Contract Manager

Primary Function:

Monitor contracts and budgets in which claims are needed. Maintain files for each contract, grant and funding source ensuring all necessary documentation is on file per audit standards. Ensure files are moved to storage and labeled appropriately for the 7 year minimum requirement for recordkeeping.

Job Responsibilities:

● Maintain Government Grants Schedule
● Run monthly payroll reports
● Enter budgets into appropriate grant forms and/or systems
● Maintain contract list and liaise with funders
● Prepare reports as needed by various funders
● Update Vendor Responsibility form every 6 months or as needed
● Assign Purchase Order Numbers
● Review all purchasing packets
● Code various bills according to funding sources.
● Review payroll, maintain payroll records and submit to HR Consultant.
● Prepare and document claims to be submitted to Funder for reimbursement on a monthly or quarterly basis. Reconcile claim’s total to the G/L to make sure they match.
● Prepare credit/debit memos for any advance recoupments or disallowances and book them once approved by the accountant. Ensure documents are scanned into Audit folders
● Prepare quarterly reconciliations; as well as get numbers for accruals monthly for Accountant
● Email program director, accountant, Chief of Staff, CEO cumulative pages each month
● Maintain accurate records and ensure all bills have been entered correctly into Bill.com
● Maintain audit book folder for all programs
● Perform any assigned tasks by Accountant, Chief of Staff and/or ED.

Additional Responsibilities:

● Participates in the Clubs self-evaluation process and grantee monitoring visits, as continuing education, career and professional development opportunities.

● Attends safety training, monthly all-staff, and weekly program staff team meetings, completes professional development training online through BGCA.NET, and participates in OCFS and fiscal training events.

Skills / Knowledge Required:

● BS Degree or High School Diploma or GED with equivalent work experience in accounting field
● Computer literate
● 5 years bookkeeping/accounting and claims experience and knowledge of budgets
● Knowledge and understanding of contracts and their regulatory requirements
● Working knowledge of Microsoft Excel, G-Suite, Accounting Software and Quickbooks
● Able to analyze budgets and be able to project expenses for each program.
● Able to accrue payroll to coincide with contract period.
● Needs to be able to anticipate spending and balances for budgets.
● Needs to be able to communicate with funding sources and pertinent staff via telephone, letter and email format.

Pay: $25.00 per hour

Expected hours: 35.0 per week

Benefits:

• 401(k)
• Dental insurance
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Vision insurance

Application Question(s):

• Are you available to work Monday through Friday, from 10:00 AM to 4:00 PM?
• Do you have experience managing government grants, contracts, or budgets? If so, can you describe your responsibilities?
• Can you describe your accounting or bookkeeping experience? How many years have you worked in this field?
• Have you prepared reimbursement claims, reconciled financial reports, or worked with QuickBooks, Excel, or Bill.com? Please describe your experience.

Work Location: In person