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Contracts Management Specialist

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Published 17 days ago

Position Title: Contracts Management Specialist

Reports To: Director of Finance and Operations

Location: Milpitas, Headquarters 

Status: Full-time, Exempt



About Fresh Lifelines for Youth

Fresh Lifelines for Youth (FLY) is an award-winning nonprofit working to break the cycle of juvenile violence, crime, and incarceration. In twenty years of this work, FLY has supported tens of thousands of young people impacted by the justice system. FLY is at a critical juncture in our evolution: adding to a long history of success providing impactful intervention and prevention programs for young people, we understand that the pipeline-to-prison is a series of systems, structures and practices that suppress the ability of young people of color and other marginalized young people to thrive. We’ve set an audacious goal to do something about it: by 2030, through partnering with young people, communities, and systems, FLY will contribute to the fight for equity and justice by taking concrete steps to dismantle California’s pipeline to prison, equip 30,000 juvenile-justice and at-risk youth to transform their lives, and strengthen services for marginalized youth in California and beyond. More info at: www.flyprogram.org.


Position Summary:

The Contracts Management Specialist will serve as a centralized point of contact and interdepartmental liaison for government contract administration, contractual risk analysis, and interagency coordination.


The Contracts Management Specialist will be responsible for ensuring the completion of contract documentation, invoicing, maintenance of records, tracking, financial reporting, and timely submissions. The Contracts Management Specialist will monitor and ensure financial contract compliance for specific programs and ensure that all reports transmitted to contractors are on file. Additionally, The Contracts Management Specialist will report on the performance of contract financial requirements to program leadership and the Finance and Development teams. 

         

Position Responsibilities

·      Serve as the finance point of contact for assigned contracts, which may include invoice inquiries, budget modifications, financial reporting, contract financial progress

·      Work closely with Director of Finance and Director of Community Resources to identify agency needs and opportunities for financial contract performance management and establish/refine necessary processes and procedures

·      Complete monthly and quarterly invoicing for government contracts, ensuring that all elements of the contracts are processed and submitted for payment in a timely basis

o  Collaborate with Accounting Manager to monitor AR aging to ensure payments are received


·      Serve as the finance point of contact for assigned

o  Review newly executed contracts and implement systems for tracking and invoicing

·      Review contracts when they are received and ensure that all elements of the contracts are processed on a timely basis

·      Conduct post-award financial onboarding for new contracts, communicate requirements/expectations of all applicable departments

o  Determine and define financial objectives for cross-functional alignment

o  Implementing or adapting processes to ensure financial accountability with contract requirements

·      Monitor contract financial performance and coordinate with programs to ensure spending is on track

o  Conduct monthly or quarterly check-ins with programs for updates/challenges

o  Measure financial performance to identify areas for improvement

o  Identify and recommend contract budget modifications should financial contractual issues that will impact spend down be discovered 

·      Maintain contract tracking tools and dashboards 

o  Create and maintain dashboard reports on the contract or grant deliverables and monitor whether programs are meeting performance measures

o  Conduct and present quarterly analysis of government contract financial status 

·      Support the Director of Community Resources in the facilitation of Community Resources meetings to proactively monitor spending on contracts, maximize revenue earned, and problem-solve gaps in performance 

·      Participate in new grant application strategy meetings and contribute to budget building processes for grants to provide insights based on trends observed through other contracts

·      Support with ad-hoc projects and reporting as needed


Preferred Strengths & Experience

Preferred

·      Detail-oriented strategic thinker with a minimum of 3-4 years experience in managing government contracts in a nonprofit setting – or equivalent experience

·      Strong knowledge of government grants processes and procedures

·      Demonstrated experience with monitoring and reporting on large-scale contracts, fulfillment of contractual requirements, and performance outcomes

Required

·      Bachelor’s degree in a related field or demonstrated applicable experience

·      Detail-oriented strategic thinker with a minimum of 3-4 years experience in Accounting

·      Experience with accounts receivable, invoice creation, and completion

·      Experience managing contract progress and contract requirements

·      Ability to read, analyze and interpret legal documents and financial reports

·      Ability to work in a fast-paced environment with excellent time management, concentrating efforts on priorities and utilizing efficient systems, processes, and tools to meet deadlines

·      Ability to work in a team environment as well as the ability to follow through independently on assigned tasks

·      Flexible, energetic, and outcomes-oriented self-starter 

·      Comfortable moving projects moving along with minimal supervision

·      Proficiency with applications including Microsoft Office Suite, GSuite, and accounting databases and the ability to learn new applications and database systems


Preferred Competencies

·       Project Management: Able to create and implement increasingly complex project plans, manage those plans to intended impact, and adjust course as needed. At least three years’ experience working with underserved and disadvantaged youth is preferred.  

·       External Relationship Builder: Invests in and builds strong, trusted, and ongoing relationships with external partners.  

·       Communication: Uses effective written and verbal communication with staff, teams, and communities served; demonstrates empathy, self-awareness, and listening skills.  

·       Collaboration: Able and willing to work with colleagues within their own team and/or across teams to achieve FLY's mission.

·       Strategic Decision-Making: Effectively structures and facilitates strategic decision-making processes; responsibly makes informed decisions to improve organizational health and impact.

·       Cultural Responsivity: Demonstrates the values of diversity and inclusion; fosters environments that facilitate more diverse and inclusive spaces.    


Compensation

This position is a full-time exempt salary role at a rate of $65,000/annually with differential pay based on advanced degree. Our Total Rewards Package also includes the following: 

·       Healthcare and/or 403(b) stipend

·       Mileage reimbursement 

·       10+ PTO days per year plus 12 holiday days; FLY also provides 3-4 additional "rejuvenation days off" twice per year in July and December (these days off are above and beyond your accrued PTO hours)

·       Annual professional development goal stipend with a portion eligible toward health/wellness needs 

·       Employee Assistance Program (paid for by FLY)

·       Flexible work schedules and occasional remote work days 


Our Commitment To Diversity, Equity, And Inclusion

At FLY, we embrace a diversity of identities, beliefs, thoughts, and experiences. We commit to creating an organizational culture of equity and inclusion to serve our youth and communities better. FLY is an Equal Opportunity Employer. We strive for an inclusive culture and a staff team that reflects diversity. We strongly encourage women; people of color, people who identify as part of the lesbian, gay, bisexual, transgender, and queer communities; people with experience in the juvenile justice or criminal justice systems; and people with disabilities to apply.


COVID-19 Vaccination

At FLY, we are committed to the safety of our employees, clients, and all others who enter our workplace. While COVID-19 poses a threat to the health and well-being of all individuals, vaccinations can significantly reduce that threat and help protect our workplace as well as our community. As such, FLY would like to make clear that the COVID-19 vaccination is a condition of employment.

However, FLY does allow staff to apply for exemptions based on medical history or sincerely held religious beliefs or practices. However, this must be approved through FLY’s compliance department. If approved, employee’s will be subject to weekly COVID-19 testing and must wear masks/PPE at all times. 

Additionally, FLY will allow accommodations for unvaccinated employees to perform their essential job functions so long as it does not impose either a direct threat to the health and safety of the workplace and employees; or an undue hardship on the organization.

If either of the two conditions above are not met, and the employee can not receive the vaccine, employment may be terminated. 

If you have additional questions, please contact us at (408) 263-2630 or email compliance@flyprogram.org


How to apply

Please visit our website www.flyprogram.org and apply under our "careers" page. You will need to include a letter of interest or cover letter and your resume


Position Title: Contracts Management Specialist

Reports To: Director of Finance and Operations

Location: Milpitas, Headquarters 

Status: Full-time, Exempt



About Fresh Lifelines for Youth

Fresh Lifelines for Youth (FLY) is an award-winning…

Details at a Glance

  • Time Commitment
    Full Time Schedule

Location

Temporarily Remote
Work must be performed in or near Milpitas, CA
Associated Location
568 Valley Way, Milpitas, CA 95035, USA

How to Apply

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