Grants Contract Administrator

Minimum Qualifications

Bachelor's degree in business administration, public administration, paralegal training, contract management, procurement management or related field and two years experience in grants, budgeting, finance, purchasing, legal, or related experience; or any equivalent combination of related training and experience. Applicants within six months of meeting the minimum education/experience requirement may be considered for trainee status.
Successful completion of all applicable background checks pre-hire and ongoing are required.

Upon Administrating Official Approval 

Position Summary

This is highly responsible technical and professional work with grants and contracts in the Budget and Fiscal Services Department, Procurement Division.
 An employee assigned to this classification is responsible for insuring that all contracts, grants, and related documents presented to the BOCC for approval comply with Federal, State and local laws, County administrative rules and directives, and County policies and procedures.

Work is performed under the direction of a higher level supervisor and is reviewed through conferences, reports and observation of results obtained.

Examples of Duties

ESSENTIAL JOB FUNCTIONS

This is an emergency essential classification. Upon declaration of a disaster and/or emergency, all employees in this classification are required to work.
 
Exudes a positive customer service focus.
 

Advocates building organizational culture through aligning decisions with core values including: integrity, honesty, respect, diversity, innovation, accountability and communication.
Establishes and maintains complete files on all grants and contracts entered into by the County.

Develops policies/procedures to assist departments in maintaining compliance with federal/state requirements.
 Reviews grants, contracts, bid documents and requests for proposals.  Drafts Agreements and provides initial review and comments. 
 Assists departments with development and drafting of new contracts and ensures contract requirements are met regarding timeframe and desired outcome.
 Assists with negotiation of contract agreements in coordination with applicable departments as needed; assists and advises on matters pertaining to contracts or projects assigned; provides administrative liaison various County operational and administrative functions related to assigned contracts.
Coordinates review of grant and contract documents by County Attorney, Finance and Accounting, Risk Management, Management and Budget, Equal Opportunity, Human Resources and others as required.
Maintains an on-going database and scanned copies of all relevant grants and contracts information, as well as permanent files for grants and contracts. 
 Reviews contracts submitted for Board approval to ensure complete, accurate and final version agreed on by the County; coordinates execution and transmittal of documents to departments. 

Maintains a  library of approved and current version contract templates and related forms for use in the County.
Performs special projects as assigned.

Performs the duties listed, as well as those assigned, with professionalism and a sense of urgency.
 NOTE: These examples are intended only as illustrations of the various kinds of work performed in positions allocated to this class. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.
KNOWLEDGE, SKILLS AND ABILITIES
 Considerable knowledge of the structure and functions of legal contracts.
Knowledge of the organization, functions, operational issues and financial considerations of County governments.

Ability to comprehend and analyze legal documents
Ability to effectively negotiate contracts.

Ability to effectively express ideas, both in written and verbal communications.

Ability to delegate tasks and provide adequate instruction and supervision.

Ability to create and maintain files.

Ability to follow established policies and procedures.

Ability to track and follow through on extended projects.
 Ability to establish and maintain good working relationships with other County departments.

Ability to work independently to solve problems and make sound decisions with the knowledge at hand.
 Ability to coordinate and process a large quantity of deadline driven, detailed projects while maintaining attention to detail.
 PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit. The employee frequently is required to talk or hear. The employee is occasionally required to stand; walk; use hands to finger, hand or feel; and reach with hands and arms.
The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision.
WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually quiet.

An organization is only as good as the people it employs. To attract and retain the best team possible, the Alachua County Board of County Commissioners offers a competitive benefit program. We believe that if we expect our employees to support the County, we must first support the health and financial well-being of our employees and their families, now and as they plan for their future.BoCC-Contributed Benefits

• Medical/Health Insurance  
• Employee Life Insurance  
• Florida Retirement System  
• Employee Assistance Program

Optional Benefits

• Dental Insurance  
• Vision Insurance
• Supplemental & Dependent Life Insurance
• Deferred Retirement Program
• Flexible Spending Accounts
• Roth IRA
• Tuition Assistance Program
• Computer Purchase Program

NOTE: For detailed information regarding available benefits click here.

You may also view Frequently Asked Questions (FAQs) regarding benefits. 

• FLORIDA RETIREMENT SYSTEM (FRS) The Florida Retirement System is a retirement plan designed to provide an income to a vested employee and his/her family when the employee retires, becomes partially or totally disabled, or dies prior to retirement.  A defined benefit or defined contribution option may be chosen by the employee.
• TUITION ASSISTANCE PROGRAM Permanent, full-time employees are eligible for educational assistance funds. Contact the Human Resources Office for program details.
• HOLIDAYS Holidays are as follows: 

1. New Years Day  
2. Martin Luther King Day  
3. Memorial Day  
4. Juneteenth
5. Independence Day  
6. Labor Day  
7. Veterans' Day  
8. Thanksgiving Day  
9. Friday following Thanksgiving  
10. Christmas Eve (IAFF*)  
11. Christmas Day  
12. Additional Christmas Holiday (All non-IAFF employees)  
13. 2 Floating Holidays  (All non- IAFF employees)

*IAFF – International Association of FirefightersPay periods are every two weeks, Monday through Sunday. Payday is Friday. International Association of Firefighters follow the General Contract 7k regarding holidays.

Vacation Leave – Generous vacation accrual rates with payout of unused accrued leave, with some restrictions. For more detailed information regarding vacation leave refer to Employee Policy Manual, Section 7-2.

Sick leave is earned at a rate of 4 hours per pay period by all permanent, full-time employees*. At the end of each fiscal year, eligible employees can convert up to 10 days of accrued sick leave to vacation leave on a 2:1 basis. For more detailed information regarding sick leave refer to Employee Policy Manual, Section 7-3 *Accruals slightly different for IAFF employee.

$65,956.80 Annually