Procurement and Grants Manager

JOB DESCRIPTION

Job Title: Procurement and Grants Manager
Reports to: Chief Administrative Officer
Supervises: Yes
FLSA Status: Exempt, Full-time
Salary Range: Starting around $50,000.00

Position Summary:
Supervises, monitors, communicates and directs ELCOC procurement and purchasing functions to include contract administration and compliance; contract budget preparation and management; development of Coalition procurement strategies; and contractors’ compliance with ELCOC’s strategic plan. Assists Chief Administrative Officer with short-term and long-term financial planning for the Coalition as well as revenue and expense projections, grant tracking and fiscal & program monitoring of sub-recipients. Ensures all new revenue streams are clearly understood for grant/contract management purposes. Must maintain all coalition employees’, vendor and client information/data confidential.

Essential Job Functions:
I. Purchasing and Procurement

• Conducts, prepares, and reviews reports, studies contractual trends, publications, and research relating to operational trends and strategic program objectives.
• Directs procurement activities including coordinating with other departments to ensure that all phases of procurement operations are aligned with organizational strategy including the oversight of RFP processes as needed.
• Coordinates activities of contractual entities to ensure continuing operations, maximize returns on investments, and increased productivity.
• Cultivates best in class supplier relationships and performance by researching and qualifying suppliers, products and services.
• Performs technical analysis of supplier’s proposals, negotiates business and legal terms and conditions with suppliers and reviews and executes contracts.
• Develop the Coalition’s procurement process and prepare documents that meet state and federal guidelines.
• Ensures that current and future Fiscal, Purchasing and Procurement policies and procedures are in compliance with Federal and State regulations.
• Maintain oversight to ensure contractors perform in accordance with the terms, conditions and specifications of their contracts and/or grant agreements.
• Negotiates contracts for incremental savings to the organization.
• Monitors procurement accounts payable process to ensure timely and accurate payment of invoices and policy adherence.
• Provides information to and collaborates with Directors concerning contractors’ performance accountability.
• Oversee the procurement transactions in a manner providing full and open competition consistent with ELCOC procurement procedures.
• Responsible for researching and authorizing purchases for department.
• Write, reviews and processes contracts.
• Works closely with ELCOC legal counsel and staff on the development of contracts and contract changes.
• Serve as liaison between the Contractors and the ELCOC.
• Maintains a positive working relations with contractors, vendors, suppliers and the ELCOC.

II. Grant and Contract Management

• Assist with Budget development for grant/contracts pursuits and support continued budget planning of Coalition revenue streamline.
• Ensure all grants/contracts deliverables and reporting requirements are clearly understood. Track due dates and submission of same.
• Ensure timely preparation and execution of grants/contracts budget amendments.
• Create templates as needed to expedite collection and submission of deliverables.
• Oversee completion of sub recipients quarterly program monitoring and produce reports of same.
• Coordinate Florida Office of Early Learning program/eligibility reviews and draft responses/corrective actions to Final Report as needed.
• Assist with annual match fundraising event budget, financial reporting and analysis.
• Any other duties or responsibilities to support the mission or responsibilities of the Coalition as assigned by the Chief Administrative Officer

II. Compliance

• Update Coalition Fiscal/Purchasing/Procurement/Sub recipient Monitoring Policies and Procedures to remain compliant with Florida Office of Early Learning Requirements.

III. Development/Training/Technical Assistance (TA)

• Train staff in cross-functional areas, as needed.
• Assist with forecasting and analyzing spending variances of contracts/grants on a monthly basis as requested by Chief Administrative Officer.
• Other duties as assigned.

Qualifications:

• Ability to make mathematical calculations and balance a budget.
• Ability to organize, coordinate projects, set priorities, meet deadlines and follow-up on own and subordinates assignments with little or no supervision.
• Manage time effectively.
• Ability to work in collaboration and foster teamwork amongst cross-functional teams.
• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.
• Knowledge of English business language with ability to communicate clearly and concisely, both orally and in writing.
• Ability to effectively communicate sensitive information and exercise sound judgment.
• Knowledge of basic customer service techniques.
• Ability to work and communicate with people from various multi-cultural backgrounds and socio-economic levels.
• Ability to establish and maintain effective working relationship with a variety of constituents.
• Ability to solve problem and deal with a variety of variables.
• Demonstrate knowledge of purchasing and procurement practices of Florida state standards and requirements.
• Proficient in the operation and use of a personal computers and computer software applications (Microsoft Office Suite). Ability to navigate the Internet.
• Knowledge of accounting software, preferably Abila Fund Accounting.
• Must possess a valid Florida Driver’s License with ability to travel off-site locations.
• Ability to work flexible/hours schedule i.e. occasional Saturdays, or evening hours.
• Professional appearance and presentation.
• Occasional lifting of office equipment and supplies of less than 30 pounds

Education and Experience

• Bachelor’s Degree in Business, Public Administration or relevant field required with a minimum of 5 years’ experience in contract management;
• (4) Years of experience reviewing, monitoring, and/or negotiating grants and contracts or similar documents.
• State of Florida Contract Management certification a plus or attained within 3 years of employment.
• Must demonstrate a strong working knowledge of federal and state government rules and regulations.
• Must demonstrate a strong aptitude for programmatic and financial implementation and management.
• Knowledge of early childhood services is beneficial – but not required.
• Bilingual – knowledge and ability to communicate in English and in Spanish both verbally and in writing preferred.