Director, Grants, Billing, & Capital Controls

Job Description:

Director, Grants, Billing, & Capital Controls

Description

General

The Director, Grants, Billing, & Capital Controls is responsible for the overall management of the (a) grants and funding portfolio, (b) billing against external sources, and (c) project controls functions supporting agencies including San Mateo County Transit District (SamTrans), Peninsula Corridor Joint Powers Board (Caltrain), the San Mateo County Transportation Authority (TA), and San Mateo County Express Lanes Joint Powers Authority (ELJPA). This role provides strategic and operational leadership across the fullgrants lifecycle, from developing funding strategies and securing competitive grants to overseeing billing, reimbursement, audit compliance, and capital project financial controls. The Director ensures that funding is maximized, billing and reporting are accurate and timely, and capital expenditures are delivered with transparency, accountability, and compliance. The position directs managers and staff responsible for grants administration, grants billing, and capital financial controls, and serves as a key liaison with Federal, State, and regional funding partners.

Essential Functions & Duties

Examples of Essential Functions:

• Direct the grants program, including the identification of funding opportunities, development of applications, and management and reporting of all Federal, State, regional, private, and local grants secured for rail, bus, and TA projects.
• Develop long- and short-range funding strategies to support capital and operational needs.
• Direct the grants billing and reimbursement functions, ensuring claims are accurate, timely, properly documented, and in compliance with grant requirements.
• Oversee the design, implementation, and continuous improvement of capital project financial controls, including budget adherence, change order tracking, cost forecasting, and alignment with approved funding sources.
• Ensure compliance with all Federal, State, and regional grant conditions, financial controls, and audit requirements.
• Responsible for leading cross-functional collaboration between Finance, Planning, Project Management, and external funding agencies to ensure accurate reporting on capital project budgets, expenditures, commitments, and forecasts.
• Develop and deliver written and oral reports for executive management and Boards on grants activity, funding status, and capital program financial performance.
• Represent the agencies in Federal, State, and regional funding and programming processes and advocate for policies and programs that benefit the agencies’ funding portfolio.
• Supervise staff. Hire, mentor, and evaluate employees; ensure compliance with EEO policies; and provide training and professional development opportunities.
• Under the shared services model with Caltrain, coordinate with the Caltrain Director of Grants and Fund Management to set policy direction and responsibilities related to shared grants department services provided to Caltrain, and direct participation in Federal, State, and regional transportation fund programming processes and advocate for policies and programs that benefit the Caltrain grants portfolio.

Examples of Essential Duties:

• Direct and oversee all Federal, State, and regional transportation fund programming processes and advocate for policies and programs that benefit the SamTrans and the TA grants portfolio.
• Oversee and enforce certain capital project financial control frameworks, including expenditure authorization protocols, budget monitoring processes, and reconciliation of funding source allocations.
• Work cross-functionally with Finance, Planning, and Project Managers to ensure accurate and timely reporting on capital project budgets, expenditures, commitments, and forecasts.
• Sets certain Capital Project Control vision and goals across a wide-ranging set of divisions and departments within the organization to carry out the grants portfolio and capital controls.
• Lead grant application process, including working with appropriate departments, including the Caltrain Director of Grants and Fund Management to identify the most appropriate funding sources and lead the grant application process to help fund the agencies’ capital and operating programs and projects.
• Oversee and direct the process and responses to the Federal Transit Administration’s Triennial Reviews.
• Communicate with internal and external stakeholders to report on all items relating to grants, billing, and reimbursements. Ensure resolution of any issues that arise with stakeholders.
• Ensure that billing and accounting procedures are continuously reviewed and adjusted to maintain compliance with GAAP, GASB, FTA, and other regulations.
• Oversee the operation of the Grants unit, including the writing of effective and competitive grant applications, and obtaining and administering grants for rail, bus, and TA multi-modal projects.
• Evaluate job performance of staff which also includes the professional development of staff through the identification of on-the-job and other professional development opportunities.
• Perform all job duties and responsibilities in a safe manner to protect yourself, your fellow employees and the public from injury or harm. Promote safety awareness and follow safety procedures to reduce or eliminate accidents.
• Perform other duties as assigned.

Supervision :Works under the general supervision of the Chief Financial Officer who establishes goals and objectives and evaluates performance.

Minimum Qualifications

Sufficient experience, training and/or education to demonstrate the knowledge and ability to successfully perform the essential functions of the position. In lieu of a degree, work-related experience that demonstrates the skills and experience necessary to perform this role will be accepted. Development of the required knowledge and abilities is typically obtained through but not limited to:

• Bachelor’s degree in transportation planning, urban planning, public policy, public administration, economics, or related field.
• Seven (7) years full-time progressively responsible experience in transportation planning, urban planning, public policy or public administration, economics, financial analysis, or a directly related field.
• Three (3) years full-time management experience supervising technical and professional staff.

Preferred Qualifications:

• Experience with the various programs available to provide funds and grants for public transportation projects.
• Experience supporting multiple agencies at once with proven ability to prioritize staff’s work and manage expectations.
• Experience with detailed and compliance driven projects or programs requiring accurate and timely reporting.
• Masters degree in planning, public policy, finance, or directly related field.
• Experience managing supervisors.
• Public sector experience highly preferred.

Below is a summary of the comprehensive benefits provided to District full-time employees:

Health and Welfare Benefits:

• Healthcare Benefits -District employees are offered a choice of healthcare providers under the CalPERS Health Benefits Program.The District will contribute ninety (90) percent towards monthly premiums for full-time employees. Fifty (50) percent for part-time employees.
  
• Free Dental and Vision Benefits provided - Employer Covers Premiums
  
• Free Employee Assistance Benefit - Employees are entitled to 5 face-to-face sessions or telephonic or web-video consultations for problem-solving support per incident, per calendar year.
  

• Flexible Spending Accounts - Pre-tax dollars to pay for qualified Health or Dependent Care expenses.
  

Retirement Medical Benefits:

• Long Term Disability Insurance - After 90 days of total disability, Administrative full-time employees are eligible for 60% of monthly income covered by the District.
  
• Health and Wellness - Gyms located at most work locations and discounted Weight Watcher Membership Option.
  

Holidays and Paid Time Off:

• Paid Time Off - Newly hired employees accrue 6.5 hours bi-weekly when hired (if Exempt 8.25 hours).As you move up in years of service credit, the rate of the amount of PTO accrued will also increase.
  
• Paid Holidays - The District provides seven paid holidays throughout the year - New Years Day, Martin Luther King Jr. Day, Memorial Day, Independence Day (July 4th), Labor Day, Thanksgiving Day and Christmas Day
  
• Floating Holidays - District employees can earn up to five (5) floating holidays.
  

Financial Planning Benefits:

• Pension Benefits through CalPERS -You must have a minimum of 5 years of service to be eligible for this pension.
  

• CalPERS PEPRA vs. Classic - All employees hired on, or after January 1, 2013, are considered PEPRA members and will contribute 8% of their salary up to the maximum IRS cut-off. All Classic members will contribute 6%
  
• Deferred Compensation Options - Select to contribute to one or both of our Tax Deferred Compensation Options
  
• Reliance Standard Life Insurance with 100% premium paid by the District - 1 times annual salary of employee - max $200,000
  
• Optional Life Insurance - Employees may purchase additional life insurance for themselves and their eligible family members.
  

Growth and Education Benefits:

• Professional Development - Access to LinkedIn Learning and San Mateo County’s professional training. District Tuition Reimbursement Program - A maximum of $5,250 per year for courses related to your job or career goals with the District.
  
• Computer Loan Program - Interest-free two-year loan with a maximum amount of $2,000.
  

Other Amazing Benefits:

• Credit Union - Employees and family members are eligible to join the San Mateo Credit Union and Patelco Credit Union.
  
• Employee Clean Commute (ECC) - Car/Van poolers and Public Transit riders receive a monthly reimbursement.
  
• Commuter Benefits - Free Employee Parking; Free Bus Pass for employee as well as children/spouse; Clipper Card/Go Pass Program for Central employees.
  

For union employees, all of the above benefits are subject to the employee’s Collective Bargaining Agreement. Benefits listed are also subject to change with or without notice and are subject to contract/provider terms and conditions.

Closing Date/Time: 1/18/2026 11:59 PM Pacific

Salary:

$191,823.00 - $268,553.00 Annually