners, and the public Ability to:
• Interpret and apply policies, procedures, and regulatory requirements
• Analyze data and translate it into meaningful information for decision-making and forecasting
• Coordinate across departments, including Planning, Finance, and other City functions
• Research and identify grant opportunities and support application and compliance processes
• Maintain confidentiality and handle sensitive information with discretion
• Work independently while also contributing effectively as part of a team
• Adapt to changing priorities and support a fast-paced, growing organization

LICENSE, CERTIFICATIONS, AND OTHER REQUIREMENTS

• Valid Texas Driver License required
• Must successfully pass a pre-employment Motor Vehicle Record (MVR) check, criminal background check, and credit check