Title: Contract Coordinator
Position Classification: Contracts Coordinator
Department: General Administration
Reports to: Finance Director
ABOUT OREGON CASCADES WEST COUNCIL OF GOVERNMENTS (OCWCOG)
OCWCOG manages a variety of local, State, and Federal programs to serve residents, local governments, and businesses in our tri-County Region. OCWCOG is recognized by the State of Oregon as an Area Commission on Transportation (ACT) and a Type B Medicaid Transfer Agency. Additionally, the association is recognized by the Federal Government as an Area Agency on Aging (AAA), an Economic Development District (EDD), an Economic Development Revolving Loan Fund Coordinator, a U.S. Department of Agriculture Revolving Loan Agency, and staffs the two Metropolitan Planning Organizations (MPOs) in the Region. These designations increase OCWCOG’s ability to serve our communities’ needs.
As an Oregon intergovernmental entity, in addition to the programs and services that OCWCOG is required by State or Federal contract to provide, OCWCOG helps businesses find appropriate capital; facilitates seniors and persons with disabilities plan for independent living; coordinates local road improvement priorities; and assists with administration and technical support for its member governments.
Each program works towards OCWCOG’s mission of helping the Region’s communities collaborate to solve problems and connect member governments, businesses, and individuals with a wide array of resources.
SUMMARY OF POSITION
Performs professional duties within the area of contract and grant coordination and management. Serves as the primary point of contact in relation to agency-wide contracts. Assists project managers in preparing, monitoring, and evaluating contracts and grants. Maintains contract management processes, systems and software, including project budgets, budget monitoring, invoicing systems.
ESSENTIAL JOB DUTIES
Performs position duties in a manner that promotes customer service and harmonious working relationships, including treating all persons courteously and respectfully. Engages in effective team participation through willingness to assist and support co-workers, supervisors, and other work related-associations. Develops good working relationships with division and agency staff and supervisors through active participation in accomplishing group projects and in identifying and resolving problems in a constructive manner. Demonstrates openness of constructive feedback and suggestions, in an effort to strengthen work performance. Contributes to a positive, respectful and productive work atmosphere. Regular attendance is required to meet the demands of this job and to provide necessary services.
• Acts as a liaison between programs and finance department.
• Assists program staff in developing grant applications, requests for proposals and contracts.
• Assists in developing and preparing departmental work plans and budget documents, as they relate to contracts and grants.
• Assists in monitoring contracts and preparing grant and contract quarterly and semi-annual financial and written reports.
• Assists program staff in researching non-traditional grant opportunities.
• Tracks match requirements for contracts and grants.
• Monitors and reviews contracts with outside agencies/organizations for services provided under state and federal contracts to ensure compliance with funding source requirements.
• Maintains established partnerships with State of Oregon Department of Human Services Contracts Payable Unit.
• Assists staff and grantees in complying with applicable statutes, regulations and grant or contract provisions.
• Monitors project expenditures and budget reports, as related to contracts and grants.
• Completes all monthly, quarterly, semi-annual and annual billing invoices for all agency contracts and grants.
• Review and tracks contract and grant expenses according to Generally Accepted Accounting Principles, Public Accounting Principles and agency policies and practices and agency’s chart of accounts.
• Reviews and verifies with project manager and program staff, service contract payments.
• Assists contract close-out, maintains and collects in–kind volunteer data for report calculations.
• Reviews and updates templates, standardized procedures for contracts, budgets, reports and other office management systems, including hard copy and computerized records.
• Coordinates template changes at request of other agencies.
• Monitors contracts to ensure they are within funding allocations and deadlines.
• Ensures appropriate levels of insurance for contracts are maintained and up-to-date.
• Verifies accurate recording, balancing and classification of all income and expenditures to the proper accounts.
• Assists finance team with monthly, quarterly and annual back-up duties and month-end close.
• Must learn the agency’s financial software application.
OTHER JOB DUTIES
• Conducts research on assigned projects, analyzes data and provides informational reports for management decision-making.
• Back-up duties in finance department as requested.
• Performs other related duties as assigned by supervisor.
SUPERVISION RECEIVED: Receives general supervision from the Finance Director.
SUPERVISORY RESPONSIBILITIES: None.
Work is performed primarily in an office environment utilizing a personal computer, telephone and a variety of office equipment. Position may require sitting for extended periods of time and performing computer data entry. Occasional travel to attend various meetings, throughout the three-county area is required
Experience and Training
Bachelors degree in business or accounting, plus two (2) years experience in the preparation, administration and monitoring of contracts; OR, any satisfactory equivalent combination of education, training and experience which demonstrates the knowledge, skills and abilities to perform the job.
Knowledge, Skills and Abilities
• Considerable knowledge of financial record keeping and reporting;
• Considerable knowledge and ability to interpret laws, regulations, standards and prescribed procedures applicable to grants and contracts;
• Considerable knowledge of business English, spelling, grammar, punctuation and mathematics in order to read, prepare and understand project reports, statistical reports, correspondence and other documents;
• Knowledge of governmental contracts administration;
• Knowledge of administrative procedures demonstrating the ability to design, implement and manage administrative office systems and procedures;
• Knowledge of generally accepted accounting practices;
• Knowledge of and ability to employ methodologies for compiling, coding, data entry, analysis, and statistical presentation such as spreadsheets;
• Ability to operate a personal computer and advanced knowledge of word processing, spreadsheet and data base software;
• Ability to work effectively and communicate with representatives of other agencies, local governments, businesses, staff, and the public;
• Ability to work independently and handle multiple projects and a high volume of work;
• Ability to operate a calculator with accuracy; and,
• Ability to cope with stressful deadlines.
Licenses, Certificates, & Other Requirements
• Possession of Valid Oregon Driver's License, or have the ability to obtain reliable transportation in order to travel throughout the three county area.
• Position requires successful completion of a criminal history and driving record check.
• This job description in no way states or implies that these are the only duties to be performed by an employee occupying this position. Employees are required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor.
• Requirements are representative of minimum levels of knowledge, skills and abilities. To successfully perform this job, the employee will possess the abilities or aptitudes to perform each duty proficiently.
Starting salary is $22.53 - $30.17/hourly DOQE. A step increase will be awarded upon successful completion of a probationary period (typically six months), and then annually thereafter to the top of the range. OCWCOG offers an attractive benefits package including:
Retirement – OCWCOG pays both the employer’s percentage, and employee’s six percent (6%) contribution into the Oregon Public Employees System (PERS). In addition to PERS, OCWCOG pays into Social Security.
Insurance – For select plans, OCWCOG currently pays one hundred percent (100%) of the insurance premiums for the employee and their eligible dependents. The insurance package includes medical, prescription, dental and vision coverage, alternative care, life, accidental death and dismemberment, as well as long-term disability.
Holiday Leave – OCWCOG provides ten and one half (10 ½) fixed holidays, plus two (2) personal days during each fiscal year.
Additional Benefits – Deferred compensation options, Long-term care Insurance, Employee Assistance Program, Credit Union memberships, and options to participate in pre-tax Health Savings Account or Flexible Spending Account.
Sick Leave – Full-time employees accrue eight (8) hours of sick leave each month.
Vacation Leave – Full-time employees accrue vacation leave each month according to the following schedule:
0-36 months - 8 hours/month
37-72 months - 10 hours/month
73-144 months - 14 hours/month
145 months and above - 16 hours/month
This position is represented by the Service Employees International Union (SEIU), pursuant to Article 14 of the Collective Bargaining Agreement.
Possess a valid Oregon Driver’s License, or have the ability to obtain reliable transportation in order to travel throughout the three-county area is required.
If you are offered employment, the offer will be contingent upon the outcome of a criminal records check, and the information will be shared with Human Resources. Any criminal history will be reviewed and could result in the withdrawal of the offer or termination of employment.
You must submit the following application materials to be considered as a viable candidate:
A current resume that clearly describes your experience, skills, and/or knowledge related to the requirements of the position and demonstrates that you meet qualifications of the position listed above.
A cover letter explaining how your background, experience and training qualify you for this position. Please describe your experience and training specifically as they relate to the Desired Attributes.
If you are an eligible veteran and wish to claim veterans’ preference points AND you also meet the minimum qualifications for this position, the points will be added to your score. To receive veterans’ preference points, you MUST attach to your application materials the following required documentation:
• A copy of your DD214/DD215 form; OR a letter from the US Dept of Veteran’s Affairs indicating you receive a non-service connected pension for the five (5) point preference.
• A copy of your DD214/DD215 form; AND a copy of your veteran’s disability preference letter from the Dept. of Veterans’ Affairs for the ten (10) point preference.
If you have any questions please contact HR at email@example.com. In the subject line please include the position title and the posting number 202111.
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