Contract Specialist

About First 5

First 5 Sonoma County is an independent public agency, established under the California Children and Families Act of 1998 (Proposition 10) which funded a local First 5 Commission in every California county to build integrated and comprehensive systems of support for children, prenatal to five years. Through a voter-approved tobacco tax, First 5 promotes optimal child development through investments in health, early learning and family resiliency. Catalysts for systemic change, First 5 Sonoma County partners with school districts, the early care and education sector, the health care system, community leaders, the private sector and social service agencies. By working through partners with a focus on prevention, we are able to maximize our collective impact and cost-effectiveness, and leverage community resources with federal, state and grant dollars.

Summary

Under the supervision of the Finance & Operations Director and as a member of the Agency’s fiscal team the Contract Specialist ensures compliant and timely management of a large volume of revenue and expenditure grants; provides technical assistance to staff to support contract management; assists with select program budgets throughout the Agency; tracks expenditures, ensures compliance and submits invoicing for all revenue grants.

Essential Duties & Responsibilities

Duties may include but are not limited to the following:

Contracts

● Administers contracts portfolio as per Agency Procurement policies and procedures. Coordinates internal contract budget development and contract execution.

● Coordinates legal review and approval of contracts prior to execution.

● Manages contract signature workflows and ensures full execution.

● Ensures contract expiration notices are tracked, identified and addressed.

● Organize, track, update and maintain contract development and management processes using electronic contract logs, filing systems, and contract management databases.

● Create draft contracts and gather required contract documentation as per Agency Procurement Policies and Procedures.

● Communicate and work cooperatively with program staff on contract augmentations, budget modifications and other revisions.

● Assist program staff with budget development and management, including tracking and reconciling program expenses, developing monthly reports and projections for program revenues and expenses, mid-year budget modifications, and calculating accruals for year-end.

● Provide training, technical assistance, and consultation to staff with contract and grant management responsibilities.

● Ensure that contracts are accurate, compliant, comprehensive, and prudently monitored.

● Performs additional duties as assigned.

Accounting

● Prepare and submit invoices to funding entities for all revenue contracts, including final close-outs.

● Support the Finance team with management of funding awards received from external sources (i.e. Federal, State, County, Private foundations).

● Conduct quarterly internal audits of contracts to ensure compliance with agency contracting and procurement policies.

● Support the Finance team with compliance requirements set forth by County, State and Federal government regarding annual financial audits, single audits and other program audits as identified.

● Performs additional duties as assigned.

Budgetary/Supervisory Responsibilities

This position does not have supervision of direct reports. This position supports program managers with budgetary responsibilities.

Required Experience & Education

Any combination of training and experience that would provide the required knowledge, skills and abilities in qualifying.

● A minimum of four years progressively responsible administrative and accounting experience, preferably in a public/government and/or nonprofit organization.

● Bachelor’s or Associate’s degree from an accredited college or university with an accounting emphasis may be substituted for 2 years’ experience.

Required Knowledge, Skills & Abilities

● Principles and practices of contract negotiation, development and management.

● Strong analytical and problem-solving skills.

● Budget creation, monitoring and management.

● Proficiency in use of Microsoft Office Suite, Adobe Acrobat ( or other electronic signature platforms).

● Proven ability to establish and maintain effective, collaborative working relationships with a wide range of professionals including but not limited to: staff, partnering agencies, community partners and providers.

● Ability to communicate clearly and effectively, orally and in writing, to staff, the Commission, partners and the public.

● Demonstrated strong writing and editing skills.

● Proven ability to plan, organize and complete work to ensure organizational and program goals are achieved in a fast-past environment.

● Strong attention to detail.

● Adapt, with minimal or no advance notice, to changes in agency operations, work assignments or procedures.

Preferred Knowledge, Skills & Abilities

● General accounting principles and practices for public agencies or nonprofits.

● Financial record-keeping procedures and systems.

● Program development and planning methodologies.

Physical Requirements

● Regularly required to talk and hear, stand, walk, bend, kneel, and crouch.

● Prolonged periods sitting/standing at a desk and working on a computer.

● Work is occasionally physical, requiring setting up for meetings, lifting or carrying cumbersome materials of up to 25 pounds, e.g., easels, flip charts, refreshments, brochures, etc.

Work Environment

● This job is a fast-paced, in-office, professional office environment.

● Occasional travel within Sonoma County.

● Possession of a valid California Driver’s License and appropriate insurance.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Benefits:

We offer a competitive, comprehensive benefits package including medical, dental, vision, life, and disability. Other perks include generous paid time off, holiday pay, and a family-friendly workplace policy. This is an opportunity to work with a dynamic team with the great purpose of supporting the community to give children age 0 to 5 the best start possible.

How to Apply:

If you meet these requirements and are ready to embark on an exciting new career opportunity, we’d like to hear from you! We ask all applicants to include a cover letter with their application. Must be a California resident.

First 5 Sonoma is an Equal Opportunity Employer and considers all qualified applicants regardless of race, gender, color, religion, national origin, age, sexual orientation, gender identity, disability, veteran status, or other classification protected by law.