Contract Specialist

ICP Solutions Limited; Cranston (RI); Hybrid; USD 70,000 - 95,000; Full time

Job summary

ICP Solutions Limited in Cranston, RI, is seeking a Contract Specialist to support the administration and financial management of contracts, grants, and subrecipient agreements on a 2-year assignment. You will collaborate with program staff and Finance to ensure budgets, invoices, expenditures, and reporting meet requirements.

The ideal candidate has experience in contract/grant administration, budget review, subrecipient monitoring, and using Grant Management Systems.

Qualifications

• Contract administration or grant administration experience.
• Experience with subrecipient monitoring or subaward management.
• Strong knowledge of budget management, invoice review, and fiscal monitoring.
• Experience reviewing financial documents, expenditures, and funding.
• Knowledge of contract amendments, MOUs, agreements, and signature processes.
• Experience with invoice tracking, validation, and reconciliation.
• Experience using Grant Management Systems (GMS) or similar financial/contract management systems.
• Strong reporting, tracking, documentation, and organizational skills.
• Ability to identify budget and invoice discrepancies and recommend corrective actions.
• Ability to provide training and guidance to program staff and external subrecipients.
• Strong communication and collaboration skills.
• Proficiency with electronic signature and document management systems such as Adobe Sign.

Responsibilities

• Collaborate with program staff and Finance/Financial Management teams to support contract and grant administration activities.
• Prepare, complete, and maintain standard contract, grant, and fiscal forms and update documentation annually as required.
• Draft, process, and maintain contracts, MOUs, agreements, amendments, and related documentation.
• Coordinate required signatures and maintain accurate contract and agreement records.
• Provide training, technical assistance, and guidance to program staff and subrecipients regarding contract, budget, fiscal, and reporting requirements.
• Support negotiations and administration of subrecipient agreements.
• Review budgets for accuracy, completeness, and consistency with approved requirements.
• Monitor funding, expenditures, and financial activity to ensure funds are properly managed.
• Enter and maintain contract/grant information in the Grant Management System (GMS) and monitor ongoing activities.
• Review and validate monthly invoices for accuracy, completeness, and compliance with approved budgets and contract terms.
• Track invoices, payments, expenditures, reporting requirements, and outstanding documentation.
• Identify and flag discrepancies or inaccuracies in budgets, invoices, and fiscal documents and coordinate resolution with appropriate staff.
• Review fiscal documents and supporting financial components for accuracy and completeness.
• Monitor audit requirements and ensure required documentation and reports are maintained.
• Track performance measures and reporting requirements for contracts and subrecipients.
• Develop and maintain dashboards or reports showing monthly expenditures, funding status, and performance measures.
• Maintain accurate records and tracking through electronic systems, including Adobe Sign.
• Assist with annual updates, renewals, amendments, and other ongoing contract administration activities.
• Define and clarify roles and responsibilities between program staff and Finance/Financial Management teams.
• Provide ongoing technical guidance to program staff when fiscal or contract-related requirements require specialized expertise.
• Support monthly and quarterly invoice evaluation, tracking, reporting, and reconciliation activities.
• Ensure contract and grant activities comply with applicable policies, procedures, funding requirements, and audit standards.

Skills

Subrecipient monitoring

Budget management

Invoice review

Fiscal monitoring

Financial documentation

Communication skills

Training and guidance

Tools

Grant Management Systems (GMS)

Adobe Sign

Job description

Work Location: Cranston, RI, 02920, Rhode Island, United State (Hybrid :3-Onsite & 2-Remote)

Job Description:

Job Title: Contract Specialist

Duration: 2 years 1 days

Hours per week: 35 Hours per week

Position Summary

The Contract/Grants Specialist will support the administration and financial management of contracts, grants, and subrecipient agreements. This position will collaborate closely with program staff and Finance/Financial Management teams to ensure contracts, budgets, invoices, expenditures, reporting, and fiscal documentation are accurate, complete, and compliant with applicable requirements.

The ideal candidate will have experience with contract or grant administration, budget and invoice review, subrecipient monitoring, financial reporting, and grant management systems. The position will also provide guidance and training to program staff and subrecipients on contract, fiscal, and reporting requirements.

Key Responsibilities

• Collaborate with program staff and Finance/Financial Management teams to support contract and grant administration activities.
• Prepare, complete, and maintain standard contract, grant, and fiscal forms and update documentation annually as required.
• Draft, process, and maintain contracts, MOUs, agreements, amendments, and related documentation.
• Coordinate required signatures and maintain accurate contract and agreement records.
• Provide training, technical assistance, and guidance to program staff and subrecipients regarding contract, budget, fiscal, and reporting requirements.
• Support negotiations and administration of subrecipient agreements.
• Review budgets for accuracy, completeness, and consistency with approved requirements.
• Cross-reference budget narratives, budget justifications, and related financial documentation to identify discrepancies.
• Monitor funding, expenditures, and financial activity to ensure funds are properly managed.
• Enter and maintain contract/grant information in the Grant Management System (GMS) and monitor ongoing activities.
• Review and validate monthly invoices for accuracy, completeness, and compliance with approved budgets and contract terms.
• Track invoices, payments, expenditures, reporting requirements, and outstanding documentation.
• Identify and flag discrepancies or inaccuracies in budgets, invoices, and fiscal documents and coordinate resolution with appropriate staff.
• Review fiscal documents and supporting financial components for accuracy and completeness.
• Monitor audit requirements and ensure required documentation and reports are maintained.
• Track performance measures and reporting requirements for contracts and subrecipients.
• Develop and maintain dashboards or reports showing monthly expenditures, funding status, and performance measures.
• Maintain accurate records and tracking through electronic systems, including Adobe Sign.
• Assist with annual updates, renewals, amendments, and other ongoing contract administration activities.
• Define and clarify roles and responsibilities between program staff and Finance/Financial Management teams.
• Provide ongoing technical guidance to program staff when fiscal or contract-related requirements require specialized expertise.
• Support monthly and quarterly invoice evaluation, tracking, reporting, and reconciliation activities.
• Ensure contract and grant activities comply with applicable policies, procedures, funding requirements, and audit standards.

Required Skills and Experience

• Contract administration or grant administration experience.
• Experience with subrecipient monitoring or subaward management.
• Strong knowledge of budget management, invoice review, and fiscal monitoring.
• Experience reviewing financial documents, expenditures, and funding.
• Knowledge of contract amendments, MOUs, agreements, and signature processes.
• Experience with invoice tracking, validation, and reconciliation.
• Experience using Grant Management Systems (GMS) or similar financial/contract management systems.
• Strong reporting, tracking, documentation, and organizational skills.
• Ability to identify budget and invoice discrepancies and recommend corrective actions.
• Ability to provide training and guidance to program staff and external subrecipients.
• Strong communication and collaboration skills.
• Proficiency with electronic signature and document management systems such as Adobe Sign.
• Experience developing or maintaining financial and performance dashboards is preferred.