Full-Time; Exempt (Term Limit: 2-Years)
Starting salary range: $95,000- $105,000/annually
This is an in-office position, requires on-site work (5) days per week.
Only applicants who reside in the Los Angeles Region will be considered.
***CCF IS A MANDATORY COVID-19 VACCINATION EMPLOYER***
California Community Foundation's mission is to lead positive systemic change that strengthens Los Angeles communities. We envision a future where all Angelenos have the opportunity to contribute to the productivity, health and well-being of our region. And we believe that our common fate will be determined by how successfully we improve the quality of life for all our residents. The impact we help create is of, by and for Los Angeles, because the community is our foundation.
CCF seeks to build a strong and diverse community. We strive to be an employer of choice - offering a competitive compensation package, development opportunities and a rewarding environment. CCF believes in equal opportunity for all, regardless of race, ethnicity, religion, gender, sexual orientation, gender identity or expression, age, or other protected status. We consider qualified applicants in a manner consistent with federal, state, and local laws.
Position Summary: Reporting to the SPO, Public Policy and Strategic Partnerships, the contract manager will oversee the Community Economic Resilience Fund (CERF) on behalf of the California Community Foundation. This position is responsible for overseeing the financial management of CERF, a $5 million dollar state grant that seeks to build a high-road transition to a carbon neutral economy while developing sustainable industries that create high-quality, broadly accessible jobs. Under the terms of this grant, CCF will serve as the Fiscal Agent and report directly to the California State Employment Development Department on the progress and outcome of this grant. The position requires leadership skills and subject matter expertise in: program and grants management, relationship development, budgeting, grantee monitoring and reporting. Additionally, familiarity with compliance and California State auditing requirements is a plus.
The contract manager will manage multiple grants and contracts through the post-award life cycle, from award to close out. Working in direct partnership with the Regional Convener and the Los Angeles High-Road Transition Collaborative (HRTC), the contract manager will provide administrative, financial and compliance oversight for grants and contracts associated with the CERF grant. Responsibilities will include, but not limited to: Ensure grant expenditures are allowable, allocable, and responsible according to the terms of the grant contract, government regulations, and organizational policies; maintain complete and accurate program and financial records; ensure that grant expenditures are properly supported and approved; ensure that program and financial reports are submitted to the grantor in accordance with the award agreement, work with the Regional Convener and HRTC to develop scopes of work for various services including issuing competitive solicitations; attend and represent CCF (as Fiscal Agent) at all HRTC meetings; work internally within CCF teams to meet all terms set forth in the award agreement.
Major Responsibilities:
- Grants/Contracts Management and Compliance:
- Review all proposed grants budgets prior to submission to ensure consistency with proposal requirements; accuracy in the calculation of salaries, direct and indirect expenses; and compliance with established regulations; make recommendations to program staff and grant developers for revisions when appropriate.
- Prepare grant files, fund set-ups, and budget summaries for all new grants or contracts awarded.
- Provide technical guidance to system, division, and local staff in relation to the administration of grants and contracts, including, but not limited to, aiding with interpreting grant agreements/contracts, and reviewing federal regulations.
- Develop workflow processes for reporting and reimbursement.
- Resolve grant-related issues. These include budget revisions, personnel and scope changes, determination of grant/contract personnel roles and responsibilities, and grant administration training/retraining for all appropriate grant staff.
- Provide training to both internal staff and external partners on grant elements within organization software systems.
- Ensure proper grant coding and program goal tracking is completed accurately.
- Conduct sub-awardee risk analysis.
- Draft and negotiate outgoing sub-award agreements and amendments.
- Review and determine allowability for sub-award changes.
- Coordinate the timely inactivation and closure of grants/contracts both internally and externally.
- Reporting and Invoicing:
- Ensure all grant/contract reporting and invoicing deadlines are met by maintaining a comprehensive deadlines reminder system.
- Notify proper staff of pending report and activity deadlines and confirm that all reports are filed correctly and on time.
- Evaluate and monitor award budget.
- Review all grant expenditures for accuracy, appropriate supporting documentation, and compliance with grant/contract requirements and all appropriate laws and regulations prior to reimbursement requests.
- Use various software systems to obtain expenses documentation.
- Review time and effort expenses for accuracy and alignment with regulations and policies.
- Prepare and submit timely and accurate invoices, financial reports, and subaward reports for each award as required by the agreement or contract.
- Prepare regular reports such as budget vs. expenditures, forecasting, and decision aids for grant program directors and senior leadership.
- Collaborate with the grants support team to develop plans for grant/contract expenditure activities to maximize efficient use of funding.
- Responsible for reconciliation of grant/contract monthly expenditures.
- Work with Accounting and other departments across the system to ensure grant awards and payments are properly recorded in financial software systems.
- Monitoring:
- Proactively identify compliance risks throughout the portfolio, and advise program directors, support teams, and senior leadership on necessary actions.
- Ensure grants and contracts are well administered.
- Provide Program Director/Principal Investigator and support teams with general, administrative, compliance, and organizational procedures to support grant stewardship.
- Coordinate and facilitate kick-off and status meetings throughout the life of the grant.
- Actively monitor sub-recipients and serve as liaison between the sub-awardee, program team, and grantor.
- Develop and maintain a positive relationship with grantors and external sub-award partners to facilitate the successful completion of grant projects; strengthening grantor relationships.
- Audit:
- Maintain complete electronic auditable files for each award, ensuring that all appropriate documentation is current and readily available in a timely manner upon request.
- Participate in audits, including but not limited to acting as a main financial point of contact or as a resource when necessary.
- Conduct sub-awardee grant audit activities including desk review, site visit audits, Financial Statement. Prepare and submit grantee desk review/audit result documentation.
- Community Relations and Outreach:
- Under supervision of the SPO, represent CCF on the HRTC Stewardship committee.
- Serve as the main point of contact at CCF for the regional convener and all grantees/contractors.
- With the program associates, work directly with grantseekers to provide clarification of CCF priorities, direction regarding application procedures, and feedback on proposals.
- In partnership with Regional Convener and HRTC, develop communication outreach for grant opportunities.
- Workgroup, Advisory Board and Convening Coordination:
- Create agendas for workgroup, advisory board and stakeholder convening meetings.
- Advise on actionable items and decisions that come out of meetings and communicate with relevant stakeholders to ensure tasks are completed.
- Develop, in concert with meeting co-hosts (if any), topics of discussion and meeting priorities for convenings.
- Develop invite list and work with participants, as needed.
- Help facilitate discussion, track action items and follow-up.
- Internal Integration of Work:
- Coordinates work between departments and with external vendors, as necessary.
- Identifies and pursues opportunities for internal integration of work across functions and departments to make connections and leverage the strengths and efforts of CCF.
- General:
- As appropriate, assist other departments and work as a member of interdepartmental teams to ensure the effective and efficient operations of CCF.
- At all times, demonstrate cooperative behavior with supervisors and coworkers.
- Other duties as assigned, dependent on organizational needs and employee skills.
Qualifications:
To perform this job successfully, an individual must be able to perform each essential job function assigned satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.
- Experience: Two to three years of grant/contract accounting or management experience with federal, state, or private funding.
- Education: A Bachelor's degree in Business-related, Accounting, Finance, or related field. Certified Grant Management Specialists (preferred)
- Technical Knowledge: Demonstrated contracting, evaluating, monitoring and reporting analytical capabilities, familiarity with the public policy and legislative process, public funding streams, and a working understanding of outcome measures and evaluation methodologies aimed at assessing program effectiveness. Basic understanding of accounting and Uniform Grant Guidelines 2 CFR part 200.
- Community Knowledge: Knowledge of the Los Angeles County nonprofit community, familiarity with the geography and diverse neighborhoods throughout the region, and experience in working effectively with diverse and broad-based community constituencies.
- Convening and Facilitation Skills: Able to facilitate meetings and group processes for the purposes of fact-finding, decision-making, peer learning and problem solving.
- Communication Skills: Excellent writing and oral communication skills with the ability to write clear, concise analyses and narratives. Ability to prepare and deliver effective presentations, and to comfortably interact with diverse audiences.
- Technology Skills: Internet competency and strong computer proficiency, including mastery of the Microsoft Office software suite and a familiarity with database software, is required.
- Project Management Skills: Excellent organizational skills and attention to detail. Ability to lead and manage projects, prioritize work effectively and adjust to multiple demands.
- Teamwork & General Skills: Ability to work well independently. Ability to take initiative and follow tasks through to completion. Ability to work under time-sensitive deadlines with minimal supervision.