Contract Management Associate III

FRESH LIFELINES FOR YOUTH INC•San Jose, CA

4d•$30 - $30•Hybrid

About The Position

Fresh Lifelines for Youth (FLY) is an award-winning non-profit organization dedicated to partnering with youth to unlock their potential, disrupt the pipeline to prison, and advance justice. By 2030, FLY aims to dismantle California's pipeline to prison, equip 30,000 youth for transformative lives, and create opportunities for them to live healthy, free, and productive lives. The Finance Department supports the agency's strategic plan by managing financial planning, accounting, bookkeeping, financial reporting, budgeting, and contract management. This department is also responsible for annual audits and government contract audits, providing professional financial and accounting information to facilitate fiscal and organizational decisions.

Requirements

Deep commitment to equity, social, racial, and economic justice.
Knowledge of basic accounting concepts.
Excellent attention to detail and analytical skills.
Strong communication and organizational skills.
Adaptability.
Ability to work collaboratively across teams and manage multiple priorities.
Intermediate proficiency in Microsoft Excel/Google Sheets.
Problem-solving/critical thinking skills.
Belief in FLY’s vision and mission and resonance with FLY’s values: accountable, dedicated, respectful, equitable and just, loving, innovative, hopeful, and youth-centered.

Responsibilities

Prepare monthly and quarterly invoicing for government contracts, ensuring timely processing and submission for payment.
Gather and organize supporting documents for contracts, including financial records and invoicing materials, to ensure compliance with contract terms.
Actively follow up with internal teams to gather missing documentation, timecards, receipts, and other information required for billing and compliance.
Work closely with Accounting and Program Management teams to resolve fiscal discrepancies and streamline workflow processes.
Identify financial variances, potential issues, and risks within contracts and recommend adjustments or budget modifications as necessary.
Record and post incoming government payments, remittances, and receipts in the accounting system.
Ensure contracts adhere to fiscal compliance requirements, including financial reporting and documentation.
Maintain accurate records of all contract documents.
Maintain contract tracking tools, dashboards, reporting, and reconciliations.
Create and manage comprehensive contract information sheets, ensuring all critical details are accurately captured and easily accessible.
Actively participate in quarterly community resources meetings, contributing to agenda setting and coordinating scheduling.
Conduct and present detailed financial analyses of government contracts on a quarterly basis, providing insights and recommendations.
Support Associate Director of Fiscal Contract Management in the creation of contract budgets.
Provide necessary documentation and support for audits or compliance reviews, assisting in gathering financial data and ensuring adherence to regulatory requirements.
Review functional timesheets for completeness and contract compliance, following up directly with supervisors and staff to resolve missing, incomplete, or late entries prior to external deadlines.
Assist with reporting and other administrative tasks as needed to maintain contractual compliance.

Benefits

Full medical, dental, vision, and chiropractic healthcare
Retirement contribution match
10+ PTO Days
12 Holiday Days
3-4 additional "rejuvenation days off" twice per year
Annual Wellness Funds
Annual Professional Development Funds
Employee Assistance Program
Annual Staff Retreat, Holiday Party, End of Year Celebration, Team Off Sites, and other FLY Events.
Customize your Work Schedule (dependent on supervisor approval)
Hybrid of In-Office and Remote Work
8 Hours of Civic Engagement
Mileage Reimbursement