Contract and Compliance Specialist - Military veterans preferred

Description:

Reporting to the Director of Contract Management, the Contract & Compliance Specialist centralizes the administration of all expense and grant/award contracts, ensuring compliance with federal, state, and grant regulations, as well as internal policies.

This role oversees contract creation, execution, monitoring, and termination, while maintaining a robust contract management system. The specialist collaborates with departments to align policies with regulatory and contractual requirements, supports procurement processes, and ensures timely, accurate reporting for grants and awards.

The role also executes a comprehensive internal control review and risk assessment to ensure controls are effective and risks are identified and mitigated.

The role requires strong analytical skills, attention to detail, and the ability to communicate complex contractual and compliance matters clearly to diverse stakeholders.

• Bachelor's degree in Business Administration or a related field required.
• 2+ years of experience in audit, contract management, procurement, or compliance, preferably in a nonprofit or grant-funded environment.
• Familiarity with 2 C.F.R. § 200 Uniform Grant Guidance and federal/state regulations strongly preferred.
• Experience across diverse contracting areas (e.g., IT, construction, program operations, finance) is a plus.

Supervisory Responsibilities

This position does not include any supervisory responsibilities.

Essential Job Functions

Contract Management:

Draft, review, and negotiate vendor contracts in collaboration with end users, ensuring alignment with nonprofit regulations, internal policies, and 2 C.F.R § 200 Appendix II for contracts paid for by federal or state awards.

Route contracts for internal approvals and signatures via the contract management system; process amendments as needed.

Maintain and monitor a centralized contract database, tracking key terms and dates (e.g., renewals, expirations) and ensuring timely action by end users.

Act as a liaison between departments and contractors to resolve issues, ensuring contracts are executed according to specifications.

Procurement & RFP Support:

Ensure procurement process complies with 2 C.F.R. § 200 Subpart D (for contracts funded by federal or state awards), Agency procurement policies and grant requirements.

Coordinate Request for Proposal (RFP) documents with the CFO and procuring departments and respond to vendor inquiries.

Conduct bid openings, ensure bids align with specifications, and document contractor selection.

Contract Compliance:

Monitor adherence to contractual and regulatory standards, ensuring compliance with 2 C.F.R § 200 Appendix II for contracts paid for with federal or state funds.

Maintain consistent compliance by oversight of subcontractor contracts.

Grant & Reporting Compliance:

Upon receipt of a Notice of Funding Opportunity (NOFO) and Notice of Award (NOA), conduct meeting with relevant departments to review requirements.

Ensure timely and accurate submission of grant and award reports, verifying compliance with donor requirements.

Process Improvement:

Conduct internal control reviews and risk assessments to identify deficiencies; collaborate with department directors to implement corrective action plans.

Recommend and implement process enhancements to strengthen compliance and operational efficiency.

Policy Alignment:

Partner works with departments to update policies and practices, ensuring alignment with regulatory, contractual, and internal standards.

Provide guidance on compliance, contract management, ethics and fraud prevention to foster a culture of accountability.

Audit & Inquiry Response:

Respond to audit requests with accurate documentation and addressing compliance inquiries promptly.

Research and resolve staff questions on contractual and regulatory matters, offering clear, actionable guidance.

Assist in preparing responses to regulatory comment letters or requests for additional information.

Knowledge, Skills & Abilities

• Proficient in Microsoft Office, Google Suite, and contract management software.
• Strong analytical and problem-solving skills with meticulous attention to detail.
• Excellent interpersonal and communication skills, with the ability to explain complex contractual and regulatory concepts in clear, accessible language.
• Ability to train staff, present to groups, and collaborate with senior leadership and external stakeholders.
• Basic knowledge of contractual language and terminology.
• Proactive, organized, and able to manage multiple priorities in a fast-paced environment.
• Comfortable interacting with legal counsel, auditors, and vendors as needed.

Physical Demands

Performs essential job functions in established office environments under normal lighting and climate control tolerance. Regularly required to stand, walk, touch, handle objects with hands, feel, reach, see, hear and speak, and sit. Occasionally lifts and/or moves up to 15 pounds. Specific vision abilities required by this job include close vision, and color vision. The noise level in the work environment is usually moderate. This is a non-smoking workplace environment.

Special Conditions

Maintain a valid driver's license and good driving record with an appropriate level of insurance. Ability to travel from administrative headquarters to assigned location and overnight travel if necessary.

NOTE: The statements herein are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not intended to be constructed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.

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