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Grants Manager, Fire Safe Council, Non-Profit

Santa Clara County FireSafe Council
California, United States
Competitive Salary
Closing date
Feb 11, 2022

View more

Position Type
Fundraising, Grant Seeking, Prospect Research, Programs, Grant Administration, Grant Making
Education, Environment
Employment Type
Full Time
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Grants Manager Position:

Santa Clara County FireSafe (SCCFSC) is a 501 (c)3 nonprofit grassroot organization providing education and project assistance for homeowners and landowners in communities vulnerable to wildfire in Santa Clara County.

The Grants Manager is responsible for grant and contract related reporting.  Accounting tasks including but not limited to; invoicing for costs incurred, invoicing for advances, recognition of grant revenue and indirect costs, tracking required match both between grant funds and in-kind work, grant financial reporting; budget to actual grant monitoring, budget creation and revision, grant contracts, and other support as needed.  Reporting tasks include pulling together deliverables’ narratives from tracking spreadsheets and team members, cover sheet preparation as required by grantor and submission of monthly, quarterly, or periodic progress and final reports.  Maintenance of all documentation used for reporting in the shared organizational drive.  Tracking of reporting schedule for progress reports and final grant close out reports.

The ideal candidate for this role should have superior organizational skills, the ability to collaborate across virtual team, experience working with boards, self-reliant and exceptional budgeting, and monitoring skills. The outstanding Grants Manager should re-enforce relationships with donors, ensure that grant programs operate efficiently, streamline grant administration, and keep our organization fiscally sound.

Hours/Site: 30-40 hours per week, Monday through Friday, SCCFSC is headquartered in Saratoga, California. Work is 100% remote. Some travel to headquarter & field sites may be required.


Reporting to the CEO with regular interface with the Managing Director, finance team, grants consultant and operations personnel

  • Establish a cadence of meetings with the finance and operations team and grant consultant sufficient to capture and review all relevant information needed for grant reporting, tracing and report writing.
  • Maintain grant and contract management protocols related to allocation, time, and expense allocation and revenue recognition by grant/contract and allocations of income and expense down to the project level detail.
  • Oversee grant reporting, including ensuring timely submission of grants reports, tracking and monitoring status of reports, sending report reminders, and monitoring grant payments.
  • Writing and production of all grant and city contract vendor reports on monthly, quarterly and required intervals
  • Create, maintain, and communicate a grants/contracts calendar indicating when each report is due and stablish protocol for advance collection and preparation of needed materials to ensure on-time submittal. Create and maintain a grants calendar with reporting requirements for incoming grants and maintain all records for accurate and efficient reporting and audits.
  • Maintain grant track for new applications. Track in process applications, wins, losses and categories and associated revenues
  • Attend board and finance committee meetings as requested.
  • As requested, participate in partner meetings.
  • Work with Bookkeeper/CFO to perform financial reporting duties, including a review of grant actual costs to ensure compliance, document payments and expenditure, optimize grant administration process, prepare, and submit financial reports.
  • In coordination with the finance team, be responsible for the preparation and distribution of grant project budget to actual reports for the Managing Director.
  • Collaborate with Managing Director and HFR teams to establish invoicing and costing best practices so information needed to allocate revenue/expense by grant/contract down to the project level is completed and verified at regular intervals. Allocate expenses to grants and projects needed for reporting.
  • Coordinate with all relevant staff and partners to identify grantmaking needs, risks, and complexity and support the timely writing of grants.
  • Develop SCCFSC’s internal grant systems and maintain best practices for grants administration for both incoming and outgoing grants. Current primary system is Zoom grants. Experience with Zoom and knowledge of other systems such as Fluxx, Submittable a plus.
  • Develop proposed budgets in coordination with finance team.
  • Develop comprehensive reports for all grant agreements.
  • Schedule and help prepare for meetings with teams about grant reports to highlight successes and challenges in grant fund spending and coordinate next steps.
  • Ensure that the finance team has all contract documentation necessary for record keeping and invoice payment purposes.
  • Oversee the development, payment allocation, and tracking of subawards.
  • Liaise between funders/grantors, and teams as necessary.
  • As needed and directed by CEO, work on new grant proposals, grant research.
  • Coordinate with grants consultant and establish effective working protocols.


  • Degree in Business Administration or equivalent work experience.
  • Methodical and strategic thinking.
  • Good communication skills.
  • Project management skills.
  • Excellent organizational skills.
  • Budgeting and accounting experience.
  • Proficiency with Excel, experience with Zoom Grants, experience with Google Docs.
  • Knowledge of QuickBooks accounting software
  • Experience with complex federal grants, state, county, and private/corporate applications
  • Experience with wildfire, environment, climate change and forestry grants preferred, but not required.
  • Computer literacy including grant writing databases and research systems.
  • Knowledge of auditing policies.

Position details:

This role can be based anywhere in the United States, with preference given to candidates in the San Francisco Bay Area, California. The desired start date for this position is early February.


For an independent consultant, the position will have a competitive hourly rate with the flexibility to work remote when authorized. For a potential hire, the position will also have a competitive hourly rate with the flexibility to work remote when authorized. Reimbursement of approved/authorized expenses and the ability to work with a fun, talented, and committed team on one of the most important missions of our time—wildfire mitigation, safety, and survivability. Position is expected to be a range of 30-40 hours per week.  Competitive hourly salary and benefits.


To apply, send a cover letter and resume to our HR Manager at

Applications will be considered as they are received.

For more information about our organization, please visit


Non-Discrimination Policy

The SCCFSC is an equal opportunity employer and will consider all qualified applicants. In accordance with Federal law and the U.S. Department of Agriculture (USDA), and SCCFSC policy, we prohibit discrimination on the basis of race, color, national origin, ancestry, pregnancy, age, genetic information, medical condition, mental or physical disability, sex, gender identity, gender expression, gender transitioning, religion, military and veteran status, political beliefs, marital status, familial or parental status, sexual orientation, if all or part of an individual's income is derived from any public assistance program, or any other status or condition protected by Federal, State and local laws.

To file a complaint of discrimination: write USDA, Director, Office of Civil Rights, Room 326-W, Whitten Building, 1400 Independence Avenue, SW, Washington, D.C, 20250-9410 or call (202) 720-5964 (voice and TDD).

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