Contracts Manager

The Contracts Manager is a key member of the Finance team and serves as the primary manager of all government-funded contracts, and is responsible for ensuring contract compliance and the negotiation of new/existing government grants. The Contracts Manager is also responsible for the development of contract management strategies that assist in the monitoring and ongoing evaluation of agency fiscal and program operations. In conjunction with the appropriate Finance staff, the Contracts Manager facilitates the development, maintenance, and submission of all agency contract budgets, vouchers, and reports in accordance with grantor guidelines. The Contracts Manager also assists in the monitoring and tracking of government revenue and the resolution of disallowed expenses. As a manager within the organization, the contracts manager interfaces with senior management and program directors and assists the Chief Financial Officer in the development and provision of contract management-related training to facilitate staff development and increase compliance. The Contracts Manager performs all job duties consistent with the mission and goals of the Coalition for the Homeless and any relevant funding agreements.

The Contracts Manager shall:

1. Oversee all funding contracts with government agencies, including reviewing and helping ensure adherence to contract terms, while revising and converting budgets as necessary.
2. Review the monthly/quarterly contract invoicing/billing for assigned government funding and prepare such invoicing/billing for submission to the appropriate government agency.
3. Review and prepare all required lobbying reports sought by government agencies.
4. Track and maintain funded program expenses on a monthly basis, including revenue recognition, evaluating financial performance and fiscal operations, allocating expenditures, and reviewing contract performance.
5. Facilitate collection of monthly program reports for inclusion with vouchers, as required by grantor guidelines, and facilitate the completion and submission of all annual/periodic progress reports for assigned government funding.
6. Develop and distribute monthly contract variance reports to appropriate Program Directors and organizational leadership.
7. Summarize monthly contract variance reports and initiate corrective actions for under/overspending as needed.
8. Prepare monthly/quarterly/annual contract status reports for review by organizational leadership by identifying all areas of concern, performance issues, and other contract management-related trends. Assist in ensuring uniformity of contract compliance across departments/programs in conjunction with the Chief Financial Officer and the Deputy Executive Director for Programs.
9. Serve as the primary liaison between the Coalition and public grantors. Facilitate feedback to grantors in response to inquiries and/or regarding their contract monitoring visits.
10. Assist the agency in meeting budget objectives by monitoring expenses and making recommendations to address budgetary issues. Timely address incorrectly allocated costs with Senior Accountant and CFO and complete requests for adjusting journal entries as needed.
11. Assist in the development of annual agency and program/department budgets, as well as budgets for RFPs, RFA’s, and other requests for funding submitted by the organization.
12. Conduct annual contract orientations for relevant staff at the start of a contract period to review contract deliverables, rules, and regulations, and to initiate the development of a contract management plan. Conduct no less than quarterly meetings with appropriate Program Directors to review contract performance and discuss anticipated program/fiscal changes which may have an impact on the agency and/or program operations.
13. Maintain and share information with relevant staff pertaining to modifications in contract regulations, policies, and procedures that may have an impact on the organization’s ability to maintain high levels of compliance.
14. Proactively identify potential issues related to non-compliance in advance of funder review/involvement. Recognize the need for, and take timely action on, budget modifications in order to meet program needs, generate revenue for the agency, and ensure coverage of allocated agency shared costs.
15. Maintain all original documents for publicly funded contracts according to organization and grantor guidelines. Keep financial and contract information and plans confidential.
16. Coordinate organization preparation for site/monitoring visits through the scheduling of audit preparation/site visit preparation meetings with appropriate program and fiscal staff. Together with other Finance staff, prepare all government-funded financial records for grantor/auditor review.
17. Facilitate the completion of quarterly time and effort allocation (two-week intervals) studies for staff supported by multiple contracts, maintain documentation of the study information in conjunction with HR (for grantor review during monitoring visits and/or upon request), and, provide Finance and HR information regarding changes in time and effort/labor distribution.
18. Assist in the development and implementation of agency contract management policies and procedures consistent with funder requirements, and assist in the development of effective quality assurance systems to ensure adherence to all grantor rules and regulations.
19. Obtain regular (no less than weekly) supervision with the Chief Financial Officer or designee;
20. Participate in weekly staff and other meetings, such as in-service training and staff development and orientation activities;
21. Assist in the design and implementation of enhancements or improvements in departmental practices and activities;
22. Perform all other duties as may be assigned by the Chief Financial Officer or designee.

Requirements

Bachelor’s degree in accounting or a related degree; no less than three years of experience in managing public contracts and budgets; demonstrated proficiency with several software programs, including but not limited to, FUND-EZ, MS Word, Excel, and other related program/contract management applications; the ability to communicate effectively and clearly, both orally and in writing, with grantors, clients, vendors, and staff; careful attention to detail, as well as the ability to multi-task and to produce work product in a timely fashion; the ability to work independently, collaboratively and with minimal supervision; a demonstrated willingness and ability to learn and understand the agency’s services so as to further the grantors’ purposes and the agency’s mission; and ability to facilitate staff training on contract management matters.

REPORTS TO: Chief Financial Officer