HomeMy WebLinkAboutReports - 2023.09.14 - 40543
AGENDA ITEM: Creating Strategic Partnership and Grant Administration Classifications and
Positions
DEPARTMENT: Executive's Office
MEETING: Board of Commissioners
DATE: Thursday, September 14, 2023 6:00 PM - Click to View Agenda
ITEM SUMMARY SHEET
COMMITTEE REPORT TO BOARD
Resolution #2023-3279
Motion to approve implementation of the creation of one (1) Strategic Partnership & Initiatives
Officer classification and position and one (1) Grant Administrator classification and position as
proposed in the attached Schedule B; further, implement the position changes as proposed in the
attached Schedule C; and further, amend the FY2024-FY2026 Budgets as shown in the attached
Schedule A.
ITEM CATEGORY SPONSORED BY
Staffing Modification Gary McGillivray
INTRODUCTION AND BACKGROUND
As discussed during the County Executive's Office budget hearing with Finance Committee, the
County Executive is requesting to create one (1) Strategic Partnership & Initiatives Officer
classification and position, and one (1) Grant Administrator classification and position to build
opportunities for both cross-departmental and public/private partnerships, including grant
opportunities and management and philanthropic partnerships.
POLICY ANALYSIS
It is proposed to use the Professional Services line item budget from the Fiscal Services and
Compliance Office in order to fund the positions with a total net zero impact on the budget.
The Strategic Partnership & Initiatives Officer is an appointed position that reports to the Deputy
County Executive. They will be responsible for focusing on building opportunities for both cross-
departmental and public and private partnerships; serving as a central liaison for philanthropic
partnerships with the County and work to increase philanthropic funding of County priorities; building
an enterprise grant strategy to bring greater collaboration across County departments through grant
prospecting, writing, and grant management; leading targeted strategic projects aligned with County
goals that are well-suited for cross-departmental and external partnerships as well as targets for
philanthropic support; and utilizing current Countywide and/or department specific software to
complete assignments.
The Grant Administrator reports to the Strategic Partnership & Initiatives Officer. They will be
responsible for providing informational, technical, and administrative support services to the County
Executive and County departments relative to federal, state, and/or private financial/grant
assistance programs in order to supplement and enhance currently authorized level of public
services provided by the County; writing grants and performing necessary follow up to obtain funds
and assistance from private and public sources; securing, analyzing, and disseminating program
data to the County Executive and County department heads regarding the availability of grant
opportunities; establishing, developing and maintaining a grants resource library; developing and
maintaining good working relationships with state, regional, federal and private program
administrators; assisting in the administration of project grants; maintaining necessary liaisons with
various County officials, departments and committees; and utilizing current Countywide and/or
department specific software to complete assignments.
BUDGET AMENDMENT REQUIRED: Yes
Committee members can contact Michael Andrews, Policy and Fiscal Analysis Supervisor at
248.425.5572 or andrewsmb@oakgov.com, or the department contact persons listed for additional
information.
CONTACT
Hilarie Chambers, Deputy County Executive II
ITEM REVIEW TRACKING
Aaron Snover, Board of Commissioners Created/Initiated - 9/14/2023
AGENDA DEADLINE: 09/14/2023 6:00 PM
ATTACHMENTS
1. Schedule A - Creating Strategic Partnership and Grant Administration Classifications and
Positions
2. County Executive Classification & Position Creation Sch B&C
3. County Executive Classification & Position Creation HR Write Up
4. Strategic Partnerships & Initatives Officer.HDM.8-10-23
5. Grant Administrator.HDM.8-10-23
COMMITTEE TRACKING
2023-09-05 Legislative Affairs & Government Operations - Recommend to Board
2023-09-14 Full Board - Adopt
Motioned by: Commissioner Penny Luebs
Seconded by: Commissioner Christine Long
Yes: David Woodward, Michael Spisz, Penny Luebs, Karen Joliat, Kristen Nelson, Christine
Long, Robert Hoffman, Philip Weipert, Gwen Markham, Angela Powell, Marcia Gershenson,
Janet Jackson, William Miller III, Yolanda Smith Charles, Charles Cavell, Ajay Raman (16)
No: None (0)
Abstain: None (0)
Absent: Brendan Johnson, Gary McGillivray, Michael Gingell (3)
Passed
Oakland County, Michigan
County Executive Administration - Classification and Position Creations
Schedule "A" DETAIL
R/E Fund Name Division Name
Fund #
(FND)Cost Center (CCN) #
Account #
(RC/SC)
Program #
(PRG)Grant ID (GRN) #
Project ID #
(PROJ)
Region
(REG)
Budget
Fund
Affiliate
(BFA)
Ledger
Account
Summary Account Title
FY 2024
Amendment
FY 2025
Amendment
FY 2026
Amendment
E General Fund Fiscal Services FND10100 CCN1020601 SC731458 PRG182080 730000 Professional Services (300,000)(300,000)(300,000)
E General Fund Compliance Office FND10100 CCN1010201 SC731458 PRG181005 730000 Professional Services (47,110)(42,420)(42,420)
Subtotal Expenditures (347,110)(342,420)(342,420)
E General Fund Administration FND10100 CCN1010101 SC702010 PRG181000 702000 Salaries Regular 142,306 142,306 142,306
E General Fund Administration FND10100 CCN1010101 SC722790 PRG181000 722000 FICA 10,886 10,886 10,886
E General Fund Administration FND10100 CCN1010101 SC722770 PRG181000 722000 Retirement 34,495 34,495 34,495
E General Fund Administration FND10100 CCN1010101 SC722810 PRG181000 722000 Disability 2,135 2,135 2,135
E General Fund Administration FND10100 CCN1010101 SC722820 PRG181000 722000 Unemployment 85 85 85
E General Fund Administration FND10100 CCN1010101 SC722760 PRG181000 722000 Group Life 370 370 370
E General Fund Administration FND10100 CCN1010101 SC722750 PRG181000 722000 Workers Comp.1,252 1,252 1,252
E General Fund Administration FND10100 CCN1010101 SC722780 PRG181000 722000 Medical 15,224 15,224 15,224
E General Fund Administration FND10100 CCN1010101 SC722800 PRG181000 722000 Dental 714 714 714
E General Fund Administration FND10100 CCN1010101 SC722850 PRG181000 722000 Optical 35 35 35
E General Fund Administration FND10100 CCN1010101 SC732018 PRG181000 730000 Travel and Conference 4,000 4,000 4,000
E General Fund Administration FND10100 CCN1010101 SC731339 PRG180994 730000 Periodicals Books Pub Svcs 500 500 500
E General Fund Administration FND10100 CCN1010101 SC731346 PRG180995 730000 Personal Mileage 250 250 250
E General Fund Administration FND10100 CCN1010101 SC774636 PRG180996 770000 Info Tech Operations 5,569 3,352 3,352
E General Fund Administration FND10100 CCN1010101 SC778675 PRG180997 770000 Telephone Communications 548 420 420
Subtotal Expenditures 218,369 216,024 216,024
E General Fund Administration FND10100 CCN1010101 SC702010 PRG181000 702000 Salaries Regular 79,241 79,241 79,241
E General Fund Administration FND10100 CCN1010101 SC722790 PRG181000 722000 FICA 6,062 6,062 6,062
E General Fund Administration FND10100 CCN1010101 SC722770 PRG181000 722000 Retirement 19,208 19,208 19,208
E General Fund Administration FND10100 CCN1010101 SC722810 PRG181000 722000 Disability 1,189 1,189 1,189
E General Fund Administration FND10100 CCN1010101 SC722820 PRG181000 722000 Unemployment 48 48 48
E General Fund Administration FND10100 CCN1010101 SC722760 PRG181000 722000 Group Life 206 206 206
E General Fund Administration FND10100 CCN1010101 SC722750 PRG181000 722000 Workers Comp.697 697 697
E General Fund Administration FND10100 CCN1010101 SC722780 PRG181000 722000 Medical 15,224 15,224 15,224
E General Fund Administration FND10100 CCN1010101 SC722800 PRG181000 722000 Dental 714 714 714
E General Fund Administration FND10100 CCN1010101 SC722850 PRG181000 722000 Optical 35 35 35
E General Fund Administration FND10100 CCN1010101 SC774636 PRG180996 770000 Info Tech Operations 5,569 3,352 3,352
E General Fund Administration FND10100 CCN1010101 SC778675 PRG180997 770000 Telephone Communications 548 420 420
Subtotal Expenditures 128,741 126,396 126,396
Total Expenditures ---
SCHEDULE B - CLASSIFICATION CREATIONS
CREATE - TITLE Plan Grade FLSA Status
Strategic Partnership & Initiatives Officer APP 335 Exempt
Grant Administrator UNI 123 Exempt
SCHEDULE C - Position Changes
CURRENT PROPOSED
Action Pos #Classification Grade Step Biweek Classification Grade Step Biweek Annual Inc Fringes Cost Fund Type Cost Center Fund Program
Create NEW Strategic Partnership & Initiatives Officer - FTE 335 12 5,313.87 142,306 65,197 207,502 GFGP CCN1010101 FND10100 PRG181000
Create NEW Grant Administrator - FTE 123 12 2,958.97 79,241 43,382 122,623 GFGP CCN1010101 FND10100 PRG181000
TOTAL ILLUSTRATIVE COST 330,126
REQUEST:
1. The Oakland County Board of Commissioners approves to implement the classification creations as
proposed in the attached Schedule B.
2. To implement the position changes as proposed in the attached Schedule C.
PROPOSED FUNDING:
General Fund.
OVERVIEW:
The County Executive’s Office is requesting to create one (1) Strategic Partnership & Initiatives Officer classification
and position and one (1) Grant Administrator classification and position to build opportunities for both cross-
departmental and public/private partnerships including grant opportunities and management and philanthropic
partnerships.
It is requested to create a Strategic Partnership & Initiatives Officer classification and one (1) GF/GP FTE position
and to create a Grant Administrator classification and one (1) GF/GP FTE position in the County Executive
Administration Division (#1010101) as proposed in Schedule B & C.
COUNTY EXECUTIVE RECOMMENDATION:Recommended as Requested.
PERTINENT SALARIES FY 2024
*Note: Annual rates are shown for illustrative purposes only.
SALARY AND FRINGE BENEFIT SAVINGS
**Note: Fringe benefit rates displayed are County averages. Annual costs are shown for illustrative purposes only.
Actual costs are reflected in the budget amendment.
Class Gr Period Step 01 Step
12
Step
24
Step
36
Step
48
Step
60
Step
72
Step
84
Strategic
Partnership
& Initiatives
Officer
335
Hourly
Bi-wkly
Annual
65.2491
5,219.92
135,718
68.4166
5,473.33
142,307
71.5837
5,726.70
148,894
74.7512
5,980.10
155,483
77.9188
6,233.50
162,071
81.0863
6,486.91
168,660
84.2534
6,740.27
175,247
87.4209
6,993.67
181,836
Grant
Administrat
or
123
Hourly
Bi-wkly
Annual
36.3330
2,906.64
75,572
38.0968
3,047.74
79,241
39.8605
3,188.84
82,910
41.6242
3,329.94
86,578
43.3880
3,471.04
90,247
45.1517
3,612.14
93,916
46.9155
3,753.24
97,584
48.6792
3,894.34
101,253
Create one (1) GFGP FTE Strategic Partnerships
& Initiatives Officer position (#1010101)
Salary at Step 12 $142,307
Fringes @34.59% $49,224
Total Health Care Based Fringes $15,973
Cost $207,504
Create one (1) GFGP FTE Grant Administrator
position (#1010101)
Salary at Step 12 $79,241
Fringes @34.59% $27,409
Total Health Care Based Fringes $15,973
Cost $122,623
DRAFT 8-10-23
Appointed Position – Information Only
OAKLAND COUNTY MICHIGAN
Class Title: STRATEGIC PARTNERSHIPS & INITIATIVES OFFICER
Department: County Executive / Administration
Reports To: Deputy County Executive
FLSA Status: Exempt
Salary Plan: APP/335
GENERAL SUMMARY
Responsible for focusing on building opportunities for both cross-departmental and public and private
partnerships. Serves as a central liaison for philanthropic partnerships with the County and work to
increase philanthropic funding of County priorities. Responsible for building an enterprise grant strategy
to bring greater collaboration across County departments through grant prospecting, writing, and grant
management. Leads targeted strategic projects aligned with County goals that are well-suited for cross-
departmental and external partnerships as well as targets for philanthropic support. Utilizes current
Countywide and/or department specific software to complete assignments.
SUPERVISION EXERCISED
Functions as a supervisor over professional employee. Instructs, assigns, schedules, checks work,
appraises performance, and recommends employees for salary increase or promotion. Effectively
recommends on discipline and discharge.
ESSENTIAL JOB FUNCTIONS
Establishes and maintains strategic relationships with local and national foundations and other
philanthropy partners.
Creates opportunities for ongoing county input, strategic priority alignment, and convenings for
collective impact.
Partners across County departments and with external community organizations to align opportunities
for grant funding and potential public and private partnerships.
In collaboration with Department leads, identifies budget gaps, develop philanthropic funding targets,
and seeks funding for projects/initiatives aligned with County priorities.
Builds enterprise strategy for grant lifecycle processes to increase philanthropic funding of County
initiatives and bring greater collaboration and visibility to grant funded initiatives across departments.
Represents county interests by acting as a liaison with community groups, boards, councils, county
department managers and employees.
CLASS TITLE: STRATEGIC PARTNERSHIPS & INITIATIVES OFFICER
2
Oversee grant outreach efforts, strategic relationships and alignment, and budgets.
Leads and/or supports additional cross departmental strategic initiatives as identified such as cross
department information and service-tracking readiness and healthcare/service-related community
partnerships.
Utilizes current Countywide and/or department specific software to complete assignments.
ESSENTIAL MENTAL & PHYSICAL REQUIREMENTS
Ability to communicate to accurately convey information.
Ability to operate a motor vehicle and/or be a passenger.
WORKING CONDITIONS
Work is performed in a typical office environment.
Participate in activities that require driving or being a passenger in an automobile or bus.
IMPORTANT NOTE: The primary purpose of this job description is to set a fair and equitable salary range
for this job classification. Generally, only those key duties necessary for proper job evaluation and/or
labor market analysis have been included. Other duties and responsibilities will be assigned by the
supervisor.
EXPERIENCE, TRAINING, KNOWLEDGES, SKILLS & ABILITIES
Under the Merit System Resolution, Section II, initially adopted November 8, 1966, employees in this class
are excluded from the Merit System for the purpose of the manner of selection, appointment, removal
from office or limitation of political activity.
Employees in this class are required to pass an employment medical examination prior to the effective
date of the appointment.
NOTE: The desirable qualifications for this classification, when provided to the Human Resources
Department, will be stated on a separate page. The desirable qualifications are not to be
considered as definitive but are subject to revision by the County Executive.
A. DESIRABLE QUALIFICATIONS
1. Possess a Bachelor’s degree from an accredited college or university with a major in Public
Administration or Business Administration.
2. Have had fifteen (15) years of diverse leadership experience in governmental social services
and/or philanthropy.
CLASS TITLE: STRATEGIC PARTNERSHIPS & INITIATIVES OFFICER
3
B. ADDITIONAL DESIRABLE QUALIFICATIONS
1. Considerable understanding of philanthropic sector.
2. Demonstrated experience in generating grant revenue and managing large-scale grants.
3. Considerable experience leading public/private partnerships and cross sector collaboration
including layering government and private funding streams.
4. Considerable experience leading programs/services through a program lifecycle (development,
implementation, and management, and evaluation).
5. Considerable experience reviewing and approving financial, grant, and operational budgets.
6. Strong analytical, organizational and time management skills.
7. Considerable experience successfully interacting with internal and external stakeholders,
including top level executives, and public figures.
8. Demonstrated experience setting priorities, goals, and objectives in alignment with County
mission and values.
DRAFT 8-10-23
OAKLAND COUNTY MICHIGAN
Class Title: GRANT ADMINISTRATOR
Department: County Executive / Administration
Reports To: Strategic Partnership & Initiatives Officer
FLSA Status: Exempt
Salary Plan: UNI/123
GENERAL SUMMARY
Provides informational, technical, and administrative support services to the County Executive and County
departments relative to federal, state, and/or private financial/grant assistance programs in order to
supplement and enhance currently authorized level of public services provided by the County. Writes
grants and performs necessary follow up to obtain funds and assistance from private and public sources.
Secures, analyzes, and disseminates program data to the County Executive and County department heads
regarding the availability of grant opportunities. Establishes, develops and maintains a grants resource
library. Develops and maintains good working relationships with state, regional, federal and private
program administrators, assists in the administration of project grants. Maintains necessary liaisons with
various County officials, departments and committees. Utilizes current Countywide and/or department
specific software to complete assignments.
SUPERVISION EXERCISED
Functions as a leader over professional and clerical staff that provides support in grants projects. Provides
leadership and guidance to all County departments with regard to grant procedures and requirements.
ESSENTIAL JOB FUNCTIONS
Maintains a comprehensive process to identify, receive and review the latest federal, state, and private
aid information on a continuing basis.
Remains informed of the programs and direction of the various County departments in order to identify
and analyze applicable grant programs.
Provides information to the County Executive and County department heads on the applicability of
potential sources of federal, state and private grant aid which could be used in conjunction with the
County's existing contemplated budget resources and program needs.
Maintains a grant administration information page on the County internal website where grant
documents/manual/instructions are available for employees to access.
CLASS TITLE: GRANT ADMINISTRATOR
2
Establishes, develops and maintains a grants resource library.
Disseminates information on appropriate federal, state, and private financial assistance programs to
County department heads and County Commissioners and serves in a liaison capacity between affected
agencies.
Assesses immediate and long-term fiscal implications of each proposed program in regard to the County
budget.
Facilitates cooperation between County departments and local municipalities in planning unified
programs eligible for grant assistance. Assists departments and Corporation Counsel with the preparation
of subrecipient /interlocal agreements and works with departments and municipalities on compliance
matters.
Researches grant applications and provides technical assistance to department heads in the preparation
of federal, state and private grant/aid applications and in the administration of grant projects including
budget, time-reporting, subrecipient relationships, cost sharing requirements and performance criteria.
Anticipates grant related County requirements and recommends internal measures, not only to meet
minimum requirements but also to obtain the maximum possible benefit out of each grant.
Stays informed of new federal and state grant regulations and guidelines that may require changes to
current County policies and procedures. Informs and assists departments with necessary policy or
procedural changes and provides training and communication to impacted departments and employees.
Develops good working relationships with federal, state and private aid program administrators to
maintain knowledge of pending grant legislation and programs and to appropriately advocate for the
County.
Disseminates information on appropriate federal, state and private financial assistance programs to
County department heads and County commissioners and serves in a liaison capacity between affected
agencies.
Assists County officials in seeking cooperation between County departments and municipalities within the
County in planning unified programs eligible for grant assistance.
Researches and writes grant applications and provides technical assistance to department heads in the
preparation of federal, state and private grant/aid applications and in the administration of grant projects.
Anticipates grant-in-aid requirements and recommends internal measures, not only to meet minimum
requirements but also to obtain the maximum possible benefit out of each grant.
Serves as County technical advisor on federal, state and private regulations and policies and works with
accounting staff to maintain compliance with federal and state regulations and policies governing the
receipt and expenditure of funds.
Remains aware of pending grant legislation and programs through contact with the State Government
Liaison.
CLASS TITLE: GRANT ADMINISTRATOR
3
Utilizes current Countywide and/or department specific software to complete assignments.
ESSENTIAL MENTAL & PHYSICAL REQUIREMENTS
Ability to communicate to accurately convey information.
WORKING CONDITIONS
Work is performed in a typical office environment.
IMPORTANT NOTE: The primary purpose of this job description is to set a fair and equitable salary range
for this job classification. Generally, only those key duties necessary for proper job evaluation and/or
labor market analysis have been included. Other duties and responsibilities may be assigned by the
supervisor.
EXPERIENCE, TRAINING, KNOWLEDGE, SKILLS & ABILITIES
A. REQUIRED MINIMUM QUALIFICATIONS
1. Possess a Bachelor's degree from an accredited college or university with a major in
Business Administration, Public Administration, Accounting, Economics, Political Science,
or related field.
2. Have at least two (2) years of full-time work experience in the development and/or
administration of grant programs, the preparation of grant applications, financial analysis,
business administration, economic analysis, human resources administration or closely
related area.
B. ADDITIONAL DESIRABLE QUALIFICATIONS
1. Considerable knowledge of the organization and practice of government administration
at the local level and the functions and interrelationships of the federal, state, county and
local governments.
2. Considerable ability to establish and maintain effective working relationships with
administrators and legislative officials.
3. Reasonable knowledge of the functions, organization and policies of Oakland County
government.
4. Reasonable knowledge of federal, state and private aid programs and the procedures for
securing such aid.
CLASS TITLE: GRANT ADMINISTRATOR
4
5. Ability to exercise mature judgement and initiative in analyzing problems and
recommending solutions.
6. Ability to compile statistics, decipher pertinent information and present oral and written
financial, operational and other types of reports to officials and other interested groups
or individuals.
7. Ability to make routine decisions in accordance with departmental policies and
procedures.
8. Ability to follow complex written and oral instructions.