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.
Title: Contract Coordinator
Position Classification: Contracts Coordinator
Department: General Administration
Reports
to: Finance Director
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.
WORKING ENVIRONMENT
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
MINIMUM QUALIFICATIONS
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.
COMPENSATION
PACKAGE
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
GENERAL INFORMATION
This announcement will
remain open until filled; however, the application screening process is
expected to begin on or about, December 7. Therefore, at the agency’s discretion,
materials received after may not receive consideration.
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.
TO APPLY
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 hrrecruit@ocwcog.org. In the subject line please include the
position title and the posting number.
To apply scroll down to the bottom and click Apply.
The Position Number for this position is 202042 (you will
need this number for the application).