Downtown Development Authority Operations And Grants Manager

DDA Operations & Grants Manager

JOB TITLE: Downtown Development Authority (DDA) Operations & Grants Manager

CLASSIFICATION: Exempt

DEPARTMENT: Planning and Development

SUPERVISOR: Downtown Development Authority (DDA) Executive Director

SALARY: $56,128 to $78,578 Annually

GENERAL JOB DESCRIPTION

The Operations & Grants Manager is an experienced, highly organized, and mission-driven professional who is responsible for managing the day-to-day operations of the organization while leading project management, grant administration, financial oversight, compliance, and organizational systems. Oversees public-facing grant programs, tracks DDA projects, prepares financial reporting, supports annual audits, and helps ensure the successful implementation of the DDA's strategic priorities. Skilled in project management and thrives on organization, accountability, and execution. Comfortable managing budgets and compliance requirements, coordinating projects, working with stakeholders, and improving organizational systems.

PRIMARY DUTIES AND RESPONSIBILITIES

Operations & Organizational Management

• Manage and track implementation and progress of DDA programs, strategic initiatives, capital and public improvement projects, ensuring initiatives remain on schedule, within budget, and aligned with organizational goals.
• Develop and maintain project schedules, work plans, timelines, deliverables, and milestone tracking systems; maintain project records, agreements, documentation, and reporting requirements.
• Establish accountability systems, metrics and reporting tools that help leadership and the Board monitor organizational performance.

Grant Administration & Program Management

• Serve as the primary administrator for DDA grant and incentive programs including façade grants, sidewalk improvement grants, construction assistance programs, business incentive programs, and future funding initiatives.
• Manage DDA grant application processes, eligibility review, award documentation, reimbursement requests, compliance requirements, and grant closeout.
• Maintain program records, performance metrics, and reporting systems; monitor funded projects to ensure compliance with program requirements and funding agreements.
• Prepare reports, recommendations, and updates regarding program activity, outcomes, and effectiveness.
• Develop and refine grant program policies, procedures, forms, and administration processes.

Financial Management & Compliance

• Maintain DDA financial records and supporting documentation; assist in monthly financial report preparation for the Executive Director, Board Treasurer, and Board of Directors.
• Process invoices, reimbursements, grant payments, and other financial transactions; monitor budgets and prepare budget-to-actual reporting; track project and grant expenditures and maintain supporting documentation.
• Coordinate annual audits, support external accounting partners, and maintain records required for audits, financial reviews, grants, and compliance requirements.
• Ensure compliance with organizational financial policies, contracts, grant requirements, reporting obligations, and applicable regulations.

SECONDARY DUTIES AND RESPONSIBILITIES

Board & Administrative Support

• Prepare reports, presentations, financial summaries, grant updates, meeting minutes, and project status reports.
• Coordinate Board meeting logistics, agendas, packets, supporting materials, and meeting documentation.
• Track organizational priorities, action items, deadlines, and Board directives.
• Support the Executive Director in implementing Board priorities and organizational goals.
• Develop and improve internal systems, workflows, procedures, and operational processes that support organizational effectiveness.

Grant Writing & Funding Administration

• Research, identify, and monitor grant opportunities that align with DDA priorities and strategic initiatives.
• Assist the Executive Director in preparing and submitting grant applications and funding requests.
• Coordinate supporting documentation, project information, budgets, schedules, and reporting required for grant submissions.
• Manage post-award reporting, compliance tracking, reimbursement requests, and grant documentation.
• Maintain a grant calendar and funding pipeline to support future organizational opportunities.
• Perform other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES

Core Competencies & Strengths

• Experience in a municipal, public sector, downtown development authority, or nonprofit setting
• Experience preparing board materials, meeting minutes, and governance documentation
• Demonstrated success building or improving internal systems and workflows
• Experience with financial recordkeeping, budget tracking, invoice processing, & basic accounting functions
• Proven ability to manage multiple projects and deadlines simultaneously with a high degree of accuracy
• Strong proficiency in Microsoft Office and Google Workspace
• Excellent written and verbal communication skills
• Ability to work independently and take initiative with minimal supervision
• Familiarity with local government operations, procurement, and public funding requirements
• Demonstrated experience managing grants, contracts, or funded programs including compliance, documentation, and reporting
• Experience serving as or supporting a fiscal officer
• Knowledge of state or federal grant compliance frameworks

Knowledge & Technical Skills

• Full lifecycle grant management including compliance, reimbursement, and reporting.
• Budget monitoring, accounts payable/receivable, audit preparation, and fiscal recordkeeping.
• Proficiency in project management tools such as Monday.com, Asana, or equivalent.
• Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint), Google Docs, Sheets, Slides, or related productivity tools.
• Familiarity with local government, DDAs, procurement, and public funding processes.
• Knowledge of grant compliance, contract obligations, and local/state/federal funding requirements.
• Organized filing systems, audit trails, and documentation standards.
• Experience preparing agendas, board packets, minutes, and governance-related materials.
• Capable of working both independently and collaboratively.

QUALIFICATIONS FOR THE JOB

Required:

• High school diploma or GED
• Five (5) or more years of experience operations, project management, grant administration, or a related role

Preferred:

• Bachelor's degree in business, public administration, nonprofit management, finance, accounting, or related field
• Three (3) or more years of experience operations, project management, grant administration, or a related role

PHYSICAL REQUIREMENTS

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. While performing the duties of this job, the employee is required to maintain effective audio-visual discrimination and perception needed for making observations, communicating with others, reading, and writing. The employee is also required to maintain the physical condition necessary for operating assigned equipment, walking, standing, kneeling, repeated bending or sitting for prolonged periods of time and lifting to 30 pounds. Maintain mental capacity which allows the capability of making sound decisions demonstrating intellectual capabilities.

Working Environment:

Work closely with others mostly in an office environment utilizing a computer and other office equipment and the ability to travel within the Downtown Development District boundary.