| The National Association of County and City Health Officials (NACCHO), a national organization representing approximately 2,800 local health departments (LHDs) nationwide, has an immediate opening for full-time Lead Contracts Administrator. |
A Lead Contracts Administrator is responsible for collaborating with staff providing internal/external functional activities and typically performs extremely complex analysis. The Lead Specialist is an individual contributor and has a high level of skill in Contracts administration and management. The Lead Contracts Administrator understands policies, standards, and their application to their work. An advanced degree may be substituted for work experience on a case by case basis.
The Lead Contracts Administrator understands implications of internal and external policies that impact their position. He or she works independently to perform complex analysis, research, writing, or project management and can complete projects or components of large scale projects/programs. The Lead Contracts Administrator has frequent contact with outside organizations or internal customers that may involve project coordination, information sharing, or resolution of problems. The Lead Contracts Administrator has substantial knowledge in Contracts administration and Contracts management with both a conceptual understanding and sufficient professional experience to work on complex assignments. The Lead Contracts Administrator is able to apply a level of creativity and originality in applying the knowledge relevant to Contracts administration and Contracts management. The Lead Contracts Administrator is the point of contact for high profile, large scale awards and is required to represent NACCHO at meetings sharing guidance and updates to NACCHO stakeholders.
Program Specific Information
The Lead Contracts Administrator reports to the CFO. He/she oversees, reviews, administers and executes all grants and contracts for NACCHO. The Team liaisons with funders, potential funders and sub-awardees; ensuring compliance with Federal and funder rules and regulations. Working diligently with program staff, the Grants and Contracts Office performs pre- through post-award functions.
POSITION SPECIFIC DUTIES
• Monitoring non-programmatic compliance for contracts. • Submitting contractual information to Federal and private funders as required (e.g. FFAFTA) • Maintaining schedules used to monitor contracts. • Reviewing requests for payments and financial reports from subcontractors and sub-award recipients. • Providing guidance to Program Managers regarding policies, procedures, regulations, and issues/trends • Determining type of contract to utilize for each purpose • Maintaining contract request worksheets. • Drafting contracts based on information from contract request worksheets. • Identifying when restrictive language is necessary for sub-recipients of Federal pass-through funds. • Reviewing contracts originated outside NACCHO. • Negotiating terms and conditions on standard form contracts and outside vendor contracts. • Following up on missing contract requirements. • Maintaining the organization’s central files containing contracts, funding agreements, and other documents. • Preparing and maintaining materials used for program manager training. • Attending program manager training and presenting information as required. • Utilizing the financial system to determine if funds are available for each contract. • Working with Senior Director to create a seamless contracts process. • Providing assistance with creating/updating policies and procedures as needed.
POSITION SPECIFIC DUTIES
• Collaborating with program staff to develop budgets for proposals and workplans. • Read, interpret, and assist program staff in understanding instructions in funding opportunity announcements • Inputting program and budget information in the accounting software used to monitor program activity, including setting up program codes, amounts awarded, budgets and reports. • Developing timelines and briefing papers for Contracts. • Providing expertise regarding compliance with funder requirements. • Assist program staff by answering questions regarding their awards and the Contracts process. • Maintaining calendars of due dates and deadlines. • Setting up and maintaining various spreadsheets and schedules (including time sheets) used to calculate and record grant activity. • Producing proposal budget worksheets, producing budget narratives for Contracts, reviewing grant proposals, and compiling grant application packets so that they can be successfully submitted to a funder. • Prepare, review, approve, and submit both paper and electronic grant applications for Federal and non-Federal sponsors, including but not limited to: PHS398, SF424 via Contracts.gov; Contracts Solutions, HRSA Electronic Handbook submissions, Robert Wood Johnson Foundation website submissions. • Producing financial reports, spending projections, and revenue calculations for Contracts, when and where appropriate. • Providing quarterly training on applicable funder policies, procedures and requirements. • Create new policies and procedures in effort to maintain compliance with funder requirements. • Maintenance of funding agreements and related documents. • Assisting with the implementation of the Contracts and contracts management system. • Acting as the System Administrator for the Contracts and contracts management system; providing training to all users and stakeholders. • Creating documents and resources to assist with the management and administration of the awards. • Examining award documents; identifying all conditions, deadlines, and responsibilities in the award documents; and communicating all relevant information to appropriate financial and program staff. • Creating staff training curriculum and materials for Contracts. • Close out all Contracts and agreements in portfolio at the end of the performance period; providing requested documents to the funder. • Assisting with the annual audit. • Performing other job duties as needed.