Job Summary
Assists the Contracts and Compliance Administrator with contract administration for all YWCA programs and new initiatives. Responsible for the monitoring of vendor contracts and renewals. Responsible for contract and grant monitoring conformity to rules and procedures from regulatory agencies. Responsible for the development and execution of procurements bids requests. Works closely with the Administrator to prepare billings and payments for grants and contracted vendors.
Key Responsibilities
Regular attendance at Employer’s place of business and/or during particular hours, as assigned, is an essential function of this position. Works with Administrator to establish procedures for administering contracts and contract billing with staff to assure development of relevant progress, reporting systems, forms, and related materials that meet performance requirements and timelines. Reviews contract content to clarify terms and establish monitoring requirements. Responsible for monitoring renewal timelines for contracts and takes necessary actions for renewal or bids. Assists with the coordination of contract and grant monitoring by external agencies and identifies compliance concerns via routine monitoring, recommends corrective actions as necessary. Responsible for providing professional services in the areas of procurement management including preparing and developing bids, evaluating research findings and making decisions on procurement matters. Prepares, receives, reviews and revises bids, RFP documents and purchase orders to ensure compliance with applicable statutes. Organize and attend bid-opening meetings, group meetings and other gatherings to represent the department. Assists Administrator to oversee and monitor work in progress and finished project(s). Respond to requests for information on procurement codes, policies and procedures. Provide interpretation of purchasing policies. Processes agency insurance policy renewals, maintains files, monitors payment and distribution of expense, and requests Certificates of Insurance to comply with contractual requirements. Assists Administrator with maintaining Policy and Procedures Manual. Works with appropriate staff on contract and grant development and negotiations. Assists Administrator on reviewing grant proposals and contract submissions prior to requesting CEO signature. Assists with the examination and identification of internal contractual compliance procedure and policy deficiencies and recommends corrective action. Continues monitoring to ensure the implementation of corrective action. Assists Administrator with providing direct supervision to assigned programs or contracts. Works with accounting department to prepare necessary billing instructions (contract face sheets) to monitor billing monthly, and to update and review the Schedule of Federal Expenditures. Responsible for the preparation and maintenance of contract monthly reports. Responsible for developing and maintain dependable records of contracts, correspondence, invoices and reporting. Assists with the administration of the USDA food service program.
Education
Bachelor’s degree in a field related to public administration or business, including credits in accounting, business law and auditing, or other related field required, with a master’s degree desirable.
Experience
Two (2) years’ experience in compliance, contract management, government regulations, accounting, sponsored projects or auditing management required. One (1) year of buyer experience preparing written specifications; or experience maintaining or implementing automated procurement systems; or preparing formal solicitations and purchasing contracts; or managing purchasing contracts.