Contracts & Grants Administrator

State of Vermont; Montpelier, Northern (VT, KY); Hybrid; USD 60,000 - 90,000; Full time

Benefits offered by this job

Hybrid work schedule after training

Job summary

The State of Vermont's Department of Motor Vehicles seeks a Contract and Grant Administrator to manage procurement of services and goods and oversee contracts through the VTBUYS system.

You will prepare solicitation documents, ensure compliance, coordinate with vendors, monitor performance, and prepare reports. The role offers a hybrid remote work schedule after training and travel as needed.

Qualifications

• Bachelor's degree or higher AND two (2) years of work experience that includes one or more of the following: administration of grants/contracts as a funder or recipient; collaboration with community partners; enforcement of provider agreements; management of financial affairs or governmental accounting system.
• OR Four (4) years of experience with one or more of the following: administration of grants/contracts as a funder or recipient; collaboration with community partners; enforcement of provider agreements; management of financial affairs or a governmental accounting system.

Responsibilities

• Developing solicitation documents including scope, RFP, RFI, SOW, award criteria and attachments.
• Coordinate purchasing activities and vendor relationships to support operational needs with policy compliance.
• Support contract administration activities, monitoring vendor performance and tracking deliverables.
• Review procurement docs for completeness and regulatory compliance.
• Assist stakeholders with purchasing methods, vendor selection and documentation requirements.
• Coordinate with internal departments and external vendors to obtain goods and services and ensure timely fulfillment.
• Prepare procurement-related reports, correspondence and presentations for management.
• Represent and participate in meetings and training sessions related to purchasing and contracts.

Skills

Procurement experience

Contract administration

Grants management

Policy compliance

Education

Bachelor's degree

Tools

Procurement software

Job description

The Department of Motor Vehicles (DMV) is seeking a Contract and Grant Administrator to join the Contracts Team as the primary point of contact for procurement of services and goods to support DMV operational needs. There will be significant interaction with the new e-procurement system, VTBUYS.

Duties include, but are not limited to:

• Developing solicitation documents including scope, request for proposals, specification/statements of work, award criteria, and all necessary attachments according to Office of Purchasing and Contract and Agency of Transportation.
• Review of Request for Proposal, Requests for Information, and Statement of Work for Administrative Bulletin 3.5 compliance.
• Coordinate purchasing activities and vendor relationships to support operational needs while ensuring compliance with established policies, procedures, and procurement requirements.
• Support contract administration activities, including monitoring vendor performance, maintaining documentation, tracking deliverables, and addressing issues throughout the contract lifecycle.
• Review procurement documentation for completeness, accuracy, and compliance with applicable policies, procedures, and regulatory requirements.
• Assist internal stakeholders with purchasing methods, vendor selection, procurement procedures, and documentation requirements.
• Coordinate with internal departments and external vendors to obtain goods and services, resolve issues, and ensure timely fulfillment of operational requirements.
• Prepare procurement-related reports, correspondence, presentations, and supporting documentation for management and stakeholders.
• Representation and participation in meetings, training sessions, and cross-functional activities related to purchasing, contracts, vendors, and organizational procedures. Prepares oral and written presentations, reports, and presentations as needed.
• Utilize enterprise systems and electronic tools to maintain procurement records, track transactions, monitor activities, and support efficient contract and purchasing administration.

This position will be eligible for hybrid remote work schedule upon completion of training and/or probationary period.

Who May Apply

This position, Contracts & Grants Administrator (Job Requisition #55707), is open to all State employees and external applicants.

Duties are performed in a standard office setting, but may involve some travel for which private means of transportation is required. Some evening or overtime work may be necessary. Interaction with grantees, contractors and consultants through phone contact is required.

Minimum Qualifications

Bachelor's degree or higher AND two (2) years of work experience that includes one or more of the following: (a) administration of grants/contracts as a funder and/or recipient; (b) collaboration with community partners in the delivery of social services; c) enforcement of provider agreements; OR d) management of financial affairs or a governmental accounting system.

OR

Four (4) years of experience that includes one or more of the following: (a) administration of grants/contracts as a funder and/or recipient; (b) collaboration with community partners in the delivery of social services; c) enforcement of provider agreements; OR d) management of financial affairs or a governmental accounting system.

Total Compensation

As a State employee you are offered a great career opportunity, but it's more than a paycheck. The State's total compensation package features an outstanding set of employee benefits that are worth about 30% of your total compensation, including:

• 80% State paid medical premium and a dental plan at no cost for employees and their families
• Work/Life balance: 12 paid holidays each year and a generous leave plan
• State Paid Family and Medical Leave Insurance (FMLI)
• Two ways to save for your retirement: A State defined benefit pension plan and a deferred compensation 457(b) plan
• Tuition Reimbursement
• Flexible spending healthcare and childcare reimbursement accounts
• Low cost group life insurance
• Incentive-based Wellness Program
• Qualified Employer for Public Service Student Loan Forgiveness Program

The State of Vermont celebrates diversity, and is committed to providing an environment of mutual respect and meaningful inclusion that represents a variety of backgrounds, perspectives, and skills. The State does not discriminate in employment on the basis of race, color, religion or belief, national, social or ethnic origin, sex (including pregnancy), age, physical, mental or sensory disability, HIV Status, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, past or present military service, membership in an employee organization, family medical history or genetic information, or family or parental status. The State’s employment decisions are merit-based. Retaliatory adverse employment actions by the State are forbidden.