Contract/Grant Specialist / Bureau of Motor Vehicles / Anticipated Vacancy

Secretary of State • Augusta, GA

21h • Hybrid

About The Position

The Bureau of Motor Vehicles is seeking a detail-oriented and highly organized Contract/Grant Specialist to manage and oversee contracts, grants, and purchase of service agreements. This role involves negotiating agreements, monitoring provider performance, conducting site visits, and collaborating with internal and external stakeholders to ensure effective service delivery. The ideal candidate will have a strong background in contract administration, financial analysis, and program evaluation.

Requirements

• Team Collaboration: Ability to work effectively within a team, contributing to shared goals and helping others succeed.
• Communication Skills: Clear and effective communication with colleagues, management, and stakeholders to ensure alignment and clarity.
• Adaptability: Willingness and ability to adapt to changing priorities, processes, and technologies.
• Problem-Solving: Strong critical thinking skills to identify issues and propose innovative solutions.
• Attention to Detail: A focus on accuracy and thoroughness in completing tasks and managing responsibilities.
• Professionalism: Maintain a positive and respectful work environment through thoughtful, courteous interactions.
• Emotional Intelligence: Ability to understand and connect with others, showing empathy while maintaining professionalism and accountability.
• Conflict Resolution & Feedback: Skill in managing difficult situations and offering constructive feedback with tact and respect.
• Time Management: Strong organizational and multitasking abilities to balance various responsibilities effectively.
• Commitment to Excellence: Dedication to achieving high standards in service delivery and personal work performance.
• Continuous Improvement: A mindset focused on improving processes, learning new skills, and supporting team development.
• Education, training, and/or experience demonstrating competence in contract or grant administration.

Nice To Haves

• Demonstrated proficiency in Microsoft Excel for data analysis and reporting
• Proven experience working with contracts and grants at an intermediate level
• Exceptional attention to detail and accuracy in all tasks
• Familiarity with government procurement procedures to ensure compliance
• Knowledge of accounts payable processes, including invoice management and reconciliation
• Demonstrated ability to communicate clearly and effectively with colleagues, management, and stakeholders to maintain alignment and clarity.

Responsibilities

• Manage and oversee a growing portfolio of contracts and grants, ensuring compliance with federal, state, and departmental requirements.
• Monitor contractual obligations, deliverables, timelines, and financial benchmarks to ensure agreements are executed effectively and efficiently.
• Evaluate provider performance through regular reviews, data analysis, and performance monitoring to promote accountability and continuous improvement.
• Develop and maintain strong working relationships with external vendors, grant recipients, and internal stakeholders to support successful contracts and grant administration.
• Coordinate contract and grant activities, including procurement processes, amendments, renewals, reporting requirements, and closeout procedures.
• Identify and mitigate financial, operational, and compliance risks associated with contracts and grants.
• Analyze contract and grant data, prepare reports, and provide recommendations to leadership regarding performance, funding utilization, and program outcomes.
• Ensure accurate documentation and recordkeeping for all contract and grant activities in accordance with applicable policies and audit requirements.
• Serve as a subject matter resource on contract and grant administration, providing guidance and support to program staff and management.
• Support the Bureau's strategic objectives by promoting efficient service delivery, fiscal responsibility, and effective stewardship of public funds.

Benefits

• 13 paid holidays
• 12 days of sick leave
• 3+ weeks of vacation leave annually
• Health Insurance Coverage: The State of Maine pays 85%-95% of employee-only premiums
• Dental Insurance: The State of Maine pays 100% of employee-only dental premiums
• Retirement Plan: The State contributes the equivalent of 14.11% of the employees’ pay towards the Maine Public Employees Retirement System (MainePERS).

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed