Grant and Contract Specialist

POSITION TITLE: Grant and Contract Specialist

DEPARTMENT: Program - Social Services

STATUS: Regular Full-Time, Non-Exempt

PAY: $34.62 - $37.00 DOE

Join a team where you can offer compassion, dignity, and sustainable opportunities for people in need in your local community!

The Salvation Army is an inspiring place to work. With offices in every major US city and over 120 countries around the globe, it's a place where people can invest in people on every level. In the Northwest region of the US, we serve people with food to shelter opportunities and almost everything in between. We are committed to being an efficient and effective network of local offices that make up a huge western region team. In other words, we're committed to being big and small at the same time. That makes us a seriously great place to work. As one of the most impactful social service organizations in the world, we hire people who constantly seek new ways to keep us moving forward. We welcome you on finding your place to offer opportunities for people in need!

GENERAL STATEMENT:

The Salvation Army is a branch of the Christian Church, and the ultimate goal of all programs is spiritual regeneration of all people.

The Salvation Army is an equal opportunity employer.

SCOPE OF POSITION:

The Grant and Contract Specialist is responsible for providing the Northwest Division with support to grant and contract management and compliance to ensure our portfolio of projects is effectively implemented, monitored, and measured in accordance with funder regulations and requirements.

This role will assist in the ongoing development and rollout of systems and procedures to ensure effective grant and contract administration and compliance, monitoring, implementation, reporting, and close out under guidance of the Assistant Divisional Social Services Director. They will serve as a resource to grant-funded programs for fiscal compliance matters as well as programmatic standards and best practices.

This position must expedite the processing and review and approval of, all government and corporate grant and contract agreements for social service programming and assist with but not limited to applications, reimbursement requests, and reports (financial, statistical, progress, etc.) through the necessary approval levels at the local, divisional, and territorial level, as appropriate, and evaluate these documents for applicability and appropriateness, ensuring that contractual content meets The Salvation Army (TSA) requirements and protocols.

In partnership with Divisional Finance, monitor spend down for all awarded grants and contracts and ensure that reports are supported by the books and records of the organization. Conduct periodic project audits and advise the Senior Contract Compliance Specialist, leadership, and program staff on critical grant management issues and areas of opportunity.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Maintain positive work atmosphere by behaving and communicating in a manner that fosters and maintains positive relationships with co-workers and supervisors. This would include but not be limited to such actions: resolution of conflicts in a positive manner; courteous treatment of employees, volunteers, clients, partners and visitors; respect of others' property and person, professional and appropriate communication to and about co-workers, supervisors, and subordinates.
• Support the Mission of The Salvation Army by treating every donor, contact and colleague with respect and dignity, and without discrimination of any kind.
• Lead the maintenance of an online contract database and Schedule of Federal Awards to ensure compliance with Federal and other regulations.
• Work with units to review viability of funding opportunities and support in the completion of proposals including written materials and budget development as appropriate.
• Support the standardization of Divisional operating policies and development of Operating Policies Manual to ensure Corps are compliant with Title 2 Code of Federal Regulations (CFR) 200 Grant Administration and Salvation Army National Social Services Standards.
• Provide training to ensure knowledge of grant and contract requirements and policies and procedures.
• Under guidance of the ADSSD monitor and coordinate the lifecycle of grants within a Divisional framework for managing reporting and compliance through local unit Contract Administration Teams and facilitate transparency and proactive management of approved budget, contract terms, performance outcomes, and other legal or regulatory requirements.
• Stay appraised of Federal and State funding trends to maintain compliance across programs with various funding sources and identify new funding opportunities to improve the financial standing of and expand existing programs or develop new programs.
• Support Medicaid billing with data entry, administering internal databases, and running reports for accounting team.
• Perform internal quality assurance for Medicaid funded files by running accuracy reports and reviewing case files.
• Support the NW Division with statistics by running reports from HMIS that include data accuracy, clients served, program outcomes, etc.
• Participate in ongoing program evaluation and monitoring based on corps risk assessments to improve grant compliance, program outcomes, and the quality of supportive services provided.
• Prepare timely reports for review of contract activity on a monthly, quarterly, and annual basis.
• Provide assistance to units within the division.
• Make periodic site visits and other meetings as necessary to support assigned units (this will require occasional driving to various division locations).
• Provide office support to other members of the department in a team environment.
• Maintain a familiarity with duties of other team members to assist when needed.
• Help with management development, service training, program goals and outreach efforts of institutional/community services.
• Act as Divisional representative of the Director when needed and appropriate.
• Perform all other work-related duties as assigned

EDUCATION AND WORK EXPERIENCE:

• Bachelor's degree required preferably in Social Services, Finance, or Business.
• Three to five years' experience in grant monitoring/ writing, contract compliance monitoring preferred.
• At least two two2 years demonstrating knowledge of nonprofit grants and compliance management working with and interpreting applicable donor rules and regulations.
• Experience from a Program or Financial perspective with receiving revenue from different constituents, such as government agencies, private foundations, corporations, and individual donors.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:

• Experience from a Program or Financial perspective around receiving revenue from different constituents, such as government agencies, private foundations, corporations, and individual donors.
• Ability to manage multiple projects simultaneously and meet time sensitive deadlines.
• Show a systematic effort to obtain needed data or feedback and link long range visions and concepts to daily work, ranging from simple understanding to an awareness of the impact at large on strategies and choices.
• Demonstrated ability to analyze complex processes.
• Ability to gather information from multiple sources and form well-reasoned recommendations and procedures.
• Must have excellent interpersonal, oral and written communication skills, the ability to work independently and/or in a team setting.
• Possess a positive attitude, work well with others, be trustworthy, especially in confidential matters and be well organized and efficient.
• Computer literate, include Microsoft Office Suite, with the ability use Salvation Army approved word processing, spreadsheet, database management, and graphics/desktop publishing software packages.
• Ability to work with a diverse workforce and to consider the needs of coworkers and various communications styles and approaches.
• Valid Driver's License. (Must meet the guidelines provided by the State of residence and the automobile insurance provider as pertaining to corps' passenger vans/buses.)
• Must be able to pass The Salvation Army background checks and meet the MVR driver's qualifications.
• Willingness to support the philosophy, goals, objectives, and mission of The Salvation Army.
• It must be understood by the incumbent that the provisions of Safe From Harm will apply upon commencement of employment and also understood that the required Safe From Harm training be satisfactorily completed within the first thirty (30) days of employment.

SOFTWARE-RELATED SKILLS:

• Microsoft Word and Excel required
• Microsoft PowerPoint, helpful
• Working knowledge of integrated database applications and ability to use new software programs with basic training.

PHYSICAL REQUIREMENTS:

• Ability to sit, walk, stand, bend, squat, climb, kneel, and twist on an intermittent or continuous basis
• Ability to grasp, push, pull objects such as files, file cabinet drawers, and reach overhead
• Ability to operate telephone
• Ability to operate a desktop or laptop computer
• Ability to lift up to 25 lbs. (usually file boxes)
• Ability to access and produce information from a computer
• Ability to understand written information

Qualified individuals must be able to perform the essential duties of the position with or without accommodation. A qualified person with a disability may request a modification or adjustment to the job or work environment in order meet the physical requirements of the position. The Salvation Army will attempt to satisfy requests as long as the accommodation needed is reasonable and no undue hardship would result.

Working Conditions:

Work is performed in a normal office environment where there are little or no physical discomforts associated with changes in weather or discomfort associated without noise, dust, dirt and similar.

Work Schedule / Location:

Monday through Friday / In-person at Northwest Division headquarters in Seattle, WA, with opportunity to work remotely on a part-time basis.

The Salvation Army reserves the right to reassign, review the job or to require that different or additional tasks be performed based on the organization's need or when circumstances change.

The Salvation Army is an Equal Opportunity Employer and committed to providing a respectful environment for all applicants and employees that is free from unlawful discrimination or harassment based on age, race, color, religion, sex, national origin, marital status, disability, citizenship, sexual orientation, gender identity, gender expression, or any other characteristic protected by law. Such equal opportunity for employment will apply to recruitment and hiring, training, promotion, salaries and other compensation, transfers and layoffs or termination.

A generous benefits package is included with full-time positions: paid holidays, vacation time, sick time, and medical, vision, and dental insurances.

Health Insurance: Low bi-weekly premiums ($34.62) for employee only coverage, Kaiser HMO for those residing in a Kaiser service area, Anthem EPO/PPO is available for those residing outside of a Kaiser service area. Voluntary +1 and +family coverage at additional cost. Delta Dental DHMO and DPPO dental insurance offered starting at $2.31 bi-weekly cost. Employees are covered by an employer paid life insurance policy. Voluntary supplemental life, short-term and long-term disability plans are available.

Retirement Plans: Employer-funded Money Purchase Pension Plan (Defined Contribution Plan) 50% vested at 5 years eligible service time, employee funded voluntary 403(b) options

Parental Leave: Benefit will be one week (5 business days) of paid leave at the employee's normal rate of pay for births, adoptions and foster placements.

Sick Leave: 12 days annually accruing from day one, eligible for use after 3 months' service time.

Paid Vacation: 2 weeks annually accruing from day one, for non-exempt positions. 4 weeks annually accruing from day one, for exempt positions. Accrued vacation eligible for use after 6 months' service time.

Paid Holidays: 13 designated holidays + 1 floating holiday per year