Contracts And Grants Coordinator

4C•Orlando, FL

1d•$63,000 - $68,000•Hybrid

About The Position

Oversight for managing Agency contracts to ensure compliance with all contract provisions. Liaison between 4C, funding sources, and vendors. Responsible for developing contracts, amendments, contract compliance, and obtaining all reports from program and/or administrative staff to ensure contract compliance. Responsible for researching, drafting, and submitting proposals to secure funding from foundations, government agencies, and corporations for agency.

Requirements

Working knowledge of business and management principles related to contract and purchasing management.
Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
Ability to effectively use Federal, State, and local regulations as it relates to revenue and expense contract guidelines.
Ability to perform mathematical calculations.
Ability to negotiate business contracts.
Demonstrates skills in critical thinking, sound judgment, and decision-making.
Ability to establish and maintain excellent working relationships with staff, professionals at outside agencies and vendors.
Ability to operate a personal computer.
Knowledge of MS Office including Word & Excel, any contract management software required.
Ability to navigate the Internet.
Ability to design and develop procedures to enhance contract management.
Ability to meet deadlines and work under pressure.
Ability to communicate effectively to disseminate information in a manner understandable to management and staff.
Ability to demonstrate skills in public speaking and preparing effective presentations.
Ability to prepare proposals for funding.
Ability to demonstrate skills in writing, editing, and proofreading.
Ability to demonstrate skills in organization, time management, planning.
Ability to work and communicate with people from various multi-cultural backgrounds and socio-economic levels.
Sensitivity to the needs, abilities, beliefs, and attitudes of individuals within and outside the Agency, including but not limited to clients and co-workers.
Graduation from an accredited four-year college or university with a Bachelor's Degree in Accounting, Finance or Business Administration
Four (4) years’ experiences in grants or contract management, accounting, or finance, preferably with a non-profit organization, Federal, State or Local government.
Possession of a valid Florida Driver's License and daily access to reliable transportation.
Able to operate computer for extended periods.
Ability to sit for extended periods while performing job functions.
Ability to operate a motor vehicle.
Must be able to transport materials to various agency sites if needed.
Must be able to lift, push, pull and carry up to 45 pounds.
Ability to speak in front of large groups.
Ability to set up meetings including moving tables, chairs, etc. and cleanup.
Position requires bending and stooping.
The ability to safely and successfully perform essential job functions consistent with the ADA, FMLA, and other federal, state and local standards, including meeting qualitative and/or qualitative productivity standards.
The ability to maintain reasonably, regular, punctual attendance consistent with the ADA, FMLA, and other federal, state and local standards.
Compliance with all personnel policies of the Agency.

Nice To Haves

MBA or CPCM Certification preferred
(A comparable amount of training, education or experience may be substituted for the above minimum qualifications.)

Responsibilities

Negotiates monetary and other contract terms with vendors and funders.
Works directly with Purchasing Coordinator and acts as back-up for that position in their absence.
In conjunction with other staff, may apply for new grants from foundations, governmental entities, corporations, or other non-profits to secure funding on behalf of 4C.
Works with other team members to submit required budgets, narratives, outcomes, and organizational data.
Updates the annual registration for the Systems for Award Management (SAM) for use of the federal database for doing business with the federal government.
Updates the 4C organization profile annually for Central Florida Foundation.
Updates and maintains contract matrixes for expense, revenue and MOU agreements as needed to ensure completeness of contract information and requirements, including HS contracts.
Plans for existing contracts/MOUs in advance to ensure no lapse of agreement(s).
Meets regularly with the assigned Directors of Program Services to ensure compliance with contract provisions.
Follows-up on status of assigned contracts and contract amendments on a timely basis.
Works with staff to develop Scope of Work and contracts, as needed.
Ensures Davis Bacon compliance, as applicable.
Establishes and maintains approved vendor list with current business information and insurance requirements.
Ensures vendors do not appear on the Grantor Debarment lists.
Approves and ensures Approved Vendor List is maintained. Maintenance includes Grantor Debarment List and Insurance requirements.
Develops and maintain productive and long-standing relationships with vendors and funders.
Works closely with appropriate agency staff providing guidance and advice on contract issues.
Ensures understanding of the business and financial issues involved with current contracts.
Contacts vendors and/or funders with contract compliance issues.
Provides support to staff and management on the implications of contract terms.
Routes and tracks contract amendment drafts and routes approved contracts and amendments to appropriate staff.
Prepares written summary of contract amendment changes.
Prepare reports as requested, to enable financial analysis of all facets of administrative and program operations.
Carries out the ongoing process of reviewing and tracking the status of each contract.
Works closely with Finance Analyst, Sr. Accountant, and Director of Finance & Accounting in facilitating budgets for contract proposals.
Submits monthly, quarterly, annual and other reports to granting agencies and performs audit compliance test work.
Audits and monitors Agency’s contracts to ensure compliance with contract requirements.
Prepares monthly reports to Board of Directors on the status of Audit/Monitoring activities and Summary of Executed Contracts.
Serves as liaison between agency, grantors, and monitors in contract fiscal and reporting matters.
Attends meetings as needed.
Obtains information from management and communicates information to various entities.
Responsible for updating staff regarding status of contracts and seeks approval for renewals.
Updates the Purchasing and Contracts Administration Policies and Procedures Manuals annually, or as needed.
Competitively bids non-recurring purchases of $50,000 or more.
Responsible for preparation of bid packages, providing correspondence by letters or bid conference to responding vendors with specifications of purchase or service requirement.
Ensures confidentiality through the RFP/RFQ process.
Responsible for facilitating the evaluation process of proposals to determine vendor.
Assists with agency inventory projects as needed including plans to recycle or otherwise sell obsolete inventory in conjunction with the assigned Administrative and/or Program staff.
Assures the correct account coding is assigned to each contract.
Allows for maximum free and open competition by adhering to the requirements of applicable OMB Uniform Guidance and Chapter 287 of Florida Statutes when purchasing goods/services over specified dollar amounts.
Responsible for ensuring minority businesses are recruited and included on the approved vendor list.
Serves as a resource on issues of compliance with federal and state statutes and regulations.
Prepares reports as requested, to enable financial analysis of all facets of administrative and program operations.
Participates in the Agency’s Quality Improvement program