25D - AGMT - GRANT MANAGEMENT SRVS

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EXHIBIT A SCOPE OF SERVICES GRANT FISCAL COORDINATOR Reporting Relationships/Supervision Reports to the UASI Grant Coordinator and Administrator. Works in close coordination with Project Coordinators, Sub-Recipients, City Finance, and the California Emergency Management Agency. Liaison to the UASI Working Group (UAWG), UASI Steering Committee, and UAWG Sub-Committees. Basic Function The Grant Fiscal Coordinator plans, organizes, manages, and directs financial and administrative activities. Ensures grant finances are in compliance, submits cash advances/requests in a timely manner, tracks expenditures and budgets, processes sub- recipient reimbursement requests, and manages detailed recordkeeping. Responsibilities City Financial Procedures: • Upon receipt of grant award information, complete appropriation adjustment for attachment to the request for council approval, in order for new grant account number creation and budget allocations per object code. • Complete Lawson entry of Projects and Activities, in order to create budget allocations by project, and create Activity numbers that identify project and solution area as an accounting mechanism. • Process purchase orders and attach supporting documentation, such as invoices and packing slips, provide accounting information and grant to be charged, create reimbursement packet, and send to City Finance for vendor payment. • Process incoming invoices for contract vendors, attach supporting documentation, for creation of direct payment vouchers, create reimbursement packet, and send to Police Fiscal for payment. • Process sub-recipient reimbursement packets to check for required financial paperwork and completion, process sub-recipient invoices, create reimbursement packet, and send to Police Fiscal for payment. • Turn in bi-monthly timesheets for grant personnel, collect overtime chits, and turn into Police Fiscal for posting. Review monthly labor distribution reports, attaching appropriate timesheets, chits, and use P2K Payroll program to printout additional information as required. • Complete budget projections for each open Homeland Security Grant, including approved positions, and send completed budget to Police Fiscal for inclusion into the City Budget for each new fiscal year. • Upon close of grant, complete reconciliation of City General Ledger and all grant cash requests, completing necessary journal voucher to balance discrepancies. • Provide analytical support for project managers, grant manager, and grant administrator as needed. 25D-11