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.