Senior Contract & Grant Specialist

Hoyleton Youth and Family Services•Fairview Heights, IL

2d•$27 - $34

About The Position

Assist the Controller with coordinating and administering agency contracts, grants, and purchasing activities to promote efficiency, accuracy, compliance, and transparency. The position coordinates contract origination, renewal, and monitoring, and supports the development and implementation of agency-wide purchasing practices. It also evaluates processes and recommends improvements to contract management, grant administration, procurement, and internal controls. Under the Controller’s direction, the role oversees contract management, including reviewing and renewing fee-for-service program contracts, grants, and vendor contracts; tracking deadlines; coordinating approvals and signatures; maintaining records in Salesforce and other systems; and communicating contract risks and status to leadership. The specialist supports contract and lease negotiations, RFP development, vendor selection and monitoring, purchasing needs assessment, and cost-saving opportunities. The role administers the agency P-Card program and related systems, including Concur; manages card issuance, limits, training, reporting, policies, and controls; and coordinates purchasing-related onboarding and separation processes with Human Resources. It also supports grant documentation and compliance, recommends technology and process improvements, cross-trains in Finance Department functions, and assists with accounting, reconciliation, reporting, and audit preparation as needed. The position works in a professional office environment and may require travel to agency sites. It involves periods of walking, standing, or sitting and may occasionally require climbing stairs, bending, kneeling, or lifting materials up to 25 pounds. Minimal exposure to noise, dust, or varying indoor and outdoor temperatures may occur depending on program needs and client-related activities. CARE and TCI training are required upon hire, with ongoing application of their principles expected. TCI also requires an annual written test and a physical test every six months when applicable to the role.

Requirements

Bachelor’s degree in a business-related field.
At least three years of experience in a procurement or payables position.
Strong analytical, organizational, and problem-solving skills, with excellent attention to detail.
Knowledge of contract administration, procurement practices, purchasing processes, and internal controls.
Knowledge of DCFS and DHS fee-for-service contracts.
Proficiency in Microsoft Office applications and familiarity with accounting, purchasing card, and accounts payable systems, including Microsoft Dynamics GP or comparable software.
Ability to manage multiple priorities, respond to changing operational needs, and meet established deadlines.
Ability to analyze financial and contractual information and communicate findings clearly to varied audiences.
Ability to collaborate with Finance staff, program leadership, vendors, and internal and external stakeholders.
Ability to exercise sound judgment, maintain confidentiality, and responsibly handle sensitive financial and contractual information.
Knowledge of banking processes, electronic payment methods, and related financial controls.
Ability to work independently, demonstrate initiative, and identify process improvements.
Must meet DCFS/CANTS Clearance Requirements.
Must be at least 21 years of age.
Must possess and maintain a valid driver’s license and proof of automobile insurance.
Must complete CARE and TCI training upon hire and meet the ongoing TCI testing requirements: annual written test and physical test every six months when applicable to the role.

Nice To Haves

Experience working with grants or contracts.
Prior administrative experience with commercial card products and other payables solutions.
Prior supervisory experience.
Previous nonprofit experience working with state and/or federal contracts and grants.

Responsibilities

Oversee daily contract management activities, including review, coordination, and renewal of fee-for-service program contracts, grants, and administrative vendor contracts.
Review contract terms for significant changes, potential liabilities, compliance concerns, and operational risks; communicate relevant information to leadership and provide timely status reports.
Monitor contractual deadlines and coordinate contract approvals, signatures, and submission to funding agencies or business partners for execution.
Assist with negotiation of administrative contracts and leases, and conduct lease-versus-buy analyses for capital expenditure requests when appropriate.
Maintain complete contract records in Salesforce and other designated systems, including agreements, amendments, correspondence, clarifications, and payment or fee schedules.
Collaborate with program leaders and agency leadership on RFPs, standardized contract language and guidelines, and consistent contract administration practices.
Assess purchasing needs with program leaders, research vendors, identify cost-effective products and services, and coordinate procurement in accordance with agency policies and standards.
Coordinate vendor selection and monitor vendor compliance with applicable state and federal requirements, including eligibility requirements associated with public funding.
Administer the purchasing card program, maintain its policies, procedures, forms, and controls, and serve as system administrator for purchasing card systems and Concur.
Oversee purchasing card issuance, cancellation, cardholder limits, employee training, and program reporting.
Coordinate with Human Resources to address required documentation and system access during employee onboarding and separation.
Identify technology enhancements and coordinate implementation of approved purchasing, reimbursement, and financial-process initiatives.
Coordinate with other departments on grant documentation, tracking, and compliance.
Cross-train in Finance Department functions and provide operational coverage and support as needed.
Assist with journal entries, account reconciliations, financial reporting, analysis, audit preparation, and other accounting responsibilities as needed.
Collaborate with Finance Department colleagues to promote knowledge sharing, consistent practices, continuity, and timely completion of responsibilities.
Identify and assist with implementing improvements to accounting processes, internal controls, documentation, accuracy, and operational efficiency.
Perform other duties as assigned.

Benefits

Medical insurance with a company-funded Health Savings Account (HSA).
Dental and vision insurance.
Paid vacation, sick, and personal days.
10 company holidays and one floating holiday.
Monthly cell phone reimbursement.
Six weeks of paid parental leave.
403(b) retirement plan with up to 5% employer match.
Employer-paid life insurance.
Optional supplemental benefits, including voluntary life, short-term disability, long-term disability, accident, and critical illness coverage.
Employee Assistance Program (EAP) for employees and their household members.
Tuition reimbursement.
BenefitHub Perks Program offering employee discounts.