Senior Contract & Grant Specialist

Description

POSITION SUMMARY

Assist the Controller with the coordination and administration of agency contracts, grants, and purchasing activities to ensure efficiency, accuracy, compliance, and transparency. Coordinate contract origination, renewal, and monitoring processes to support agency compliance and operational needs. Assist with the development and implementation of agency-wide purchasing practices, including monitoring utilization, identifying cost savings opportunities, and overseeing the purchasing card (P-Card) program. Evaluate existing processes and recommend improvements to strengthen contract management, grant administration, procurement practices, and internal controls.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

• Under the direction of the Controller, oversee daily contract management activities, including the review, coordination, and renewal of fee-for-service program contracts, grants, and administrative vendor contracts.
• Review contract terms and conditions to identify significant changes, potential liabilities, compliance concerns, and operational risks. Communicate relevant information to leadership, monitor contractual deadlines, and provide timely status reports.
• Coordinate contract approvals, obtain required signatures, and submit contracts to funding agencies or business partners for execution.
• Assist with negotiating administrative contracts and leases to ensure favorable terms and alignment with agency needs. Conduct lease-versus-buy analyses for capital expenditure requests, as appropriate.
• Maintain accurate and complete contract records in Salesforce and other designated systems, including executed agreements, amendments, correspondence, clarifications, and payment or fee schedules. Monitor contract expiration dates, renewal requirements, and other key deadlines.
• Collaborate with program leaders and agency leadership to develop requests for proposals (RFPs), establish standardized contract language and guidelines, and support consistent contract administration practices.
• Work with program leaders to assess purchasing needs, research vendors, identify cost-effective products and services, and coordinate procurement activities in accordance with agency policies and established purchasing standards.
• Coordinate vendor selection processes in accordance with agency policies and applicable requirements. Monitor vendor compliance with relevant state and federal regulations, including eligibility requirements associated with public funding.
• Administer the agency’s purchasing card (P-Card) program, including maintaining program policies, procedures, forms, and internal controls. Serve as system administrator for purchasing card systems and the Concur application.
• Oversee purchasing card issuance, cancellation, cardholder limits, employee training, and program reporting to promote appropriate use and minimize financial risk. Coordinate with Human Resources to ensure required documentation and system access are addressed during employee onboarding and separation processes.
• Identify and recommend technology enhancements to streamline purchasing activities, employee reimbursements, and related financial processes. Coordinate implementation of approved purchasing initiatives.
• Coordinate with other departments to support grant administration activities, including documentation, tracking, and compliance with applicable grant requirements.
• Participate in cross-training across Finance Department functions to maintain sufficient working knowledge of related accounting activities and provide operational coverage and support as needed.
• Assist with journal entries, account reconciliations, financial reporting, analysis, audit preparation, and other accounting responsibilities outside assigned primary functions as needed.
• Collaborate with Finance Department team members to promote knowledge sharing, consistent practices, continuity of operations, and timely completion of departmental responsibilities.
• Identify opportunities to improve accounting processes, internal controls, documentation, accuracy, and operational efficiency, and assist with implementing approved improvements.
• Perform other duties as assigned.

Requirements

QUALIFICATION REQUIREMENTS

• Strong analytical, organizational, and problem-solving skills with excellent attention to detail.
• Knowledge of contract administration, procurement practices, purchasing processes, and internal controls.
• Knowledge of DCFS and DHS fee-for-service contracts.
• Proficiency in Microsoft Office applications and familiarity with accounting, purchasing card, and accounts payable systems, including Microsoft Dynamics GP or comparable software.
• Ability to manage multiple priorities, respond to changing operational needs, and meet established deadlines.
• Ability to analyze financial and contractual information and communicate findings clearly to various audiences.
• Ability to work collaboratively with Finance Department staff, program leadership, vendors, and other internal and external stakeholders.
• Ability to exercise sound judgment, maintain confidentiality, and handle sensitive financial and contractual information responsibly.
• Knowledge of banking processes, electronic payment methods, and related financial controls.
• Ability to work independently, demonstrate initiative, and identify opportunities for process improvement.
• Must meet DCFS/CANTS Clearance Requirements.
• Must be at least 21 years of age.
• Must possess and maintain a valid driver’s license and maintain proof of automobile insurance.

EDUCATION AND/OR EXPERIENCE

• Bachelor’s degree in business-related field with a minimum three (3) years of experience in procurement or payables position is required.
• Experience working with grants or contracts is preferred.
• Prior administrative experience with commercial card products and other payables solutions is preferred.
• Prior supervisory experience is preferred.
• Previous non-profit experience working with state and/or federal contracts and grants is preferred.

CARE & TCI

Hoyleton has adopted the CARE (Children and Residential Experience), developed by Cornell University, to guide our culture and practice. CARE is grounded in six core principles: Developmentally Focused, Family Involved, Relationship Based, Ecologically Oriented, Competence Centered, and Trauma Informed.

Completion of CARE and TCI training is an internal requirement for all staff and must be completed upon hire. Ongoing application of these principles is expected and essential to successful job performance.

TCI (Therapeutic Crisis Intervention). Employees must:

• Pass the written test annually
• Pass the physical test every six months (if applicable to their role)

Consistent participation and application of both CARE and TCI principles drive company culture and are essential to job performance.

WORKING CONDITIONS

This position operates in a professional office environment and may require travel to agency sites based on role responsibilities.

The role involves periods of walking, standing, or sitting, and may occasionally require climbing stairs, bending, kneeling, or lifting materials up to 25lbs depending on job duties.

Minimal exposure to environmental factors such as noise, dust, or varying indoor/outdoor temperatures may occur depending on program needs and client-related activities.

BENEFITS

• Medical insurance with company funded Health Savings Account (HSA)
• Dental and vision insurance
• Paid vacation, sick, and personal days
• 10 company holidays and 1 floating holiday
• Monthly cell phone reimbursement
• 6 weeks paid parental leave
• 403(b) retirement plan with up to 5% employer match
• Employer-paid life insurance
• Optional supplemental benefits including: voluntary life, short-term disability, long-term disability, accident, and critical illness coverage
• Employee Assistance Program (EAP) available to employees and their household members for additional support
• Tuition reimbursement to encourage continued learning and growth
• BenefitHub Perks Program offering valuable employee discounts

Salary Description

$27.28 - $34.10 per hour