Procurement and Grant Specialist

Procurement and Grant Specialist

Requirements

• Working knowledge of County, State and Federal laws, guidelines and requirements governing contract structure, procedure and content.
• Working knowledge of formats and styles used in legal documents.
• Proficiency with Microsoft Office Suite.
• Ability to read, understand and interpret legal documents including insurance coverages.
• Excellent verbal and written communication skills.
• Ability to work within designated data systems to initiate, maintain, test and process data specific tasks and action steps.
• Ability to balance work load with attention to detail, highly organized and manage changing priorities with a positive attitude.
• Experience in processing grant applications and documentation of procedures.
• Ability to work effectively with others.
• Ability to handle restricted, sensitive and confidential information.
• Ability to serve the public and represent the Children’s Board with courtesy and professionalism.

Responsibilities

• Adheres and contributes to updates of procurement procedures for Requests for Proposals (RFP); Intent to Negotiate (ITN); or Request for Applications (RFA) to align with CBHC policies and Board approval or other decisions as applicable.
• Works closely with Director of Programs to assemble and finalize all Program Funded Release documents, responses to questions, completion checks, submission summaries and Board memos.
• Organizes internal staff coordination (Executive; Fiscal; Public Relations; Facilities) to complete release activities (i.e. document drafts; public notices; create ad; and room reservations).
• Internal/External collaboration in accordance with procedures related to securing Community Review Teams.
• Acts as ‘Project Manager’ and oversees proposal/application receipt process; confirms or obtains proposer/applicant compliance documentation; submission notifications, facilitates funding information sessions; secures Community Review Teams and obtains their documentation in accordance with procedures; and Board meeting notifications.
• Scans, tracks, archives and maintains electronic and hard copy files of all proposer/applicant related information.
• Maintains restricted communications during each funding release process.
• In collaboration with Director of Programs, promptly addresses issues; responds to inquiries and provides technical and/or procedural information in accordance with procedures or agreed upon decisions.
• Manages multiple release activities; maintains release process timeline; offer ideas and solutions; develops and revises release process based on agreed upon decisions.
• Updates guidelines and implements administrative procedures to ensure operational efficiencies annual funding releases.
• Plans, develops and organizes varying types of T.A. releases annually (facilitates T.A. workshops and grantee orientations, coordinates responses to questions, organizes and facilitates the Community Review Teams).
• Prepares T.A. summary documentation, award letters and Board Memo. Develop award agreements for recommended T.A. grants.
• Responsible for monitoring agreement expectations and reviews Reimbursement Requests and invoices for accuracy prior to submitting to Finance Department for processing.
• Conducts and completes documentation for site visit observations of at least 40% of T.A. Grantees.
• Works independently or Research Team to help prepare end of year T.A. summaries, reports or surveys.
• Facilitates and manages multiple release activities; maintains release process timeline; offer ideas and solutions; develops and revises release process documents.
• Participates in staff meetings.
• Provides administrative support as needed to Director of Programs and assists or completes at least one special project per month with little to no errors or supervision.
• Performs other related duties as required.

Preferred Qualifications

• Possession of a valid Driver License.