Job Class Specification for:
GRANTS & CONTRACTS SPECIALIST

Class Specification Schematic Number: 2004004

Class Summary:

Coordinates and participates in the selection, negotiation, preparation, monitoring, and administration of a variety of service contracts, subcontracts, and consultant contracts in support of a social services program or division. Provides a variety of technical support assistance and services to subcontractors.

Distinguishing Characteristics of the Class:

This professional level class differs from the Grants and Contracts Specialist, Sr. by the more limited job scope and assignments in contract preparation, negotiation and administration are performed according to more standard guidelines and procedures.

Positions in this class require a knowledge of the principles, methods, and legal requirements of contract preparation, negotiation, and administration. Positions in this class require the ability to prepare program evaluation reports, contract documents, and other documents and to make recommendations based on the collection, analysis and interpretation of statistics, financial data, and other program information.

Judgement is required to interpret and apply to individual situations, contract provisions and applicable rules and regulations, including department and contracting procedures, block grant regulations, funding source requirements, and Federal, State, and local laws and regulations.

Contacts include department employees, other departmental agencies, community groups and subcontractors to gather evaluation data, provide technical assistance, and coordinate program development.

Examples of Work:

• Assists in selection of subcontractors or consultants and with preparation of Requests for Proposals (RFP) including development of criteria, standards, and rating guides.
• Develops, prepares, and negotiates subcontractor, agency, and consultant agreements and amendments, including program goals and objectives, performance standards, reporting requirements, and budgets.
• Monitors and evaluates effectiveness and efficiency of subcontractor or consultant services; reviews monthly and quarterly reports; conducts site visits; prepares written program evaluations to determine compliance with performance standards and Federal, State, and local regulations; recommends program modifications or funding changes as appropriate.
• Reviews and monitors accounting and service records of subcontractors and consultants to determine actual costs for services; prepares semi-monthly invoices; validates amounts charged comply with contract provisions and applicable laws, rules, and regulations; approves release of funds to reimburse contractor; conducts quarterly fiscal assessments and semi-annual analysis of contractor expenditure reports.
• Maintains tracking system for status and progress of contracted services; prepares reports for management review and maintains contractor files.
• Provides technical assistance and training to subcontractors to increase their ability to provide quality services.
• Participates on intradepartment task forces.
• Conducts research and gathers data to prepare program plans for new programs to meet client needs.
• Performs other related duties of a comparable level/type as assigned.

Work is performed in a normal City work/office environment.

Requires a minimum of one year professional experience in contract administration, budget management, planning, human services administration and a Bachelor's degree in Business or Public Administration, a human services field or related field (or a combination of education and/or training and/or experience which provides an equivalent background required to perform the work of the class).

None.

Comments:

This description was prepared to indicate the kinds of activities and levels of work difficulty required of positions in this class. It is not intended as a complete list of specific duties and responsibilities.

Class History:

Class adopted January 2, 1991.

Date posted 4/29/1999

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