Contract/Grant Specialist - Anticipated Vacancy
About The Position
The Department of Defense, Veterans' and Emergency Management - Military Bureau is seeking a professional to support the State of Maine and the Soldiers and Airmen of the Maine National Guard. This role is ideal for someone who thrives in a collaborative environment, values attention to detail, and enjoys working with diverse groups of people and industries. The position requires excellent problem-solving skills, high organization, the ability to establish priorities, track multiple deadlines, identify potential issues, and provide timely follow-up to internal customers, contractors, grantees, and other stakeholders. The role offers the opportunity to work both independently and with a supportive team, making a meaningful difference. Following successful completion of training and with management approval, this position may be eligible for a hybrid work schedule of up to 2–3 remote workdays per week, provided the remote work is performed from a location within the State of Maine. A federal background check is required for the successful candidate.
Requirements
- Demonstrated competence in contract or grant administration through education, training, and/or experience.
- Ability to manage multiple contracts, grants, procurements, and assignments simultaneously while meeting established deadlines.
- Ability to establish and adjust priorities based on deadlines, operational requirements, funding requirements, risk, and contractual obligations.
- Ability to independently track assignments, deadlines, deliverables, renewals, expirations, and required follow-up.
- Ability to analyze complex information, identify potential issues, and develop practical solutions.
- Ability to interpret and apply procurement laws, rules, policies, procedures, and contractual requirements.
- Knowledge of contract and grant administration principles and practices.
- Knowledge of procurement principles and competitive solicitation processes.
- Knowledge of basic financial management, budgeting, and expenditure practices.
- Ability to communicate clearly and effectively, both verbally and in writing, with internal and external stakeholders.
- Ability to establish and maintain effective working relationships with program staff, contractors, grantees, vendors, and other stakeholders.
- Proficiency with Microsoft Office and the ability to learn and effectively use financial, procurement, contract management, and database systems.
- Ability to maintain accurate, organized, and complete records.
Nice To Haves
- Experience in Microsoft and other Business Databases.
- Knowledge of Maine State financial and procurement systems (Advantage).
Responsibilities
- Provide contract and grant lifecycle management for the Maine Army National Guard (MEARNG) Cooperative Agreement.
- Monitor and evaluate contractor performance and take corrective action as necessary.
- Effectively communicate with the requestor to ensure the contract meets department specifications and goals.
- Manage contracts throughout the full contract lifecycle, including receiving and evaluating requests, defining requirements with program staff, developing solicitations (RFPs, RFQs), coordinating and supporting the solicitation and evaluation process, preparing and processing contract awards, developing/reviewing/executing contracts and agreements, monitoring performance/deliverables/expenditures/compliance, coordinating amendments/modifications/extensions, monitoring contract expiration dates and initiating renewals, coordinating contract closeout, and maintaining complete and accurate contract and grant records.
- Review and analyze contracts to discuss feasibility and impact on the department’s budget.
- Review and determine the best deal for the State of Maine on existing and new commodity purchases for MEARNG departments.
- Independently identify upcoming deadlines and required actions and initiate timely follow-up to prevent delays, lapses in service, or non-compliance.
- Develop training material and deliver training to department employees.
Benefits
- 13 paid holidays
- 12 days of sick leave
- 3+ weeks of vacation leave annually
- Personal leave for overtime-exempt employees
- Health insurance coverage (State pays 85%-100% of employee-only premiums)
- Health insurance premium credit (5% decrease in employee-only premiums)
- Dental insurance (State pays 100% of employee-only premiums)
- Retirement plan (State contributes 14.06% of pay to MainePERS)
- Gym membership reimbursement (up to $40 per month)
- Health and Dependent Care Flexible Spending Accounts
- Public Service Student Loan Forgiveness eligibility
- Living Resources Program (employee assistance program)
- Forty-two (42) consecutive calendar days of fully paid parental leave for all employees welcoming a child
- Additional unpaid leave may be available under FMLA
- Voluntary Deferred Compensation (MaineSaves 457(b) account)
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
No Education Listed
