Contract Management Associate III

Hybrid role based in or near San Jose, CA (up to 50% in-person).

About Fresh Lifelines For Youth

Fresh Lifelines for Youth (FLY) is an award-winning nonprofit whose mission is to partner with youth to unlock their potential, disrupt the pipeline to prison, and advance justice in California and beyond. By 2030, FLY aims to dismantle California’s pipeline to prison, equip 30,000 youth to transform their lives, and create meaningful opportunities for them to live healthy, free, and productive lives.

www.flyprogram.org

About the Finance Department

The Finance Department builds capacities to efficiently execute FLY’s financial functions in support of the agency’s strategic plan across multiple jurisdictions. Responsibilities include financial planning, accounting, bookkeeping, financial reporting, budgeting, contract management, and completing the annual audit and related audits of government contracts. The department’s mission is to provide professional financial and accounting information to facilitate fiscal and organizational decisions.

About the Role

The Contract Management Associate will support the post-award phase of government contracts, ensuring fiscal compliance, timely invoicing, and budget tracking. This role requires a detail-oriented individual to manage financial aspects of contracts, ensuring execution in accordance with established terms and regulations. The ideal candidate is proactive, highly organized, and able to coordinate across teams in a fast-paced environment.

Responsibilities

• Prepare monthly and quarterly invoicing for government contracts, ensuring timely processing and submission for payment.
• Gather and organize supporting documents for contracts, including financial records and invoicing materials, to ensure compliance with contract terms.
• Follow up with internal teams to gather missing documentation, timecards, receipts, and other information required for billing and compliance.
• Work closely with Accounting and Program Management teams to resolve fiscal discrepancies and streamline workflow processes.
• Identify financial variances, potential issues, and risks within contracts; recommend adjustments or budget modifications as necessary.
• Record and post incoming government payments, remittances, and receipts in the accounting system.
• Ensure contracts adhere to fiscal compliance requirements, including financial reporting and documentation; maintain accurate records of all contract documents.
• Maintain contract tracking tools, dashboards, reporting, and reconciliations.
• Create and manage comprehensive contract information sheets, ensuring all critical details are accurately captured and easily accessible.
• Actively participate in quarterly community resources meetings, contributing to agenda setting and coordinating scheduling.
• Conduct and present detailed financial analyses of government contracts on a quarterly basis, providing insights and recommendations.
• Support the Associate Director of Fiscal Contract Management in the creation of contract budgets.
• Provide documentation and support for audits or compliance reviews, assisting in gathering financial data and ensuring adherence to regulatory requirements.
• Review functional timesheets for completeness and contract compliance; follow up with supervisors and staff to resolve missing, incomplete, or late entries prior to external deadlines.
• Assist with reporting and other administrative tasks to maintain contractual compliance.

Requirements

• Deep commitment to equity, social, racial, and economic justice.
• Knowledge of basic accounting concepts.
• Excellent attention to detail and analytical skills.
• Strong communication and organizational skills.
• Adaptability and ability to work collaboratively across teams while managing multiple priorities.
• Intermediate proficiency in Microsoft Excel/Google Sheets.
• Problem-solving and critical-thinking skills.
• Alignment with FLY’s vision, mission, and values: accountable, dedicated, respectful, equitable and just, loving, innovative, hopeful, and youth-centered.

Core Competencies

• Cultural Responsivity: Demonstrates openness and commitment to equity, justice, and belonging. Includes awareness of bias and privilege, understanding of systems of oppression, and valuing diverse perspectives.
• High Quality: Ability to own work, be accountable, and take initiative to produce high-quality results aligned with FLY’s mission and standards.
• Collaboration: Works effectively within and across teams to contribute to FLY’s mission and agency goals.
• Communication: Conveys information effectively with consideration of situation and audience; demonstrates self-awareness, empathy, and active listening.
• Problem Solving: Applies critical thinking to address challenges, considering multiple perspectives and identifying creative solutions.
• Adaptability: Adapts and responds to change effectively; engages in continuous learning and maintains a solutions-oriented approach.

Benefits

• Full medical, dental, vision, and chiropractic healthcare.
• Retirement contribution match.
• 10+ PTO days.
• 12 paid holidays.
• 3-4 additional "rejuvenation days off" twice per year (July and December).
• Annual wellness funds.
• Annual professional development funds.
• Employee Assistance Program (paid by FLY).
• Annual staff retreat, holiday party, end-of-year celebration, team offsites, and other FLY events.
• Customizable work schedule (dependent on supervisor approval).
• Hybrid work arrangement (frequency of in-person work depends on role).
• 8 hours of civic engagement time.
• Mileage reimbursement.

Pay

$30.29 per hour (full-time, non-exempt).

FLY has adopted a no-negotiation policy to ensure equitable and competitive compensation.

Schedule

Full-time role starting October 1, 2026. Application deadline: September 30, 2026.

Hybrid schedule with up to 50% in-person work at 1400 Parkmoor Ave, Suite 250, San Jose, CA 95126.

COVID-19 vaccination is a condition of employment, with exemptions available for medical or sincerely held religious beliefs.