Contracts Specialist

About the role

This is a hybrid contractor position (Greater Providence Area, RI) with an initial duration of 2 years.

Responsibilities

• Collaborate with program staff to fill out and update standard forms annually.
• Monitor performance measures and provide training and negotiations for subrecipients.
• Ensure budgets are properly completed (e.g., left to right, not right to left).
• Track reporting, audit requirements, and invoicing; flag inaccuracies in budgets or invoices.
• Draft, process, and gather required signatures for documents.
• Maintain MOUs, contracts, and agreements using tracking and reporting tools (e.g., Adobe Sign).
• Maintain expenditure totals and monitor funding.
• Enter and monitor data in GMS, ensuring cross-referencing between budget narrative and justification.
• Provide guidance to program staff, including defining roles and responsibilities.
• Review fiscal documents and monthly invoices for accuracy.
• Create amendments and develop dashboards for monthly expenditures and performance.
• Evaluate and track invoices, clarifying where program staff are expected to act on fiscal matters outside their expertise.

Program Staff Time Allocation

• Contract creation content (required by program staff).
• Forms and bureaucratic requirements (potential for shifting responsibilities).
• GMS-related tasks (bureaucratic requirements could be shifted).
• Back-and-forth communication with Fiscal Management (FM) on non-critical items (e.g., typos) and critical items.
• Monthly/quarterly work, including invoice evaluation and tracking.