Contracts Manager (Non-profit government grants)

Tri Valley Haven•Livermore, CA

11d•$34 - $42

About The Position

Tri-Valley Haven is seeking a Contracts Manager to manage government funding contracts and foundation grants. Under the direction of the Director of Finance and Compliance, the Contracts Manager develops and maintains knowledge of the organization’s contracts and grants, and is responsible for accurate, timely applications, contract budgets and modifications, reports, and invoices. The role works collaboratively with the Budget Manager, program directors, and other leaders, and is accountable for the quality and correctness of agency contract documents. The position includes contract fiscal management, expenditure tracking, invoice preparation, monitoring preparation, funder and auditor communications, records maintenance, and assistance with payroll allocations. It also oversees data quality and reporting, maintains knowledge of statistical database software, and trains and assists staff with data collection and contractual documentation. The Contracts Manager represents Tri-Valley Haven professionally and performs other work within the organization’s mission as assigned.

Requirements

At least 3 years of experience in data and contract management.
At least 2 years of experience with computers.
At least 1 year of experience in a nonprofit setting; experience in social or human services is preferred.
Bachelor’s-level conceptual thinking ability.
Ability to manage time and tasks effectively.
Strong attention to detail.
Demonstrated aptitude for training people.
Ability to work in a team environment while also being self-directed.
Insured automobile available for agency use as necessary.
Good Motor Vehicle Record to drive for the agency.
Ability to work alone and in high-stress, busy environments.
Good reading and distance vision, clear speech, and ability to discriminate speech.
Good communication, learning, reasoning, thinking, and problem-solving skills.
Ability to sit, walk, operate a motor vehicle, and lift or carry 10–20 pounds.

Nice To Haves

Experience in a nonprofit social or human services setting.

Responsibilities

Develop and maintain thorough knowledge of government contracts and foundation grants.
Prepare and submit government contract applications and review new government funding opportunities for relevance to agency programs.
Coordinate required reports, including reports combining fiscal and statistical data, and submit reports to funding entities.
Prepare contract budget modifications in collaboration with program directors, the Budget Manager, and the Director of Finance and Compliance.
Track contract expenditures, prepare and submit invoices according to funder schedules and specifications, collect supporting documents, and record invoices for accrual.
Work with the Director of Finance and Compliance on employee time allocation plans and contract spend-downs.
Participate in quarterly contract performance and expenditure reviews as needed.
Act as agency liaison with government contract monitors; attend required meetings and training and be present for contract monitoring visits.
Lead and coordinate preparation for site monitoring, including creating or collecting required documents before and during monitoring.
Provide contract information and assistance to the independent auditor during the annual agency audit.
Maintain skills in government contract reporting software and enter or upload invoice amounts.
Maintain electronic contract files, including contracts, modifications, and invoices, and keep current contact information for contract monitors and related personnel.
Respond to funder information requests and maintain required registrations, including UEI and California nonprofit registration.
Enter journal vouchers as needed to adjust contract balances; record ACCFB and Grocery Recovery weights monthly; provide accounts payable coverage as appropriate; and enter check and cash receipts into the log daily.
Oversee the organization, maintenance, and use of statistical database information, and work with program directors to review and update internal forms for compliance.
Ensure the accuracy and quality of service data used in contract reports, monitor data for irregularities and trends, and raise issues with appropriate managers and executives.
Train and assist staff and managers in collecting and entering client data; develop or modify tools, spreadsheets, and forms; and explain new or changing data requirements.
Develop skills to modify or adapt statistical database screens, fields, and reports to collect required information.
Track client information, services, crisis line calls, and community education and outreach monthly, and measure them against contract goals.
Provide statistical information and data files to the independent auditor and assist during the annual audit.
Prepare occasional reports, such as the Homeless Point in Time Count.
Attend monthly staff meetings and other assigned meetings, and participate in community fundraising and special events.
Use an insured automobile as necessary for agency work and maintain a good Motor Vehicle Record.
Perform other tasks assigned by the Director of Finance and Compliance and/or Executive Director within the scope of the organization’s mission.