Fiscal Management: • Perform day-to-day fiscal and budgetary operations for the agency's federal LINK grant in alignment with State, agency and federal policy including development/oversight/tracking of budgets for both state and federal fiscal year, annual estimates and spending projections. • Perform administrative functions to include tracking fiscal operations, budget preparation, invoice monitoring, payment and processing, including journal entries and allocations, budget projections and management, procurement, payment schedules, contract monitoring and general services. • Prepare the annual state and federal fiscal year end closeout in accordance with state and federal requirements. • Process and track invoices and PO's and any other budgets or other fiscal requirements using Excel. • Document all grant activities as required by the State and US Dept. of Education. • Create accurate and professionally edited documents, PowerPoint's, and other materials and provide additional administrative support using Microsoft. Strong attention to detail/accuracy.
Contract Administration and Oversight
Evaluate contractor's performance against terms and conditions of contracts.
Determine risk assessment and select contractors for review, the level of review for each contractor, and the subject matter to include in the review and conduct reviews and use results to coach contractors with 90 percent timeliness and accuracy.
Review and make recommendations on Change Process requests. When Director is not available, authorize payments consistent with contract terms.
Ensure appropriate documentation and signatures and file all documentation in a timely, organized manner and be able to provide information on request.
Obtain formal, written approval of all changes prior to the changes taking place, evaluate the impact of each change, and document all changes, no matter how small, to avoid circumventing the formal change process. Document the changes as approved or disapproved.
Procurement • Assist the Procurement Officer with developing and drafting recommendations for contract specifications, including performance and acceptance standards, payment terms, contract management elements, contract modifications, and contract renewals; • Prepare minutes of pre-bid and pre-proposal conferences, addenda to Requests for Proposals (RFP) and assist with drafting answers to written questions for review, from potential bidders and offerors. • Assist the Procurement Officer examine bids to determine issues of responsiveness and responsibility and/or the need for additional information and track bid receipts and bid openings for competitive procurements to determine whether offerors are reasonably qualified to be selected for award and recommend proposals for awards; • Participate in pre-bid and pre-proposal conferences and assist in explaining procurement requirements, help establish procurement schedules, and assist with preparing for and conducting debriefings; • Research materials and draft documents for BPW contract approval; and • Verify Certificates of Insurance, Bonds and references for compliance with contract requirements and help prepare any documents related to Minority Business Enterprise (MBE) participation, Small Business and Veteran participation.
Other Duties • Perform other related administrative duties as assigned including coordinating and ensuring completion of day-to-day project tasks, ensure completion of all assigned tasks including accurate and timely filing, scheduling/attending regular meetings, conference calls, webinars etc. of state and federal grant managements team and Advisory Committee, taking notes, following up on action items, drafting agendas and reports, preparing meeting materials, ensuring budget spreadsheets and other documents are up to date and accurate, responding to requests for information on LINK and other duties as assigned. • Ensuring compliance with all Federal and state reporting and fiscal requirements, document and oversee required audits, collect and analyze data, draft content and oversee grant web page content, ensuring access, plain ;language and capturing and reporting of required metrics.