Administrative Specialist

Job Summary:

Performs department duties and assists in the development and monitoring of contracts.

Essential Job Functions:

• Plans and coordinates contract monitoring activities for grant-funded agencies to ensure General Terms and Conditions, Special Conditions and/or other requirements are accomplished according to federal, state and local regulations.
• Facilitates administrative activities that support the Director of Programs, Research and Evaluation Officer, Programs Procurement Manager, and Program Manager Supervisor.
• Prepares and distributes annual contract packets for Program Department funded agency contracts; includes review for accuracy, assembles draft, follows internal routing processes and obtains signatures and logs executed contracts from all parties.
• Completes and documents activities generated through Pre-Contract Checklists and Funding Notices as well as cross-check associated funded program spreadsheets entries for completeness, accuracy and consistency.
• Provides technical or procedural assistance to funded agencies on administrative contract requirements and responds to inquiries from funded agencies.
• Processes and finalizes all contract amendments; reviews, edits, mails, and obtains signatures from all parties.
• Scans, tracks and maintains electronic and hard copy files of all information pertaining to funded agency contracts.
• Supports or provides technical assistance to internal staff on administrative procedures.
• Updates Contract templates, Attachments, Declarations, Special Conditions, communication templates all in preparation for new Fiscal Year (other forms as requested).
• Recommends improvements of administrative procedures to ensure operational efficiency and effectiveness of contract development or monitoring processes.
• Prepares annual funded program disaster form binder.
• Updates the Administrative Specialist desk manual and associated task forms.
• Maintains up-to-date training on internal Purchase Order (P.O.) procedures to process P.O. for Director of Programs and travel requests for Programs Department personnel.

Qualifications:

Education and Experience:

Graduation from an accredited four-year degree granting college or university OR an
associate’s degree from an accredited college or university AND two years of experience preparing or monitoring contracts.

Knowledge, Skills and Abilities:

• Working knowledge of County, State and Federal laws, guidelines and requirements governing contract structure, procedure and content.
• Working knowledge of formats and styles used in legal documents.
• Working knowledge of Microsoft Office Suite products and AdobeSign.
• Ability to read, understand, and interpret legal and insurance documents.
• Ability to communicate effectively both orally and in writing.
• Ability to work effectively with others.