Contracts Manager - Union Station Homeless Services

TITLE: Contracts Manager

DEPARTMENT: Administration

REPORTS TO: Vice President, Contracts and Compliance

Employment Status: Full Time

Reg. Hours Worked: _40_ / Week, Exempt

Location: Hybrid, Pasadena CA

Salary: $75,000- 80,000/yr

Benefits:

• 5 Paid Flex Days
• 13 Paid Holidays
• 12 Paid Vacation Days
• Medical, Dental, Vision Insurance
• 403b Account

JOB SUMMARY:

Under supervision of the Vice President, Contracts and Compliance (VPCC), the Contracts Manager (CM) will perform a variety of contractual, financial, and general administrative tasks that contribute to the management of government and non-government agreements.

ESSENTIAL FUNCTIONS INCLUDE, but are not limited to the following:

• Review contracts for content, and prepare written summary for all assigned agreements. Distribute summary data and necessary schedules to organizational stakeholders, as appropriate. Follow-up with funding partners to ensure clarity of terms before requesting execution of the agreement. Confirm contractual budget is in line with expenditure rates. Secure approval of the scope of work and Key Performance Indicators with the Program Department before execution. Work with insurance brokers to secure appropriate coverage as mandated by agreement.
• Complete contractual certifications as required by funder. Communicate to internal parties that will need to implement the requirements.
• Serve as lead for annual owner certifications by securing data from internal departments, preparing required forms, and consolidating information as required by certifying party.
• Actively participate in monitoring engagements as required, and ensure the completion of assigned tasks in the timelines communicated.
• Draft and execute subcontract or sub-recipient agreements. Serve as primarily contract liaison during the negotiation process and ensure the Finance Team confirms budget availability for the amount that is to be committed. Duties include identifying necessary prime agreement terms that must be included in subcontractor agreements, drafting contracts and statement of work, reviewing subcontractor insurance certificates for compliance to terms, developing billing templates and procedures, and train appropriate constituents to ensure agreement compliance.
• Create Cobblestone records for new agreements, and update existing records when existing agreements are amended. Ensure contract task assignments are accurately entered into database and assigned appropriately. Summarize contract budgets, upload contractual exhibits, and monitor the completion of contractual deliverables and tasks. Provide agency demographics and other required reporting as required.
• Assist with gathering inter-departmental information for third-party facility or monitoring reviews, and organize the contributions of other participants by the required deadlines.
• Communicate with grantors and sub-recipients regarding program changes, financial matters, addendums, extensions, non-compliance and renewals.
• Under the guidance of the Vice President, Contracts & Compliance, plan and execute complex projects within time lines required and as dictated by the required outcomes of the project. Provide periodic status updates to management throughout the term of the project.
• Assist with administrative duties and schedule preparation related to insurance portfolio renewals and annual federal certifications.
• Engage in continuous knowledge development regarding rules, regulations, best practices, tools, techniques and performance standards.
• Research of federal, state, and local government legislation and advise management of their impact.
• Other duties as assigned.

PHYSICAL AND MENTAL REQUIREMENTS AND WORK ENVIRONMENT:

• Ability to work from home in a productive and efficient manner that is appropriate to the position.
• When working on site, work indoors in temperature controlled environment. Must be able to occasionally work in outdoor weather. The noise level in the work environment is usually moderate.
• Stand and sit for long periods of time; move and walk to various locations; climb, stoop, kneel, reach, pull, push, bend, twist, and occasionally lift and or move objects. Use hands to finger, handle or feel.
• See, hear and speak clearly in order to give and receive information and instructions.
• Ability to interact with other employees, funding partners, customers and members of the public.
• Ability to work effectively under time constraints, prioritize work, multi-task, and adapt to changing work demands.
• Complex reading and writing skills, memorization skills, analytical/perceptive/comprehensive capabilities, judgment and decision-making capability.
• Ability to be self-directed in work and be able to work well with others as part of the Contracts Department.
• Ability to work well under highly stressful conditions, to set realistic goals, and to establish healthy boundaries with other constituents.
• Ability to work independently, with others, around others, has verbal contact with others, face-to-face contact with others, prioritize work and make decisions.
• Gather, analyze, synthesize, and classify information.
• Perform arithmetic operations.
• Transcribe, enter, and post data.
• High level of concentration and attention to detail for extended periods of time.
• Ability to respond effectively to sensitive inquiries or complaints.
• Requires use a computer keyboard for long periods of time.
• Able to travel to off-site meetings.
• Able to work occasional evenings.

KNOWLEDGE, SKILLS AND ABILITIES

• Excellent organizational, interpersonal and communications skills.
• Strong, clear, and complete speech and communication skills.
• Proficient with office communication equipment and machines (telephone, calculator, personal computer).
• Knowledge of GAAP and the Uniform Administrative Requirements, Cost Principles, and Audit Requirements For Federal Awards (2 CFR Part 200) preferred.
• Intermediate working knowledge of Microsoft Windows, Microsoft Office (Word, Excel, Powerpoint) and Google platforms.
• Must be able to read and interpret complex information, and compile detailed reports.
• Practical knowledge and application of auditing standards, procedures, laws, rules and regulations.
• Must be detail oriented and possess excellent analytical skills.
• Must have sound independent judgment.
• Must be able to work independently from a home office environment.
• Must have access to reliable transportation.

EDUCATION, TRAINING AND EXPERIENCE:

• Bachelor’s Degree in Business, Finance or Legal Studies preferred.
• 2 to 5 years of progressively responsible, management-level experience in contract administration for non-profit organizations, or an equivalent combination of education and experience.

UNION STATION HOMELESS SERVICES EMBRACES DIVERSITY

We embrace our differences and are committed to furthering our culture of inclusion and belonging. Our commitment to racial equity within the organization is crucial to who we are and the clients we serve. Committed to being an anti-racist organization and sharing the unique cultural experiences from our networks, we offer annual racial equity training, host ongoing learning experiences through our lunch n' learns, and participate in on-going mental health trainings.

We promote acceptance, respect, teamwork, and fosters diversity in the workplace. We believe every individual has a story, past, and a unique set of skills that shape who we are and through this network, we can learn from each other to become better versions of ourselves personally and professionally. Through our staff-led network focusing on diversity, equity, inclusion, belonging and accessibility, we work to communicate, educate, and express diverse cultivation through our eight Diversity Networks. We are honored that the Diversity Network has been recognized as part of the Community Impact Awards presented by the Los Angeles Business Journal.

Union Station Homeless Services is an Equal Opportunity Employer