Practice & Support Services Contracts & Partnerships Specialist

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Job Title:  

Agency:

Department of Early Care and Learning

Job Requisition ID:

Shift:

Compensation Details:

Job Description:

Open to DECAL Employees Only

Salary: $44,998.81 - $59,143.37 - Salary is commensurate with education and experience

Job Code: GSP131

Pay Grade: K

Location: Remote

Job Description: Under broad supervision from the Director of Practice and Support Services, the Contracts and Partnership Coordinator will be responsible for coordinating the financial details of grants, contracts and records for all publicly funded programs within Practice and Support Services. This position will report directly to the Partnership and Project Manager and work closely with the Director of Practice and Support Services. 

This position entails working both independently and as part of a team in a fast-paced, results-driven organization.  Critical thinking, attention to detail, problem solving, flexibility, and initiative are crucial attributes for this position. The ideal candidate will be highly organized, possess administrative and technical skills related to coordinating complex projects and organizational processes, and be results driven. The individual must have the ability to work independently, work closely with leadership staff, be a self-starter, work well under pressure, and be able to set and adhere to strict timelines. The candidate must also demonstrate excellent oral and written/visual communication skills as it will be a requirement to write, analyze data, and work closely with internal and external customers.

Job Responsibilities:

• Gain and maintain a comprehensive understanding of all Practice and Support Services unit activities and initiatives; work with program managers to understand needs and expectations of contactors and grantees
• Coordinates the work of all PSS contractors, grantees, and subrecipient grantees
• Manages the completion, collection and submission of all required documentation to secure budgetary and legal approval for grants or contracts
• Oversee the lifecycle of PSS grants and contracts from initiation to execution, compliance, renewal or closing out
• Creates, manages and closes out purchase orders, receives, processes, and tracks all related invoices.
• Processes timely and accurate payments for all PSS grants and contracts
• Serve as the first point of contact for all contractors and grantees as it relates to budget, invoicing, contract, or other financial matters
• Keep comprehensive records of all contractor and grantee expenditures to ensure funds are spent in a timely manner and within the confines of the contract or grant agreement
• As needed, work with the Audits Department to prepare for annual required audits of all PSS contractors and grantees; provide information and documentation on grants and contracts to Audits as requested
• Attend quarterly budget meetings with Director of Practice and Support Services and Finance Division to discuss PSS expenditures and to ensure accurate tracking
• Receive monthly or quarterly reports from all contractors or grantees and review for accuracy and adherence to the Scope of Work and/or performance measures
• Reports contract, grant and billing concerns to the Partnerships and Project Manager and develops a plan to remediate as needed
• Assists with aggregating data on funding for state and federal reporting
• Checking and responding to unit and DECAL Scholars email inboxes
• Completes Eligibility Verification (E-Verify) process for project stipends
• Works with external partners to verify project eligibility and updates Project and Partnerships Manager on project applicant status
• Assisting with front desk coverage at DECAL headquarters as needed.
• Serve as a member of DECAL’s Practice and Support Services unit and support the work of other team members as needed; support a collaborative work environment within the Unit, Division, and Agency
• Perform other tasks and assume other responsibilities as assigned

Physical Requirements necessary to perform the job:

• Work is typically performed in an office environment with intermittent sitting, standing, or walking in various settings.
• Requires the ability to review, classify, categorize, prioritize, and/or analyze data. Includes exercising discretion in determining data classification.
• Requires the ability to receive detailed information through oral communication.
• Requires the ability to speak clearly, to hear and understand at a normal conversational level, and to receive detailed information through verbal communication.
• Requires the ability to exercise judgment, decisiveness and creativity in situations involving the evaluation of information against sensory, judgmental, or subjective criteria, as opposed to that which is clearly measurable or verifiable.

Required Technical Competencies:

• Demonstrates appropriate written communication using proper spelling and grammar.
• Expertise in using Microsoft Excel to manage and analyze data.
• Proficiency in using Microsoft Outlook, Word and PowerPoint.
• Ability to utilize technology to engage via online meeting platforms.

Entry Minimum Qualifications:

Associate degree in business or related field from an accredited college or university and two (2) years of experience related to assignment; or one (1) year of experience required at the lower level Business Support Analyst 1 (GSP130). Note: An equivalent combination of knowledge, education, job or intern experience, training, or certifications that provides the necessary knowledge and skills to successfully perform the job at the level listed may be substituted year-over-year.

Agency Preferred Qualifications:

• Possesses proactive and responsive customer service skills.
• Experience acting as a liaison between contractors/vendors and agency staff.
• Experience coordinating multiple complex projects simultaneously.
• Experience managing and documenting fiscal processes.
• Experience working with data systems and organizing data to inform decision making.
• Experience at DECAL or a similar government agency.

Bright from the Start:  Georgia Department of Early Care and Learning is a family-friendly employer, offering flexible work schedules (at supervisory discretion) and a comprehensive compensation package, to include healthcare, retirement, 401-k match, and elective options for dental, vision, AD&D, short and long-term disability, and life insurance.  Bright from the Start: Georgia Department of Early Care and Learning is an equal opportunity employer and drug-free workplace.  A background check will be completed upon hire, which may consist of any or all of the following: criminal and employment histories, credit history (as applicable to the position), education credentials, and motor vehicle driving records.

If you are an individual with a disability who may require assistance or other reasonable accommodation in order to participate in the selection process for this position, you may contact our HR department at 678-879-2993.

Due to the volume of submissions received by this office, information concerning application or interview status cannot be provided in writing, over the phone, or in person. All applicants who submit a complete application package will be considered but may not necessarily receive notification or an interview.  The job posting may be subject to being closed at any time without notice.  Only those qualified candidates who are selected for an interview shall receive notification upon the filling of this vacancy.

Bright from the Start: Georgia Department of Early Care and Learning is an equal opportunity employer.

Minimum Qualifications:

Equal Employment Opportunity Employer

The State of Georgia does not discriminate based on race, color, national origin, sex, religion, age, disability, or other protected categories in employment or the provision of services.
Qualified applicants may request reasonable accommodation when needed during the application and/or screening process by contacting the appropriate agency Human Resources department.