Finance - Contracts Coordinator 02

SUMMARY OF POSITION 

This position is FLSA non-exempt and eligible for overtime. This position is union represented. Serves as a primary point of contact in relation to agency-wide contracts.  Assists project directors and managers in preparing, monitoring, and evaluating contracts and grants. Maintains contract management processes, systems, and software, including project budgets, budget monitoring and tracking, invoicing systems. Meets deadlines consistently and timely.  Routinely handles confidential information. 

Performs position duties in a manner which promotes customer service and harmonious working relationships, including treating all persons courteously and respectfully.  Engages in effective team participation through willingness to assist and support co-workers, supervisors, and other work-related associations. Develops good working relationships with division and agency staff and supervisors through active participation in accomplishing group projects and in identifying and resolving problems in a constructive manner.  Demonstrates openness of constructive feedback and suggestions, in an effort to strengthen work performance.  Contributes to a positive, respectful, and productive work atmosphere.  Regular attendance is required to meet the demands of this job and to provide necessary services. This position is a Mandatory Reporter by statutory requirement. 

ESSENTIAL JOB DUTIES 

50% Contract monitoring, billing, and reporting 

• Assists in monitoring contracts and preparing grant and contract quarterly and semi-annual reports. 
• Tracks match requirements for contracts and grants. 
• Monitors and reviews contracts with outside agencies/organizations for services provided under state and federal contracts to ensure compliance with funding source requirements.  
• Monitors project expenditures and budget reports, as related to contracts and grants. 
• Completes all monthly, quarterly, semi-annual, and annual billing invoices for all agency contracts and grants. 
• Codes, reviews, and tracks contract and grant expenses according to Generally Accepted Accounting Principles, Public Accounting Principles and agency policies and practices and agency’s chart of accounts. 
• Reviews and verifies with project manager and program staff, service contract payments.  
• Assists contract close-out, maintains and collects in–kind volunteer data for report calculations. 
• Reviews and updates templates, standardized procedures for contracts, budgets, reports, and other office management systems, including hard copy and computerized records. 
• Ensures appropriate levels of insurance for contracts are maintained and up-to-date. 
• Verifies accurate recording, balancing and classification of all income and expenditures to the proper accounts. 
• Assists finance team with monthly, quarterly, and annual back-up duties and month-end close. 

 35% Contract writing and establishing 

• Assists program staff in developing grant applications, requests for proposals and contracts. 
• Assists in developing and preparing departmental work plans and budget documents, as they relate to contracts and grants. 
• Assists staff and grantees in complying with applicable statutes, regulations and grant or contract provisions. 

10% Staff training and education 

OTHER JOB DUTIES 

5% Financial-related duties and other related duties as assigned by supervisor. 

• Records cash receipts for non-EFT payments received by various departments. 
• Records accounts receivable transactions into finance system. 
• Creates and posts correcting journal and project management entries to reflect accurate billing and contract tracking. 

WORKING ENVIRONMENT AND PHYSICAL DEMANDS 

Work is generally performed in an office environment with routine computer and telephone usage.  Position requires sitting and typing for long periods of time.  Position may require attendance at occasional evening meetings.  Occasional travel throughout the three-county area may be required to pick up meeting supplies, run errands for the program, attend trainings, or visit other COG work sites. 

SUPERVISION RECEIVED:  Receives general supervision from the Finance Director. 

SUPERVISORY RESPONSIBILITIES:  None. 

MINIMUM QUALIFICATIONS 

Experience & Training 

Bachelor’s degree in public administration, public policy, or business administration, plus two (2) years’ experience in the preparation, administration and monitoring of contracts and grants; OR, any satisfactory equivalent combination of education, training and experience which demonstrates the knowledge, skills, and abilities to perform the job. 

Knowledge, Skills, and Abilities 

• Considerable knowledge and ability to interpret laws, regulations, standards, and prescribed procedures applicable to grants and contracts. 
• Considerable knowledge of business English, spelling, grammar, punctuation, and mathematics in order to read, prepare and understand project reports, statistical reports, correspondence, and other documents. 

• Knowledge of governmental contracts administration. 
• Knowledge of administrative procedures demonstrating the ability to design, implement and manage administrative office systems and procedures. 
• Knowledge of financial record keeping and reporting. 
• Knowledge of generally accepted accounting practices. 
• Knowledge of and ability to employ methodologies for compiling, coding, data entry, analysis, and statistical presentation such as spreadsheets. 

• Ability to operate a personal computer and advanced knowledge of word processing, spreadsheet, and database software. 
• Ability to work effectively and communicate with representatives of other agencies, local governments, businesses, staff, and the public. 
• Ability to effectively navigate software programs used by the position, online and internal. 
• Ability to work independently and handle multiple projects and a high volume of work. 
• Ability to operate a calculator with accuracy; and, 

• Ability to meet deadlines. 

Licenses, Certificates, & Other Requirements 

• Possession of a Valid Oregon Driver’s License, or the ability to obtain reliable transportation in order to travel throughout the area. 
• Position requires successful completion of a criminal history check. 

This job description in no way states or implies that these are the only duties to be performed by an employee occupying this position.  Employees are required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor. 

Requirements are representative of minimum levels of knowledge, skills, and abilities. To successfully perform this job, the employee will possess the abilities or aptitudes to perform each duty proficiently.